We are seeking a highly organised and proactive Administrative Officer to join our team. This role is ideal for someone who enjoys providing high-quality administrative support, coordinating events and travel, managing correspondence and financial processes, and building effective relationships across the department and wider University.
The position is set to commence ASAP and will be from 29.2 / 36.5 hours per week for 6 weeks (with a pay rate of £17.24 per hour + holiday pay).
Main Duties
General
- Confidential Support – Assist with a broad range of tasks on behalf of senior staff, maintaining the highest standards of confidentiality and professionalism.
- Team Collaboration – Work collaboratively as part of the administrative support team to ensure smooth day-to-day operations and consistent service delivery across the office.
- Relationship Building – Develop and maintain positive, productive working relationships with academic and support staff across the department and the University, ensuring effective communication and cooperation.
- Cross-Functional Support – Aid other professional service functions as required, contributing to the overall efficiency and flexibility of departmental operations.
- General Administration – Support the organisation of departmental processes, correspondence, and other administrative tasks to a high standard.
- Cultivating productive working relationships with academic and support staff colleagues across the department and the wider University through proactive communication and collaboration.
Administration
- Manage the following Oncology inboxes: Admin Support, Oncology Seminars and Enquiries.
- Manage the room booking calendar.
- Diary management and ongoing administrative support to the Director of Graduate Studies
- Demonstrate hospitality by greeting visitors and preparing meeting rooms, ensuring a welcoming environment e.g. for Viva examinations
- Raise purchase orders and completing financial forms accurately and efficiently using the Oracle R12 system.
- Provide Newsletter content regarding various events.
- Maintain comprehensive record-keeping and filing systems independently, ensuring data accuracy and accessibility for relevant departments.
Events Management
- Organise meetings, for example internal and external seminars, including publicising to relevant communities and arranging catering for meetings held both in the office and at other venues, as appropriate.
- Making travel arrangements for external speakers, including production of itineraries, flight or transport bookings, hotels and raising the associated purchase orders.
- Organise the Department’s annual summer party and research days.
- Organise other departmental events such as leaver and/or retirement lunches including arranging catering, advertising events, and setting up on the day.
- Provide support for other internal Departmental events such as the New Starters Lunch, including catering arrangements and setting up on the day.
Other
- Stand in for the Head of Department’s Executive Personal Assistant when they are out of the office, including diary management, using initiative to make considered judgements when juggling the demands placed on competing schedules.
- Prepare and circulate committee meeting papers, agendas, minutes, and draft briefing notes and/or as appropriate.
- Provision of support for one off projects and additional activities as agreed with the Head of Administration and Finance or the Executive PA, e.g. Research Excellence Framework etc.
- Replying to a range of issues or researching and preparing information/drafting replies.
- Make complex travel arrangements for UK and international travel, including arranging travel visas where necessary
- Managing mailing lists (all-students, postdocs, students, PIs, RRI), proactively updating information and resolving issues as they arise.
- Provide full administrative support on financial matters: for example, the management of travel, subsistence and other expenses and allowances, invoices for subscriptions.
Selection Criteria:
- Excellent organisational and administrative skills.
- Proven experience of effective diary management.
- Ability to manage and prioritise a diverse and busy workload in an efficient and reliable manner, working to tight deadlines.
- A warm, welcoming, friendly manner, with excellent customer service skills.
- Excellent communication skills – both written and verbal, including a professional email manner.
- A high standard of numeracy with excellent attention to detail.
- Ability to interpret, apply and communicate regulations and procedures.
- Excellent IT skills, including Microsoft Office and bespoke organisational packages.
- Ability to work proactively with minimal supervision, referring issues to others as and when required.
- A readiness to show initiative and willingness to be flexible.
Vacancy ID: 24787
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