Main area Executive Assistant Grade NHS AfC: Band 6
Contract Permanent
Hours Full time - 37.5 hours per week (We remain open to supporting a variety of contract options. If it works for the organisation, we will do our best to make it work for you.)
Job ref 321-AHSN_6800233_B6
Employer Oxford University Hospitals NHS Foundation Trust
Employer type NHS
Site Oxford Science Park
Town Oxford
Salary £37,338 - £44,962 pro rata per annum
Salary period Yearly
Closing 31/01/2025 23:59
Executive Assistant
NHS AfC: Band 6
Oxford University Hospitals NHS Foundation Trust
is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. The Trust comprises of four hospitals - the
John Radcliffe Hospital ,
Churchill Hospital ,
Nuffield Orthopaedic Centre
in Headington and the
Horton General Hospital
in Banbury. Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this
Delivering Compassionate Excellence
and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. Job overview
We are seeking an experienced and highly organised Executive Assistant to provide comprehensive support to the CEO and COO of Health Innovation Oxford Thames Valley (HIOTV). This is a key role to ensure the smooth and efficient operation of the CEO’s and COO's offices, as well as supporting HIOTV's wider office management and administrative needs. The ideal candidate will have exceptional communication skills, a high degree of discretion, an ability to manage complex schedules and tasks effectively as well as building and maintaining strong working relationships with colleagues and stakeholders at all levels. Main duties of the job
Executive Assistant to CEO and COO/Deputy CEO - Support the CEO and the COO in a confidential, effective and efficient manner. Office Management - manage the day to day running of the HIOTV office, ensuring that the office is maintained to a high standard and supplies are available. Provide mentoring and support to HIOTV’s administrative staff - bringing them together to take forward suggestions to improve ways of working or the office. Detailed job description and main responsibilities
Support the CEO across the whole range of activities, and the COO, in a confidential, effective and efficient manner, and to act as first point of contact for all communications during core office hours. To organise the daily work of the CEO and COO, ensuring files and papers are available in Outlook and up to date, providing briefings for the day’s activities, highlighting deadlines and potential conflicts. The position necessitates liaising with staff and partners across the Thames Valley and national Health Innovation Network which includes senior staff of NHS organisations, NHS England, Office for Life Sciences, NICE, and a range of external bodies including Universities, Industry, Local Authorities, third sector organisations, Trust Boards, senior clinical teams, NHS managers, the Department of Health and Care and colleagues in other Health Innovation Networks. To provide a comprehensive range of secretarial and administrative services to CEO and COO to a consistently high standard, including formal /informal minute taking and transcription as required, managing all expense claims and prepare/manage conflict of interest declarations. Person specification
Knowledge, Training and Experience
Educated to degree level or equivalent knowledge, skills and experience. IT literate with ability to use all Microsoft Office applications. Ability to co-ordinate complex diary management. Ability to support change and to work collaboratively to implement and embed new ways of working. Experience in communicating with a wide range of professional groups. Ability to work independently, prioritise effectively and actively plan. Significant office management and administrative experience. Demonstrable experience of event management. A good understanding of the changing NHS environment. Experience in a Team Leader or mentoring role. Previous experience working within the NHS. Communication Skills
Demonstrable inter-personal and communications skills (written and verbal) with a range of internal and external people and professionals. Values & Behaviours
High-level of work organisation, self-motivation, drive for performance and improvement, and flexibility in approach and attitude. Ability to work autonomously and confident to make sound decisions in the absence of senior colleagues. Professional attitude to handle confidential and complex information appropriately. Able to work under pressure to tight deadlines. Able to handle confidential and sensitive issues and materials in an appropriate manner. Maintain a professional appearance and behaviour in all circumstances. Equality and Diversity
The promotion of equality of opportunity and good working relations (providing practical leadership).
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NHS AfC: Band 6
Oxford University Hospitals NHS Foundation Trust
is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. The Trust comprises of four hospitals - the
John Radcliffe Hospital ,
Churchill Hospital ,
Nuffield Orthopaedic Centre
in Headington and the
Horton General Hospital
in Banbury. Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this
Delivering Compassionate Excellence
and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. Job overview
We are seeking an experienced and highly organised Executive Assistant to provide comprehensive support to the CEO and COO of Health Innovation Oxford Thames Valley (HIOTV). This is a key role to ensure the smooth and efficient operation of the CEO’s and COO's offices, as well as supporting HIOTV's wider office management and administrative needs. The ideal candidate will have exceptional communication skills, a high degree of discretion, an ability to manage complex schedules and tasks effectively as well as building and maintaining strong working relationships with colleagues and stakeholders at all levels. Main duties of the job
Executive Assistant to CEO and COO/Deputy CEO - Support the CEO and the COO in a confidential, effective and efficient manner. Office Management - manage the day to day running of the HIOTV office, ensuring that the office is maintained to a high standard and supplies are available. Provide mentoring and support to HIOTV’s administrative staff - bringing them together to take forward suggestions to improve ways of working or the office. Detailed job description and main responsibilities
Support the CEO across the whole range of activities, and the COO, in a confidential, effective and efficient manner, and to act as first point of contact for all communications during core office hours. To organise the daily work of the CEO and COO, ensuring files and papers are available in Outlook and up to date, providing briefings for the day’s activities, highlighting deadlines and potential conflicts. The position necessitates liaising with staff and partners across the Thames Valley and national Health Innovation Network which includes senior staff of NHS organisations, NHS England, Office for Life Sciences, NICE, and a range of external bodies including Universities, Industry, Local Authorities, third sector organisations, Trust Boards, senior clinical teams, NHS managers, the Department of Health and Care and colleagues in other Health Innovation Networks. To provide a comprehensive range of secretarial and administrative services to CEO and COO to a consistently high standard, including formal /informal minute taking and transcription as required, managing all expense claims and prepare/manage conflict of interest declarations. Person specification
Knowledge, Training and Experience
Educated to degree level or equivalent knowledge, skills and experience. IT literate with ability to use all Microsoft Office applications. Ability to co-ordinate complex diary management. Ability to support change and to work collaboratively to implement and embed new ways of working. Experience in communicating with a wide range of professional groups. Ability to work independently, prioritise effectively and actively plan. Significant office management and administrative experience. Demonstrable experience of event management. A good understanding of the changing NHS environment. Experience in a Team Leader or mentoring role. Previous experience working within the NHS. Communication Skills
Demonstrable inter-personal and communications skills (written and verbal) with a range of internal and external people and professionals. Values & Behaviours
High-level of work organisation, self-motivation, drive for performance and improvement, and flexibility in approach and attitude. Ability to work autonomously and confident to make sound decisions in the absence of senior colleagues. Professional attitude to handle confidential and complex information appropriately. Able to work under pressure to tight deadlines. Able to handle confidential and sensitive issues and materials in an appropriate manner. Maintain a professional appearance and behaviour in all circumstances. Equality and Diversity
The promotion of equality of opportunity and good working relations (providing practical leadership).
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