We are seeking a highly organised and proactive Personal Assistant to join our team. This role is ideal for someone who enjoys providing comprehensive administrative support, managing complex schedules and events, coordinating travel and finances, and acting as a trusted first point of contact to ensure the smooth running of the group.
The position is set to commence ASAP and will be from 36.5 hours per week for 8 weeks (with a pay rate of £16.92 per hour + holiday pay).
Main Duties:
- Manage complex calendars and schedule meetings for senior staff, prioritising commitments and resolving scheduling conflicts. Act as a key point of contact, exercising judgement in managing communications and requests.
- Coordinate meetings and committees, including scheduling, agenda preparation, and circulation of papers. Ensure accurate minute-taking and timely follow-up of actions.
- Organise seminars, workshops, and events, managing logistics, participant coordination, and supporting materials. Ensure events run smoothly and align with group priorities.
- Arrange travel and accommodation in line with University policies, obtaining approvals and managing bookings. Provide end-to-end support to ensure efficient and cost-effective arrangements.
- Process expenses, purchase orders, and invoices in line with financial procedures. Maintain accurate records and liaise with Finance to resolve queries and ensure timely approvals.
- Coordinate conference attendance and external engagements, including registrations, payments, and associated logistics. Support staff to meet deadlines and requirements.
- Coordinate onboarding for new staff, including system access, equipment, and workspace arrangements. Provide initial guidance and support integration into the group.
- Maintain and update webpages and social media channels, promoting group activities and events. Work with communications colleagues to ensure consistent and effective messaging.
- Provide responsive administrative support across the group, acting as a first point of contact for queries. Offer guidance on processes, systems, and procedures.
- Maintain accurate records and support efficient administrative systems. Identify opportunities to improve processes and contribute to the smooth running of the group.
Selection Criteria:
- Proven experience of working as an Administrator or Personal Assistant to senior members of staff within a large organisation, including experience in diary management.
- Excellent written and verbal communication skills, with a high level of accuracy and attention to detail, and the ability to draft correspondence and documentation independently. Confidence in dealing with senior staff and external stakeholders in a professional and appropriate manner and being responsive and timely with all aspects of communication.
- Excellent time management and organisational skills; ability to work unsupervised to manage and prioritise a varied and busy workload and work to deadlines.
- Proven experience of supporting financial processes, including raising purchase orders, processing invoices and expenses, and maintaining accurate financial records in accordance with organisational procedures.
- Strong IT skills, including proficiency in Microsoft Office, and experience of using databases or administrative systems to manage and maintain accurate records and information.
- Demonstrable ability to use initiative to resolve administrative issues and exercise a high degree of personal responsibility, judgement and initiative with a good understanding of how to handle confidential information with tact and discretion.
- Proven ability to work effectively both independently and as part of a team, building and maintaining positive working relationships with colleagues and stakeholders.
Vacancy ID: 23919
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