We are seeking dedicated and highly organized professionals to join our department in a full-time job share capacity, supporting the Sub-Department of Atomic and Laser Physics (ALP) and the Oxford Quantum Institute (OQI). This unique opportunity involves providing close administrative and personal support to the Head of ALP and the Director of OQI, ensuring the smooth and effective operation of both entities. This post is fixed term for 5 years, Sub-Department Support (50%).
Responsibilities:
1. Assist the Head of ALP with administrative tasks, including new staff and visitor processes, correspondence, and departmental procedures.
2. Maintain departmental systems, records, and facilitate committee work, meetings, seminars, and events.
3. Manage web content, oversee facilities, and support alumni relations.
4. Act as the first point of contact for internal and external stakeholders, projecting a welcoming and professional demeanor.
5. Provide comprehensive PA support to Prof. Ian Walmsley, including diary management, correspondence, and travel arrangements.
6. Support internal and external communications, organize meetings, and assist with logistics for national and international events.
7. Liaise with OQI staff and partner departments to ensure seamless operations of the Institute.
8. Oversee recruitment, contracts, visa processes, and staff development schemes.
9. Support visitor arrangements, space allocation, and GDPR-compliant visitor management.
10. Collaborate with finance teams on budgeting, invoicing, and procurement.
Candidate Skills and Qualities:
* Highly organized, proactive, and discreet with sensitive information.
* Excellent communication and IT skills and a confident, professional manner.
* Ability to work collaboratively across teams and departments.
* Competent in managing multiple priorities and working independently under pressure.
* Experience in academic or research administration is desirable.
What We Offer:
* A stimulating environment within a leading university department.
* Opportunities to work closely with senior academic and research leaders.
* A supportive team committed to excellence and professional development.
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