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Executive Assistant: Mental Health Mission

University of Oxford - Department of Psychiatry, Warneford Hospital

Location: Oxford
Salary: £32,332 to £38,205 per annum : Grade 6
Hours: Full Time
Contract Type: Fixed-Term/Contract
Placed On: 21st February 2024
Closes: 11th March 2024
Job Ref: 170588

We are looking to appoint an experienced Executive Assistant to ensure the optimal organisation and communication between the elements of the Mental Health Mission funding hosted by Oxford Health NHS Foundation Trust (OHFT).  This includes the hosting of the NIHR Oxford Health Biomedical Research Centre (BRC) and the NIHR Mental Health Translational Research Collaboration (MH-TRC), both involving collaborative networks of partner organisations. The MH-TRC is also responsible for delivery of Phase 1 of the Mental Health Mission (MHM) funded by the Office for Life Science (OLS) and NIHR.

The post is full time; however, consideration would be given to candidates wishing to work part-time (minimum 80% FTE) on a pro-rata basis, with a commensurate adjustment in the responsibilities and duties.

You will be based in the Department of Psychiatry at the Warneford Hospital, Oxford.

The post is for a fixed term (funded to 31 January 2028)

The Executive Assistant MHM will be employed by the University of Oxford to support senior managers in the central management team of the MHM, including the Chief Industry Officer who is mainly based in the USA, the Clinical Trials Operations lead, and the Governance and Contracting lead.  The role will not be limited to, but will support the industry engagement aspects of the MHM in particular

You will manage the administrative office of the MHM, sharing in collaborative decisions and proposing, and implementing changes to improve working methods. You will also support senior managers in the organisation of meetings and diary management. You may be asked to contribute to active management of meetings (across different time zones) such as capturing minutes, summaries, action items, and proactively arranging for follow-up meetings as required.

You will be expected to undertake some defined administrative tasks but should be prepared to be adaptable in order to tackle a varied workload that will alter depending on the priorities at any time; this could include project work and writing of substantial reports or publications.

You will be educated to degree standard or with equivalent work experience, with a significant track record of providing comprehensive, professional administrative support including diary management and meeting organisation, to senior managers. You must be self-motivated with the ability to organise, and manage, your workload independently while working for more than one manager. You must have strong communication and interpersonal skills to work with individuals at all levels to establish productive, collaborative working relationships. You will be expected to manage finances and deal with expense claims/payments and should have experience of delivering, or as appropriate, leading, project work as directed by senior managers.

You will be required to upload a covering letter/supporting statement and a CV as part of your application.

The closing date for this post is 12.00 midday on 11th March 2024.

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