Main area Administration Manager Grade NHS AfC: Band 6 Contract Fixed term: 2 years (Fixed until 31 March 2028 - Consider part time 0.8) Hours
* Full time
* Part time
37.5 hours per week Job ref 321-CORP-43584421-B6
Site John Radcliffe Hospital Town Oxford Salary £38,682 - £46,580 per annum pro rata Salary period Yearly Closing 26/04/2026 23:59 Interview date 13/05/2026
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 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 thisDelivering Compassionate Excellenceand its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.
Many of our recruitment programmes useValue Based Interviewingto identify those who have the skills we seek, who share our values and who are able to deliver compassionate excellence from the outset. We know that this makes a significant difference to your job satisfaction and above all the outcomes and experience of our patients and their families. For more information about our Values and Value Based Interviewing please visit www.ouh.nhs.uk/about/vision-and-values
Job overview
Hybrid role - Occasional attendance onsite when needed
This is an exciting opportunity to join Oxford University Hospitals NHS Foundation Trust (OUH) a world-renowned centre of clinical excellence and one of the largest NHS teaching trusts in the UK. Delivering the benefits of research and innovation to its patients, people and populations is a key strategic priority for the Trust, capitalising on the breadth and depth of the Trust’s unique relationship with the University of Oxford (OU).
The NIHR Oxford Biomedical Research Centre (BRC) is the largest and most successful research partnership between OUH and OU. Since it was first designated in 2007, the BRC has been awarded more than £350m for translational research and related activities. The BRC funds innovation across 15 research themes and has a BRC management team that supports researchers across these themes in a number of areas, https://oxfordbrc.nihr.ac.uk/.
Detailed job description and main responsibilities
RESPONSIBILITIES:
Office management
1. Provide high quality, consistent and comprehensive administrative support functions to the BRC management team office, managing incoming communications, drafting responses and distributing and delegating tasks where appropriate, demonstrating a high level of discretion, confidentiality and appropriate initiative.
2. Act as a first point of contact for communication with the BRC in a confidential, effective and efficient manner.
3. Coordinate and administer BRC Steering Committee, BRC research theme leaders’ meetings, BRC operations meetings and BRC management team meetings. Includes organizing schedules, rooms and refreshments, preparing agendas and papers, circulating information, taking high quality minutes and ensuring action points are followed up.
4. Maintain and build upon internal/external relationships and communicate effectively with a range of stakeholders and partner organisations at Executive and Board level at OUH NHS Foundation Trust and University of Oxford.
5. Take ownership of the management of smaller discrete projects at the request of the BRC senior management team and support them with the management of larger more complex projects.
6. Assist the Head of BRC Operations with Human Resource issues, such as recruitment, appraisals, absence reporting, and recording of annual leave.
7. Manage the purchase and stock control of stationery, refreshments, template documents and equipment for the BRC.
8. Oversee the use of BRC meeting rooms and office facilities.
9. Organise office maintenance and repair as necessary.
Diary management and correspondence
10. Manage the Deputy and Head of BRC Operations calendars and resolve complex and conflicting commitments on a daily basis. Anticipate diary pressures and take appropriate action to ensure smooth running and effectiveness.
11. Arrange meetings and appointments via the calendar system with both internal and external contacts working closely with the BRC Director. This will include liaison at the highest levels with Trust and University staff.
12. Plan and co-ordinate diary events such as Ministerial and other high-level visits/Board and other away days, meetings and conferences.
13. Identify suitable venues on or off site, depending on the number of delegates, room layout, hospitality and audio-visual requirements.
14. Organise travel and accommodation arrangements for the BRC management team.
Finance
15. Support the BRC management team in financial matters including co-ordinating invoice payment and claim form processing such as travel, subsistence and other expenses and preparing purchase requisitions as necessary. Working closely with the R&D Head of Financial Management.
Engagement with National Institute for Research (NIHR)
16. Support Deputy Head of Operations to ensure that all relevant quarterly and annual reporting requirements are quality checked and deadlines met. Includes working closely with BRC theme liaisons.
