We are seeking an organised and proactive PA & Group Administrator to provide high-quality administrative and operational support to senior staff through effective diary and event coordination, travel and financial administration, onboarding support, and the management of communications and day-to-day office activities.
The position is set to commence ASAP and will be part-time (3 days per week) for 12 weeks (with a pay rate of £16.92 per hour + holiday pay).
Key Responsibilities:
Duties
Diary, Meeting and Event Coordination
• Provide diary management and scheduling support for senior staff, exercising judgement to prioritise and rearrange meetings as required.
• Coordinate meetings and events, including circulating scheduling polls, responding on behalf of staff, and ensuring the availability of key participants.
• Book meeting rooms and manage changes to schedules to accommodate competing priorities.
• Other meeting organisation such as agenda coordination, attendance, collection and collation of presentations and supporting materials in advance of meetings, minute-taking, and timely circulation of
actions and papers.
• Arrange logistical and financial aspects of meetings and events, such as travel and PPI payments.
Travel and Accommodation Administration
• Research and source appropriate travel and accommodation options in line with University policies.
• Liaise directly with staff to obtain approval for proposed travel arrangements.
• Raise and manage purchase orders and complete bookings following approval.
Financial and Expenses Support
• Administer expense claims for senior staff via SAP Concur, including collecting information, submitting claims, and liaising with Finance to resolve queries.
• Ensure claims and financial transactions are accurate, compliant, and approved within required timescales.
• Process invoices, including publication and open access charges, and receipt invoices in Oracle.
• Manage payments via departmental credit cards in accordance with University procedures.
Conference and Event Payments
• Coordinate conference attendance and payments, including collecting information from attendees, requesting invoices, raising purchase orders, and confirming attendance.
• Arrange associated travel and accommodation for conferences and events as required.
Induction and Onboarding of New Staff
• Coordinate onboarding processes for new starters, including arranging system access, University cards, IT equipment, and desk space.
• Act as a first point of contact for new staff, providing building orientation and practical guidance.
• Arrange buddy support, circulate relevant documentation, and ensure inclusion in relevant meetings and mailing lists.
Communications and Digital Content Support
• Maintain and update content on social media platforms and departmental webpages.
• Promote events across appropriate communication channels in liaison with Communications colleagues.
General Administrative and Office Support
• Act as a key point of contact for general administrative queries, providing guidance on IT,
communications, and office procedures.
Selection Criteria:
•Proven experience providing high-level diary management and administrative support to senior staff, with the ability to prioritise competing demands and exercise sound judgement.
•Demonstrated experience coordinating meetings and events, including agenda preparation, minute-taking, circulation of papers, and tracking actions.
•Experience arranging travel and accommodation, raising purchase orders, and managing bookings in line with organisational policies.
•Experience processing expenses, invoices, and financial transactions using systems such as SAP Concur, Oracle, or similar, ensuring accuracy and compliance.
•Strong organisational skills with the ability to manage multiple tasks, deadlines, and confidential information effectively.
•Experience supporting conference attendance and event payments, including coordinating registrations and associated logistics.
•Experience coordinating onboarding processes for new staff, including arranging system access, equipment, and induction support.
•Strong written and verbal communication skills, including experience maintaining webpages or social media content and acting as a key administrative point of contact
Vacancy ID: 23229
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