Previous EA/PA experience is essential for this role. You will also need to have excellent computer skills and a high standard of numeracy.
Duties:
• Provide proactive administrative support to the Head of Department and Head of Administration and Finance, including complex diary management, responding to correspondence, and making considered decisions when prioritising tasks.
• Manage the Business Administration Apprentice, design and implement office systems and procedures, and provide office cover during absences.
• Coordinate committee work by organising agendas, preparing minutes, tracking actions, and ensuring decisions are followed up. Organise departmental meetings, events, and conferences, including the Strachey Lecture series.
• Oversee financial processes including travel and expense claims, subscriptions, and invoice handling. Make UK and international travel arrangements, including visas and risk assessments.
• Manage departmental visitor processes and associate membership applications, including visa arrangements and updating relevant departmental records and website information.
• Act as the first point of contact for internal and external enquiries. Provide reception cover as needed, support departmental communications (website, publications), and develop effective working relationships within the department and University.
Selection criteria:
• Experience as an Executive Assistant is essential.
• Proven experience managing the office of a senior member of staff, including complex diary and travel arrangements.
• Strong ability to draft professional correspondence and produce accurate, well-presented reports and briefing documents.
• Excellent computer skills, including proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams) and audio/touch typing.
• Demonstrated ability to prioritise a varied workload, work under pressure to meet deadlines, and maintain attention to detail and accuracy.
• High standard of numeracy with experience managing finances, and a proven ability to handle confidential matters with tact and discretion.
Vacancy ID: 19519
Please be aware that all candidates need to be able to start work immediately and must be able to work on site if required to do so.
Further information can about the Temporary Staffing Service can be found on our website https://www.jobs.ox.ac.uk/temporary-staffing-service