Research Administrator and Executive Assistant

7 days ago


Headington, Oxfordshire, United Kingdom University of Oxford TSS Full time
Web advert

  • Vacancy ID: Do you have senior Executive Assistant experience? Are you organised and have strong attention to detail? Would you be able to balance between EA and Research Admin responsibilities?
  • We are currently recruiting for a Research Administrator and Executive Assistant position based at a University department at Oxford city centre

Duties are as follows:

  • Executive Assistant duties:_
  • Make decisions as to how to best deal with enquiries without upward referral by: actively proposing solutions or resolving problems; delegating appropriate tasks to senior staff within the Professor's projects and researching and drafting responses to come from the Professor. Ensure deadlines are met for all activities requiring the Professor's involvement by designing, implementing and monitoring a range of administrative processes
  • Act as secretary for executivelevel meetings by coordinating committee work and preparing full briefings for the Professor as required. Proactively support the Professor and other senior staff in designing agendas and completing actions
  • Organise efficiently the arrangements for future business meetings or other events and conferences, for both internal and external participants
  • Make complex travel arrangements for UK and international travel, including the arrangements for visas and travel insurance where necessary.
  • Research Support duties_
  • Research and prepare for significant funding bids. Monitor activity and manage information to support the major grants of the group. Ensure funder reporting requirements are met, introducing administrative systems as needed
  • Research and collate data and other information for the Professor's presentations for both internal and external audiences across a range of events at all profile levels
  • Ensure that, where relevant, Open Access requirements are met and a record is kept of the Professor's publications and academic activities. Liaise with contributors to papers regarding the Professor's involvement in the research.
  • Team Administration duties_
  • Develop good working relationships with all members of the Professor's teams, based in Oxford and at other UK locations
  • Manage the administrative office of the Professor through implementing relevant systems and procedures
  • Manage all financial support for the Professor's group: procurement, expenses, and invoices, adhering to University financial regulations. Support the oversight of budgets and regular financial reports, completing financial templates for the group's forecasting purposes
  • Support international short
- and long-term visitors by making logístical and hospitality arrangements, creating detailed itineraries

  • Make travel bookings for members of the team and assist with expense submissions
  • Keep timesheets, annual leave entitlement records and absence records for relevant staff employed on the projects in compliance with funder and University requirements
  • Manage the projects' physical space to ensure that it is fit for purpose and suitably equipped and stocked
  • Lead on induction and recruitment exercises for all new members of staff, ensuring that department and University processes are followed.
  • Person specification

_TSS workers accrue holiday pay that is equivalent to 38 days per year, this means you accrue a whopping 17.1% in holiday pay for the hours that you work for us._
- _

  • 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._

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