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Job description

An exciting opportunity has arisen for a permanent Personal Assistant position to the Director of Estates, Facilities and Capital Development at OUH.

The successful applicant will work closely with the Directorate Business Manager and the Senior team to deliver a high-quality administrative service.

The Personal Assistant role will be responsible for providing an effective and efficient administrative service to the Director of Estates, Facilities and Capital Development within an environment of continuously developing demands. The post holder will be required to exercise daily initiative and independent judgement, with minimal supervision, ensuring they exercise a high degree of tact, diplomacy, and confidentiality at all times.

Oxford University Hospitals NHS Foundation Trustis 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 four hospitals - the John Radcliffe Hospital, Churchill Hospital and 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.These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel.

Main Tasks and Responsibilities

• Provision of a comprehensive and effective administrative support and Personal Assistant service, including frequent interaction with regards to complaints and compliments via telephone, face to face and incoming and outgoing emails which could be of a sensitive, distressing and contentious nature, and maintaining confidentiality of information at all times.
• Effective daily management of the diary for appointments, internal/external meetings and booking of travel arrangements in line with Trust processes, and prepare briefs and files to support meetings, including research and preparation of or sourcing of figures and tables with supporting information.
• Routinely monitor the Director of Estates, Facilities and Capital Development’s inbox, ensuring that urgent messages are brought to their attention or other action as appropriate, replying on behalf of the Director of Estates, Facilities and Capital Development on request or at discretion during periods of leave. When unavailable, requirement to reply from the Director of Estates, Facilities and Capital Development’s inbox without supervision.
• The post-holder will support wider members of the Directorate to receive an effective administrative support.
• To ensure enquiries are directed to the appropriate person and/or department and followed up appropriately.
• Ensure that all Directorate meetings are planned in advance on an annual basis and initiate all associated administrative arrangements required.
• To organise and schedule and meetings, including booking suitable internal/external venues (booking refreshments and/or equipment as required); checking attendee availability and secure timings; draft preparation, collation and distribution of agenda and supporting papers; attending to take minutes as required, which may include travel; undertaking follow up actions required of others; recording and managing action logs; and maintaining master files (electronically) for meetings which the Director of Estates, Facilities and Capital Development is the Chair.
• Liaise with the Estates Communications Manager and Estates Information Manager to ensure the contents of the Directorate Intranet and Internet pages are kept up to date. Regular checks are required to ensure that content is current and accurate including: services, people, contacts, rotas etc.
• To support and work alongside the Business Manager and directorate colleagues to ensure that Directorate Performance reports are completed to time and contain all the information required, co-ordinating with directorate, Estates Compliance Manager and Estates Information teams.
• At the request of the Director of Estates, Facilities and Capital Development and/or Business Manager, use Trust systems to extract data on performance and compliance for specific tasks which will include the use of basic Excel functions to produce information to support Directorate decision making and reporting.
• In the event of any short term absence of any member of the Estates, Facilities and Capital Development administrative team, provide support to the senior management team by assisting with their communications, including emails, mail, telephone calls and arrangement of meetings.
• Responsible for procuring items for the Directorate as requested.
• Raise requisitions and coordinate invoices for authorisation and submission to Accounts for payment.
• Draft and compile reports for the Director of Estates, Facilities and Capital Development’s edit and approval.
• Undertake specific project work as and when required on behalf of and at the discretion of the Director of Estates, Facilities and Capital Development.
• Proactively support the Director of Estates, Facilities and Capital Development’s senior management team.
• Any other duties as may reasonably be required.

• Provide and receive sensitive information where communication and reassurance skills are required in assisting patients, relatives, staff and external clients.
• The post holder needs to be confident in communicating with a wide range of staff, members of the public and key external stakeholders including dealing with difficult or challenging conversations calmly and sensitively.
• The post holder is responsible for identifying when information should be circulated to individuals and departments within the Directorate.
• Maintain circulation lists, (electronic and manual) and all Directorate shared file space ensuring the appropriate staff can access.
• Liaise with colleagues both internally and externally at senior level, building effective working relationships at all levels, in support of the Director of Estates, Facilities and Capital Development.

• Support the Directorate with ensuring all statutory and mandatory training and appraisals are up to date using the Trust systems to monitor compliance, send out reminders to those who are non-compliant and provide information on trajectories to the monthly performance and quality reports.
• Undertake Values Based Interview (VBI) training to be able to support the Directorate recruitment process.
• Support recruitment procedures in line with the Recruitment team and be part of the interview panel as appropriate.

• Keep abreast of Trust training policies incorporating IT proficiencies.
• Attend mandatory training updates annually as per Trust policy.
• Ensure that Directorate staff are able to use Directorate devised systems by advising and training them and writing protocols where appropriate.
• Ensure that office processes are defined by written protocol to ensure smooth running of all administrative procedures at all times.

• Be fully conversant with all Trust and departmental policies and guidelines, and ensure these are implemented and adhered to.
• To act as a role model to less experienced staff at all times.
• Maintain excellent working relationships with all staff.
• Plan and manage own time using organisational and prioritising skills.
• The post holder is expected to take reasonable care of his/her own Health and Safety, and that of any other persons who may be affected by his/her acts of omission.
• The post holder will be work alongside a multidisciplinary team committed to enhancing the quality of the environment and delivery of patient care.