Personal Assistant to the Head of Department and Head of Administration and Finance

4 days ago

Oxford, Oxfordshire, United Kingdom University of Oxford Full time

The University of Oxford is a stimulating work environment, which enjoys an international reputation as a world-class centre of excellence. Our research plays a key role in tackling many global challenges, from reducing our carbon emissions to developing vaccines during a pandemic. The Department of Computer Science is consistently recognised as the internationally leading centre of research and teaching across a broad spectrum of computer science, ranging from foundational discoveries to interdisciplinary work with significant real-world impact.

The Personal Assistant (PA) to the Head of Department (HOD) and Head of Administration and Finance (HAF) is a key role which provides business critical, personalised secretarial and administrative support to the departmental leadership.

What We Offer

As an employer, we genuinely care about our employees' wellbeing and this is reflected in the range of benefits that we offer including:

  • An excellent contributory pension scheme
  • 38 days annual leave
  • A comprehensive range of childcare services
  • Family leave schemes
  • Cycle loan scheme
  • Discounted bus travel and Season Ticket travel loans
  • Membership to a variety of social and sports clubs

This role also offers the opportunity for hybrid working one day per week.

About the Role

As PA to the HOD and HAF, you will play a crucial role in ensuring the smooth operation of the department's executive functions. Your primary responsibilities will include:

  • Managing the HOD and HAF's diaries, coordinating and scheduling meetings, and ensuring effective time management.
  • Acting as an ambassador for the department leadership, developing networks and relationships within and external to the University.
  • Managing the department's Academic Support Service, and related staff, which provides a variety of services from handling complex travel arrangements to co-ordinating events.
  • All aspects of servicing formal committees.

About You

We are seeking a career PA, with a wealth of experience in providing proactive support to senior leadership. The ideal candidate will also possess:

  • Unrivalled organisational skills with a keen attention to detail and ability to manage multiple priorities.
  • Experience of line management and success in motivating and developing others.
  • Strong written communication skills, with the ability to draft correspondence and produce well-presented reports.
  • Excellent technical skills, particularly in using email, MS Office (Excel, Word, PowerPoint, Teams) and the Internet.

Application Process

You will be required to upload a covering letter/supporting statement, CV and the details of two referees as part of your online application.

The closing date for applications is midday on Wednesday, 17 July 2024. Interviews are likely to take place during week commencing 29th July 2024 and will be face to face.

We are a Stonewall Top 100 Employer, Living Wage, holding an Athena Swan Bronze Award, HR excellence in Research and Race Equality Charter Bronze Award.

Our staff and students come from all over the world and we proudly promote a friendly and inclusive culture. Diversity is positively encouraged, through diversity groups and champions, for example , as well as a number of family-friendly policies, such as the right to apply for flexible working and support for staff returning from periods of extended absence, for example shared parental leave.

Demonstrating a commitment to provide equality of opportunity, we would particularly welcome applications from women and black and minority ethnic applicants who are currently under-represented within the Computer Science Department. All applicants will be judged on merit, according to the selection criteria.

£32,332 to £38,205 per annum - Grade 6, with a discretionary range to £41,732 for exceptional candidates

  • Executive Assistant to The Head of Department and

    1 week ago

    Oxford, Oxfordshire, United Kingdom University of Oxford Full time

    We have an exciting vacancy within the Radcliffe Department of Medicine for an experienced, Executive Assistant to provide high-quality and highly efficient support to the Head of Department, Professor Keith Channon, and the Head of Administration and Finance, Dr Jane Sherwood. This wide-ranging role is based within the core RDM Strategic Team, working...

  • Head of Administration and Finance

    1 week ago

    Oxford, Oxfordshire, United Kingdom University of Oxford Full time

    The Department of Materials at Oxford University is seeking to appoint a Head of Administration and Finance (HAF) to lead and manage its administrative operations, supporting the Department's academic mission. The HAF is responsible for all administrative areas including Finance, HR, IT, Academic Administration, Facilities and Safety; the post holder will...

  • Executive Assistant to the Head(s) of Department and Head of Administration

    2 months ago

    Oxford, Oxfordshire, United Kingdom University of Oxford Full time

    We are looking to appoint an Executive Assistant to the Department of Politics and International Relations. The Executive Assistant (EA) is a key role in the Department, working closely with the Head of Department (currently two joint Heads of Department) and the Head of Administration and Finance, supporting them on a daily basis and working independently...

  • Executive Assistant to the Head(s) of Department and Head of Administration

    1 month ago

    Oxford, Oxfordshire, United Kingdom University of Oxford Full time

    Location: Manor Road Building, Manor Road, Oxford OX1 3UQWe are looking to appoint an Executive Assistant to the Department of Politics and International Relations. The Executive Assistant (EA) is a key role in the Department, working closely with the Head of Department (currently two joint Heads of Department) and the Head of Administration and Finance,...

  • Executive Assistant to the Head(s) of Department and Head of Administration

    4 weeks ago

    Oxford, Oxfordshire, United Kingdom University of Oxford Full time

    Location: Manor Road Building, Manor Road, Oxford OX1 3UQWe are looking to appoint an Executive Assistant to the Department of Politics and International Relations. The Executive Assistant (EA) is a key role in the Department, working closely with the Head of Department (currently two joint Heads of Department) and the Head of Administration and Finance,...

  • Executive Assistant to the Head(s) of Department and Head of Administration

    1 week ago

    Oxford, Oxfordshire, United Kingdom University of Oxford Full time

    Location: Manor Road Building, Manor Road, Oxford OX1 3UQWe are looking to appoint an Executive Assistant to the Department of Politics and International Relations. The Executive Assistant (EA) is a key role in the Department, working closely with the Head of Department (currently two joint Heads of Department) and the Head of Administration and Finance,...

