We are seeking an organised and proactive Admin Assistant & Governance Support Officer to join our team. This role is ideal for someone who enjoys providing high-quality administrative support, coordinating meetings and hearings, managing records and correspondence, and contributing to policy and governance activities in a professional and confidential environment.
The position is set to commence ASAP and will be from 36.5 hours per week for 12 weeks (with a pay rate of £16.92 per hour + holiday pay).
Main Duties:
- Support the University’s HR Policy team to deliver excellent policy advice and guidance, and support the smooth running of meetings and hearings.
- Support the administration of University HR panels to consider appeals and other hearings. These will include: the Grievance Committee; the University Appeal Panel; the Staff Employment Review Panel (SERP); and Academic Integrity Investigation Panels.
- Support the administration of the University’s relationship with the recognised Trade Unions, including arranging meetings, keeping up-to-date records and supporting queries and following up actions.
- Booking meeting dates, rooms, catering, and keeping up to date records of upcoming events and meeting arrangements.
- Provide support for policy development work and projects within the Policy team.
- Support the Policy team in monitoring shared mailboxes and ensuring queries are responded to accurately and in a timely way.
- Producing draft correspondence, documents, and reports to tight timescales as requested, including co-ordinating responses to Freedom of Information requests. This may also include ad hoc project work and may include researching, preparing and presenting information as needed. You must be able to act on your own initiative and have a proactive approach.
- Maintain, and improve as appropriate, record-keeping and filing systems.
- Update relevant content on the team’s website (external and internal) and Sharepoint sites, and undertake training to do this.
- Support the Head of Policy team and policy team colleagues as required. Subject to capacity there may also be a requirement to support the Employee Relations team with preparing casework material.
- Attend relevant on-going training.
- Perform any other duties that fall within the purpose and grade of this post as determined and directed by the Head of the Policy team and the wider policy team
Selection Criteria:
Experience required
- Educated to GCSE standard or equivalent (including Maths and English).
- Ability to communicate HR policies, procedures, and processes clearly and accurately, both verbally and in writing.
- Demonstrable ability to prioritise workload and produce accurate, detailed work within deadlines.
- Experience of providing a high level of customer service with accuracy and attention to detail.
- Experience of relevant administrative work, including proficiency with Microsoft Office, including Excel and Sharepoint (or ability to learn), and email.
- Ability to work independently and collaboratively as part of a team.
- Willingness to undertake professional development and training.
- Evidence of tact and discretion in dealing with confidential or sensitive matters.
- Ability to deal effectively with a wide range of people as well as to work effectively as part of a team and to liaise with colleagues where work interests overlap.
Vacancy ID: 23963
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