PA/EA experience is essential for this role. The role is part-time, 22.5 hours p/w.
Responsibilities
* Managing the diary of and arranging meetings for the HOD and Deputy HOD, using initiative to make considered judgements when juggling the demands placed on the schedule
* Coordinate committee work primarily for the Management Committee and sub-committees as well as the Departmental Development Board, including organising business, preparing agendas and writing minutes.
* Supervising one or more administrative members of staff and devising and implementing office administrative systems and procedures
* Replying to a range of issues on behalf of the HOD, Deputy HOD, PMC and Development Board
* Researching and preparing reports or briefing papers for senior staff
* Organising efficiently the arrangements for meetings, events and conferences held at the University and other venues as appropriate
* Making complex travel arrangements for UK and international travel, including making arrangements for visas where necessary
* Providing administrative oversight on financial matters: for example, the management of travel, subsistence and other expenses and allowances, invoices for subscriptions
* Mentoring staff and/or sitting on a committee/forum to share information and exchange best practise
Selection Criteria
* Previous PA/EA experience is essential
* Experience of managing the office of a senior member of staff
* Experience of diary management, including making complex travel arrangements
* The ability to draft correspondence and to produce well-presented reports
* Excellent computer skills including: email, Word, Excel and the internet
* A high standard of numeracy; the ability to manage finances
* A high standard of written and verbal skills and a capable communicator
* Experience of working on confidential matters; tact and discretionThe ability to manage and prioritise a varied and busy workload and work to deadlines
* Attention to detail and high level of accuracy
Vacancy ID: 22275
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
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