Department Administrator Location: On-site Oxford Job Type: Full-time (Part-time considered) Hours: 36.5 can be flexible with hours We are excited to offer a central role within a renowned Oxford organisation, focusing on customer relations and core administrative services. This position is ideal for someone who thrives in a collaborative environment, possesses excellent communication skills, and is committed to providing outstanding service. The role demands flexibility, professionalism, and a proactive approach to a variety of tasks across the department. Day-to-Day Responsibilities Customer Engagement and Department Community Serve as the front-of-house representative, providing high-level customer service and being the first point of contact for enquiries. Manage the enquiries mailbox, professionally handling email queries and directing them appropriately. Coordinate the Visitor Programme, track applications, secure approvals, and support integration of visitors upon arrival. Administer room bookings, manage kitchen stocks, and lead engagement with suppliers. Organize and host departmental social and wellbeing activities. Support other teams during significant events such as open days and major lectures. Departmental Administrative Services Administer access control, manage physical mail, and act as the telecommunications coordinator. Maintain stocks of office equipment, stationery and make purchases using the Oracle financial system. Update various databases with accuracy and administer the parking permit scheme. Deliver parts of the department’s standard induction for new staff, students, and visitors. Departmental Space and Building Management Ensure a high standard of presentation across the department, monitor building issues, and coordinate contractor visits. Monitor health and safety issues, assist with emergency procedures, and support office space configurations. General Support continuous improvement initiatives and maintain the role's manual on SharePoint. Undertake necessary training and perform other duties as required, potentially including managing an operations project. Required Skills & Qualifications A-level education or equivalent experience in an administrative role. Demonstrable enjoyment and effectiveness in working collaboratively. Proven experience in delivering excellent customer service. Strong communication skills and proficiency in Office 365, especially Excel, Teams, and Outlook. Ability to work independently and as part of a team, with effective time management skills. Desirable Experience in facilities management and health and safety processes. Familiarity with workflow visualisation tools like Miro, Visio, or Power Automate. Experience in updating SharePoint sites. Benefits Competitive salary and flexible working patterns. Comprehensive training including first aid, fire safety, and manual handling. Opportunities for professional development and involvement in departmental projects. To apply for this Office Coordinator position, please submit your CV.