  • Executive Assistant to The Head(S) of Department

    1 week ago

    Oxford, Oxfordshire, United Kingdom University of Oxford Full time

    We are looking to appoint an Executive Assistant to the Department of Politics and International Relations. The Executive Assistant (EA) is a key role in the Department, working closely with the Head of Department (currently two joint Heads of Department) and the Head of Administration and Finance, supporting them on a daily basis and working independently...

  • Interim Head of Administration and Finance

    1 week ago

    Oxford, Oxfordshire, United Kingdom University of Oxford Full time

    This is an exciting 12-15 month maternity cover opportunity for someone interested in working as a Head of Administration and Finance in our world-leading Department of Earth Sciences, from 1 October 2024, or as soon as possible thereafter. The post is fixed term to cover a period of maternity leave. The department has a national and international reputation...

  • Head of Finance

    2 weeks ago

    Oxford, Oxfordshire, United Kingdom University of Oxford Full time

    **This post is available for internal applicants only** About the role We have an exciting opportunity for a finance professional to join The Department of Oncology. As Head of Finance you will provide high-quality finance leadership and direction to the Departmental Finance, Grants and Trials Finance teams, and be a key member of the Department's senior...

  • Executive Assistant to The Head of Department and

    1 week ago

    Oxford, Oxfordshire, United Kingdom University of Oxford Full time

    We are looking for an experienced, self-motivated Executive Assistant to provide high-quality support to Professor Deborah Gill, Head of Department NDCLS and Director of the Gene Medicine Research Group, Professor Steve Hyde.The Gene Medicine Research Group Gill and Hyde Group: Gene Medicine Group is a thriving research lab specialised in gene therapy for...

  • Head of Finance

    1 week ago

    Oxford, Oxfordshire, United Kingdom University of Oxford Full time

    The Faculty of Law seeks to appoint a Head of Finance, who will have primary responsibility for the Faculty's financial administration, taking a lead in the Faculty's financial monitoring and reporting, and ensuring the overall effectiveness of financial processes and controls.The Head of Finance will support the implementation of the Faculty's strategy and...

  • Head of Administration and Finance

    1 week ago

    Oxford, Oxfordshire, United Kingdom University of Oxford Full time

    Contract typePermanentHoursAbout the roleThe Head of Administration and Finance (HAF) is the senior administrative post in the Faculty of Theology and Religion and is responsible for the effective and efficient day to day non-academic management and administration of the Faculty. Working in close partnership with the Faculty Board Chair and other senior...

  • Head of Administration

    1 month ago

    Oxford, Oxfordshire, United Kingdom University of Oxford Full time

    We have an exciting senior-level opportunity for an experienced business manager to lead the Administration & Finance Team within Research Services at the University of Oxford. The University of Oxford is a stimulating work environment, which enjoys an international reputation as a world-class centre of excellence. Our research plays a key role in tackling...

  • Head of Administration

    1 week ago

    Oxford, Oxfordshire, United Kingdom University of Oxford Full time

    We have a fantastic opportunity for an experienced business manager to lead the Administration & Finance Team within Research Services at the University of Oxford. The University of Oxford offers a stimulating work environment, known internationally as a top-notch center of excellence. Our research is crucial in addressing various global challenges, from...

  • Head of Administration

    4 weeks ago

    Oxford, Oxfordshire, United Kingdom University of Oxford Full time

    We have an exciting senior-level opportunity for an experienced business manager to lead the Administration & Finance Team within Research Services at the University of Oxford. The University of Oxford is a stimulating work environment, which enjoys an international reputation as a world-class centre of excellence. Our research plays a key role in tackling...

  • Head of Adminstration

    1 week ago

    Oxford, Oxfordshire, United Kingdom University of Oxford Full time

    Head of Adminstration & Finance5 Worcester Street, Oxford Head of Administration & Finance Research Services, 5 Worcester Street , Oxford OX1 2BX We have an exciting senior-level opportunity for an experienced business manager to lead the Administration & Finance Team within Research Services at the University of Oxford. The University of Oxford is a...

  • Deputy Head of Academic Administration

    4 weeks ago

    Oxford, Oxfordshire, United Kingdom University of Oxford Full time

    Location: Andrew Wiles Building, Radcliffe Observatory Quarter, Woodstock Road, Oxford, OX2 6GGAbout the roleWe are seeking to appoint an experienced Deputy Head of Academic Administration to deliver a varied, complex and stimulating workstream, on a permanent, full-time basis. You will be an excellent communicator and strong leader to support our...

  • Deputy Head of Academic Administration

    2 months ago

    Oxford, Oxfordshire, United Kingdom University of Oxford Full time

    Location: Andrew Wiles Building, Radcliffe Observatory Quarter, Woodstock Road, Oxford, OX2 6GGAbout the roleWe are seeking to appoint an experienced Deputy Head of Academic Administration to deliver a varied, complex and stimulating workstream, on a permanent, full-time basis. You will be an excellent communicator and strong leader to support our...

  • Deputy Head of Academic Administration

    1 week ago

    Oxford, Oxfordshire, United Kingdom University of Oxford Full time

    About the roleWe are seeking to appoint an experienced Deputy Head of Academic Administration to deliver a varied, complex and stimulating workstream, on a permanent, full-time basis. You will be an excellent communicator and strong leader to support our postgraduate team, and be committed to delivering an exceptional student experience through first-rate...

  • Temporary PA to the Heads of Department

    1 week ago

    Oxford, Oxfordshire, United Kingdom allen-associates Full time

    Are you an experienced PA seeking a fast paced and diverse new role? If so, we have just registered this interesting assignment with one of our extremely high regarded local clients. Supporting the two Heads of Department, your role will involve traditional PA duties, line management of administrators and ongoing projects. Please note, this is a...