17. Contribute to the planning and management of future BRC funding applications, working closely with the BRC senior management team and BRC Director.
Other responsibilities
18. Attend and participate in training, both internal and external, in order to carry out these duties effectively.
19. Any other duties relevant to the post and appropriate to the grade, which reflect the changing needs of the service.
20. All post holders will be expected to adhere to the NHS Code of Conduct.
Person specification
Qualifications and experience
* A good first degree or equivalent including significant experience of acting as a PA at a high level, in a large complex organisation.
* Experience in a similar role plus experience in a senior administrative role. Proven experience of working as a PA.
* Experience of working with Executive level Boards and Committees.
Experience
* Previous experience organising events. Experience of working autonomously to resolve problems. Excellent written communication skills, demonstrate experience of preparing papers for meetings, minute taking, etc., including accurate typing and proof-reading skills. Ability to exercise a high degree of tact and discretion with confidential information. Ability to exercise a high degree of personal responsibility, judgement and initiative, with a positive, proactive and flexible approach to work. Excellent time management and organisational skills with the ability to manage and prioritise a varied and busy workload, working to deadlines as required, including coping with unpredictable volumes of work and busy periods. Experience of using financial information systems.
Personal skills
* Comfortable liaising with people at all levels, in particular very senior personnel internal and external to the University of Oxford and OUH NHS Trust staff
* Good team player Excellent communicator Flexible and helpful attitude adaptable to changing priorities
Technical skills
* Computer literate with experience of working with the Microsoft Office package.
Sexual Safety Charter: In 2023 NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit to the ten core principles
Oxford University Hospitals promotes a safe, respectful hiring environment.
If you want to make a difference with us, come and join our team. Together, we will uphold the highest standards of care and professionalism.
Vacancy Closures: Please note, this vacancy may close early if a high volume of applications are received.
Visa and Immigration: Oxford University Hospitals NHS Foundation Trust is able to offer Certificates of Sponsorship for all eligible roles for a Skilled Worker Visa without exception, provided the role meets the minimum salary and skill level criteria set by the Home Office (UKVI). All eligible candidates will be considered with equal consideration at all stages of the application and recruitment process. Skilled worker: Health and Care Visa | NHS Employers /Work in the UK - GOV.UK
COVID-19: The COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings. Whilst COVID-19 vaccination is not a condition of employment, we do encourage our staff to get vaccinated. If you are unvaccinated there is helpful advice and information at Oxfordshire County Council Website where you can also find out more about how to access vaccination.
Probation Period: This post is subject to a 6 month probationary period. If you currently hold a contract of employment with the Oxford University Hospitals, this will not apply. This statement does not apply to Medical staff or Executive Appointments.
Referencing: When providing employment reference details please provide correct work related email addresses so references can be sought promptly when we are looking to progress your application. Your first referee will need to be your line manager, supervisor or clinical lead from your current or most recent post or place of study. Please note that if you have previously worked for the Trust we will require a reference from your last Manager, this information is essential if your offer of employment is to be confirmed.
To note: Applicants must write their own applications. If AI tools are used, the application may be rejected as this document is crucial for assessment. This does not prevent you from seeking support via AI with applications for the purposes of any disability and/or long-term health conditions.
When using AI to help write your application, it is important to personalise it, especially your supporting statement. While AI can simplify the process, it will not fully understand the job's requirements and/or be able to showcase your skills, knowledge, and experience. Write your statement to show why you are interested in the role and how you would be a valued member of the team/OUH employee.
No unsolicited recruitment agency telephone calls or emails.
Fraudulent recruiters have been using social media platforms to dupe potential job seekers into divulging personal and financial information. Sophisticated frauds, involving grooming of targeted individuals, shows the fake recruiter asking the unsuspecting job seeker to take part in a fake job interview, either over the phone or via WhatsApp, and also sending fraudulent follow-up correspondence offering job positions. All communication about jobs at Oxford University Hospitals will come from 'Trac', or via an ouh.nhs.uk email address. All meetings and interviews will be scheduled on Microsoft Teams from a verified OUH email account. If you have any doubts about any correspondence around recruitment, please contact us.
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