About this role
Job summary
The Trust is recruiting for an experienced Executive Assistant to join its Executive Office team to support the work of the Trust's directors. The postholder will be experienced in supporting senior leaders in corporate settings and will be comfortable and confident working in complex and fast-paced environments with a need for discretion and tact and excellent time-management and relationship building skills.
The post holder will be required to undertake any other duties according to the needs of the service. This job description is not intended to be an exhaustive list of activities, but rather an outline of the main areas of responsibility. Any reasonable changes will be discussed and agreed with the post holder before any variations to the job description are made.
Main duties of the job
Provide high-level, confidential executive support to designated Executive and Non-Executive Directors, acting with discretion, sound judgement and professionalism at all times. Act as the primary point of contact for the Executive and Non-Executive Directors, managing correspondence, enquiries and stakeholder communications, ensuring timely responses and appropriate escalation of sensitive or complex matters. Proactively manage complex diaries, schedules and competing priorities, coordinating meetings, travel, events and commitments to maximise executive effectiveness. Prepare, coordinate and administer meetings and governance processes, including agendas, papers, reports, minutes, action tracking and committee deadlines. Develop and maintain effective working relationships with Board members, senior leaders, staff, patients, external partners and other stakeholders, providing a professional and responsive service. Support the management of complaints, information requests and other sensitive matters, ensuring accurate handling, follow-up and compliance with organisational procedures. Lead and coordinate a range of administrative and operational processes, including records management, expenses, rota coordination, reporting requirements and office systems. Provide cross-cover and support for other Executive Assistants, the Chief Executive and Chair as required, contributing to the effective operation of the Executive Office including duty Executive Assistant rota.
About us
Please note that this role will require us to undertake a DBS check as a part of your onboarding.
Oxford Health is a great place to work and to be able to showcase the best of yourself when making an application please read the "candidate guide to making an application" and ensure your supporting statement is tailored to the role you are applying for and addresses any essential criteria.
As a Trust we provide physical, mental health and social care for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and Northeast Somerset. Our services are delivered at community bases, hospitals, clinics and people's homes, delivering care as close to home as possible. Our vision is that no matter who you are or where you are, you will tell us that you receive: "Outstanding care delivered by an outstanding team"
Our values are: "Caring, safe and excellent"
We offer a wide range of benefits designed to support your career and wellbeing. These include:
o Opportunities for career progressiono Access to tailored individual and Trust wide learning and developmento 27 days annual leave, plus bank holidays, rising to 33 days with continuous serviceo NHS Discount across a wide range of shops, restaurants and retailerso Competitive pension schemeo Lease car schemeo Cycle to work schemeo Employee Assistance Programmeo Mental Health First Aiderso Staff networking and support groups hosted by our Equality, Diversity & Inclusion team
Job description Job responsibilities
To provide a comprehensive secretarial and administrative support service within the Trusts corporate Executive office function to allocated Executive director(s).Executive Assistants work closely with the Executive Officer Manager who supports the Chief Executive and Chair of the Trust. The role is professionally accountable to the Deputy Director of Corporate Affairs who coordinates the work of the Executive office function with the Corporate Governance team (supporting the board and board committee and work of Non-Executive Directors).Flexible working is available, but the role requires in-person attendance at different Trust sites on a frequent basis.
Person Specification
Experience Essential
Demonstrable experience of working as an EA working to senior leaders
Desirable
Demonstrable experience of working in healthcare corporate environments
Experience Essential
Demonstrable experience of effective time management and working to deadlines
Skills Essential
Excellent communication and relationship management skills
Training Desirable
Training like project management or the equivalent
Knowledge Desirable
Knowledge of healthcare organisations
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Oxford Health NHS Trust
Address Littlemore Mental Health Centre
Sandford Road,
Oxford,
OX4 4XN
United Kingdom
Employer's website https://www.oxfordhealth.nhs.uk (Opens in a new tab)