Previous PA/EA experience is essential for this role. This role is 18.25 hours p/w.
An Oxford University department are seeking a highly organised and proactive Personal Assistant to support their Director of Research. This role involves managing complex diaries, coordinating meetings and travel, and providing comprehensive administrative support to ensure the smooth running of the office. The ideal candidate will be experienced, discreet, and able to prioritise a varied and busy workload effectively.
Duties:
• Manage the diary of the Director of Research.
• Assist the Director of Research in running the Career Development Programme.
• Allocate ad hoc tasks to administrative staff and organise temporary cover for the administration office as required.
• Act as the first point of contact for visitors. Dealing effectively with postal correspondence, telephone calls, emails and faxes, diverting such correspondence to other staff where appropriate, replying to a range of issues on behalf of the Director of Research, or researching and preparing information/drafting replies.
• Organise efficiently the arrangements for meetings, including arranging appropriate catering for meetings held in the office and other venues.
• Make complex travel arrangements for UK and international travel.
• Prepare and circulate papers, agendas, minutes and draft briefing notes as appropriate.
• Provide full administrative support on financial matters: for example, the management of travel, subsistence and other expenses and allowances, invoices for subscriptions.
• Maintain, and improve as appropriate, record-keeping and filing systems.
Selection criteria
• Previous PA/EA experience is essential.
• Educated to A-level standard, or equivalent experience.
• Experience of diary management, including making complex travel arrangements.
• The ability to draft correspondence and to produce well-presented reports.
• Proficient in audio/touch typing.
• Excellent computer skills including: email, Word, Excel and the internet.
• A high standard of numeracy; the ability to manage finances.
• Experience of working on confidential matters; tact and discretion.
• The ability to manage and prioritise a varied and busy workload and work to deadlines.
Vacancy ID: 21364
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