Group Administrator

3 weeks ago

Oxford, United Kingdom University of Oxford TSS Full time

Web advert

**Vacancy ID: 13711**
- Do you have significant experience of administrative procedures? Are you extremely organised, time-efficient and proactive? Would you be able to juggle multiple high-priority tasks simultaneously?-
- Duties include, but are not limited to:
**PA & Group Administration**
- Provide general administrative support to the research group and arrange card access, computer allocation etc. With the help of the Project Manager, take responsibility for the administration of space resource and seating plans. Ensure research team mailing lists are up-to-date.

**Small Research Facilities (SRF)**
- Develop and maintain an understanding of University and Department requirements on Small Research Facilities

**Financial Administration**
- Process Purchase Orders using Oracle Financials. Liaise with the Finance office to verify project spending limits. Monitor the arrival of goods. Liaise with suppliers to ensure orders are processed, delivered and recorded in a timely manner and answer any queries relating to the PO’s.
- Collate and check the weekly group technician timesheets, ensuring all hours are accounted for and verify that the coding is valid. Arrange for signature and submit these to the finance team by the deadline.

**HR and Health and Safety Administration**
- Ensure a local induction plan is created for each new member of staff within the group and all administrative processes followed, while collaborating with the HR Office to ensure all services are provided.
- Book Performance and Development Reviews (PDRs) for all staff in the group on an annual basis and ensure copies of the reports are sent to HR

**Other duties**
- Liaise with other administrative, technical and IT staff that support activities within Solid Mechanics to ensure continuity of support.
- Liaise with other parts of the department to ensure that the Solid Mechanics office is run efficiently and take part in the Departmental Admin and PA group.
- Person specification

**Essential**:

- Experience of managing administrative processes and customer facing work
- Good understanding of administrate procedures including the ability to organise a varied workload and to work to deadlines, evidenced by significant work experience at a similar level
- The ability to work independently, with minimum supervision, and a willingness to resolve situations, as well as knowing when to refer issues to others
- A willingness to be proactive and flexible to achieve objectives
- Ability to organise events and make administrative arrangements
- Strong IT skills including the ability to use standard computer programs (eg Outlook, Word, Excel) and experience of using a database.
- Previous experience of working as part of a team in an office environment
- Ability to understand and pass on clear and accurate information
- Good attention to detail and a high level of accuracy
- Experience of working in a positive and pro-active manner
- A good understanding of issues around confidentiality; tact and discretion.
- Excellent communication skills including strong written and spoken English.

**Desirable**:

- Experience of using financial information systems (e.g. Oracle Financials)
- Experience of working within an HE institution or within a service industry environment.
- Experience managing content on websites

**_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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