Responsibilities
This role will support the overall administration of the Quality Improvement team. This includes organisation of key meetings, management of email accounts, organisation of equipment, management of requests, ad‑hoc administrative support, support with the organisation and delivery of improvement events / conferences / training programmes, maintenance of action logs/planners/minutes, support of induction and onboarding process, cross cover, help developing visual materials, support managing visual and digital presence, organisation of key reporting packs as well as overall support to the Quality Improvement Team.
Support the Quality Improvement Leadership Team (QILT) in planning and coordinating the Integrated Quality Improvement (IQI) programme, including resource planning, completion of programme documentation and preparation of communications. Assist QILT in maintaining programme and project plans, monitoring progress, identifying risks and supporting mitigation activities. Create, maintain and update programme and project documentation to an agreed professional standard for internal management and formal reporting. Support colleagues across the QI programme with delegated tasks relating to the delivery of defined projects and organisational priorities. Assist in the collection, analysis and presentation of information and data required for performance reporting and improvement monitoring. Support teams in sourcing data for reporting, and help design, administer and distribute surveys related to QI work (e.g. via MS Forms). Coordinate the preparation and circulation of reporting packs in line with agreed schedules, working with portfolio teams to collate and prepare content with guidance from Head of Quality Improvement. Contribute to programme planning activities such as updating plans and maintaining dependencies and task trackers.
Administrative and Operational Support – Organise and prioritise diary appointments, re‑arranging, when necessary, to take account of more urgent meetings/appointments as they arise, informing the manager(s) of any new, changed and urgent appointments. Arrange meetings, liaising with other internal and external parties as appropriate to set a mutually convenient time/date. Prepare/draft meeting agendas and supporting paperwork, circulating to the relevant individuals in good time. Attend meetings and produce clear and concise minutes/notes and action logs, initiating action on identified issues. Organise/assist in the planning of departmental events (e.g. team meetings, away days) and support QI event delivery as directed by the QILT Senior Leadership Team, ensuring efficient logistical arrangements and communication with participants.
Communication and Stakeholder Engagement – Communicate confidently and professionally via email, telephone, MS Teams and face‑to‑face with colleagues across the Trust and external stakeholders. Maintain clear written and verbal communication regarding programme progress and updates for staff groups involved in QI activity. Assist with the preparation of written and graphical reports for a range of audiences using appropriate software. Coordinate the distribution of communications to internal and external stakeholders, ensuring timely and accurate delivery. Support the development of the QI Team’s communication plan, including Trust‑approved platforms (e.g. Viva Engage), QI Voice activity (video storytelling) and creative approaches to sharing improvement stories.
Miscellaneous – Develop proficiency in digital and AI‑enabled tools (e.g. Microsoft Co‑Pilot) to enhance efficiency and support the QI Team’s adoption of new technologies and digital solutions for ongoing delivery. Maintain strong working knowledge of Microsoft 365 applications including Teams, SharePoint, Excel, Word and PowerPoint to support programme delivery. Develop and strengthen core documentation, policies and procedures in conjunction with other colleagues. Identify opportunities to streamline processes and improve service delivery, contributing to a culture of continuous improvement.
Act as a visible champion for quality improvement across OUH. The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions. We have an exciting opportunity to join our Quality Improvement Team and are seeking an enthusiastic and highly motivated individual with a passion for quality improvement. The role requires you to have excellent communication and administrative skills whilst being able to support teams to improve, and hold patient care at the heart of your work. You will have experience of Microsoft Office packages, have exceptional organisational abilities, the ability to work to a high level of accuracy, and be able to think proactively. The successful candidate will be an integral part of the Quality Improvement Team and will directly support improvement activities and be keen to further their own knowledge.
If you enjoy being busy and would like to work in a supportive environment within a well‑established and valued team, then we would love to hear from you.
Qualifications
- Educated to diploma, foundation degree or relevant criteria
- Previous administrative experience
- Proficient IT skills including advanced use of MS Office applications
Desirable Criteria
- Formal training in QI or project management
- Previous admin experience in the NHS and similar team
- Able to use AI‑enabled productivity tools
About the Trust
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 four hospitals – the John Radcliffe Hospital, Churchill Hospital, Nuffield Orthopaedic Centre in Headington and 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.
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.
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