A superb new opportunity has arisen to join a prestigious Oxford College in the role of part-time office administrator.
The role-holder will be based in the Fellowships and Academic Projects Office. This role will suit someone who is capable of working collaboratively and also independently, and who will enjoy working flexibly as part of a small, friendly and busy team.
The appointed person will be required to work occasional Saturdays and occasional evenings throughout the academic year to support academic and fellowship activities. Sufficient notice and time off in lieu will be given.
Key Tasks
Academic activities administration
- Support colleagues with the coordination and delivery of project events
- Manage room bookings and catering requirements for events organised by the office
- Provide on-the-day support for academic and fellowship events, including welcoming guests, monitoring attendance, etc.
- Assist with the upkeep of attendance records for a variety of academic activities
- Produce attendance certificates
- Assist with updating the department's pages on the College website and intranet
- Assist the scheduling and coordination of project meetings including steering group meetings
- Working with the rest of the Academic Projects team to deliver the complete portfolio of academic initiatives
- Authorised signatory and contact for the University Card Office, including ordering new and replacement cards for members of fellowship
- Assist with the maintenance of fellowship data across various College databases
- Assist the scheduling and coordination of welcome lunches for new fellows
- Assist with the creation and filing of official letters and other documents
General administration
- Ensure compliance with the College's data protection policy and GDPR regulations
- Comply with University and College directives, policies and procedures
- Attending relevant briefings and training sessions held across the collegiate university and cultivating good working relationships with counterparts at other Colleges and administrative staff in departments and central teams
Person Specification
Essential
- An enthusiastic can-do attitude and good inter-personal skills, with the ability to deal confidently and appropriately with a variety of people
- Excellent command of English, both written and oral, high level of numeracy
- Adaptability and flexibility to manage a variable workload
- Ability to stay calm and work accurately when under pressure
- Excellent attention to detail
- Creative approach to problem solving
- Able to work on a number of different activities systematically and to a high level of accuracy
- Ability to manage and prioritise own workload to meet multiple demands
- Willing to take ownership of duties, with the judgement to know how and when to take initiative, and when to refer to others
- Good level of skill with standard Microsoft Office tools, specifically Excel, Word and PowerPoint
- Willingness to learn new systems
- Ability to handle confidential and sensitive data with discretion
- Able to work collaboratively and as part of a team
- Self-motivated and ability to work independently with minimal supervision
- Customer-focused approach
- Ability to continually streamline and improve procedures
- Able to work evenings and Saturdays, with notice
Desirable
- Events management experience (in person and virtually)
- Experience of working with Access or other CRM databases
Particulars
- 22 hours per week
- 38 days per annum pro rata (including Bank Holidays and College closure days).
- The post is pensionable and the post holder eligible for membership of the Universities' OSPS contributory pension scheme.
- Fixed Term 2 year contract
Other benefits
- Eligibility for Oxford Colleges Healthcare Scheme
- Enhanced maternity pay
- Sick pay, related to length of service, rising to six months full pay and six months half pay after five years
- Interest-free travel to work loan
- Parking is currently available on a first-come first-served basis
- Free lunches are provided when the kitchens are open
- Use of College sports facilities including tennis, squash, punt and gym
- University Card giving free access to the Oxford Botanic Garden and Arboretum, libraries and other College gardens
INDL