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Vacancy ID: 13623

We are currently looking for an experienced Administrative Assistant at an Oxford city centre-based University department. Details are as follows:

The worker will be an active member of the administrative team in the Department led by an Administrator. Primarily based and operating on Reception, the worker will carry out key administrative duties to a high professional standard and act as a first point of contact for the Department. The worker will deliver strong customer service to both internal and external customers.

The worker will also provide part time PA support to the Department's Director (and occasionally other Principal Investigators (PIs)) including administrative and secretarial support. The worker will be a proactive, team player with an enthusiasm for administrative work.

The worker is the main point of contact for administrative and facilities tasks for staff based at the Department.

Responsibilities

• Act as first point of contact for administration for staff, students, and visitors, responding to general enquiries.
• Manage the Department's reception service to include being the first point of contact for visitors, deliveries, enquiries via phone, email, or drop-ins; monitoring access to the building and security issues and escalating any issues to the Administrator.
• Provide PA support to the Department's Director (and occasionally other PIs) such as arrange meetings, book rooms, book travel, order catering, circulate papers and agendas, etc. as required.
• Manage access to the building, and to internal offices, using the Amadeus and iButton systems (or what new technology might replace them) to include loading access to Engineering staff cards, and dealing with lost keys, visitors, lockouts, etc; Ensure lost cards are reported to HR for replacement.
• Handle arrangements (e.g., catering, room layout, AV use) for meetings and provide full support for internal and external meetings, including managing the Department's room bookings calendar (confirming availability, troubleshooting, and rescheduling, etc.) to accommodate staff, Computer Science (CS), Engineering Science (ES) and MPLS groups.
• Manage (as above) paid-for room bookings for parties external to the Department but also including organising and taking payments, ensuring room layout is as requested, and that rooms are kept as clean and tidy as possible for next occupants.
• Ensure that maintenance, repairs, and refurbishment of facilities are reported correctly to Engineering Science Maintenance team and liaise with [email protected] for issues with AV equipment or the photocopier; Troubleshoot initial queries with the photocopier if possible.
• Ensure the kitchen, stationery cupboard and meeting rooms are serviced, managing stock levels of consumables (e.g., kitchen and stationery supplies) for them, and making sure they are kept in a satisfactory and orderly state.
• Undertake the ordering service from the original request, raising a Purchase Order (e.g., for stationery, travel, consumables etc.) and monitoring the arrival of the goods, coordinating, and troubleshooting any difficulties.
• Make travel and accommodation arrangements ensuring value for money concept is followed, and keeping stakeholders updated on the booking process, or support them using Key Travel booking process.
• Provide administrative financial support by reconciliation of the statements for departmental credit cards in line with the process and deadlines from the Finance team, escalating any issues to the Oxford e-Research Centre Administrator.
• Ensure procedural instructions are kept up to date (e.g., fire procedures, maps, AV instructions, Key Travel booking guidelines etc.) and distributed.
• Support the Oxford e-Research Centre Administrator with the integration of Engineering Science staff into the Departmental offices.
• Be the point of contact for new Engineering staff to the building, supporting with office set ups, and delivering building inductions.
• Maintain staff email and phone lists, and staff notice boards, within the Department building.
• Coordinate the process of recycling of confidential waste, disposal of packaging, lost property.
• Support admin team colleagues, if required, on external and internal events including setting up, welcoming and registering guests, organising promotional items, preparing venues and organising travel.
• Develop successful working relationships with academic and support staff colleagues across the department and in the wider University.
• Any other duties that are commensurate with the role.

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.

The Temporary Staffing Service supports University of Oxford departments and affiliated colleges with the recruitment of temporary admin and clerical staff. Personal information provided to the University of Oxford is held in accordance with the provisions of the GDPR and related UK data protection legislation.