Pa/operations and Admi Assistant

2 weeks ago

Headington, United Kingdom University of Oxford TSS Full time

Web advert
- Vacancy ID 14467- We are recruiting for a temporsry Operations and Administrative Assistant to work on site at one of our Headington based departments starting Mid July for approx 12 weeks working 36.5 hrs p/w and paying £15.24 p/h**Duties**:

- Act as the single point of contact for all administrative matters including finance, grant checklist process, room hire and corporate requests.
- Schedule and manage Committee Meetings, including preparing and circulating papers, agendas, and minutes as appropriate and ensuring minutes are distributed promptly.
- Manage room hire, liaising with internal and external users, checking availability, showcasing and booking rooms and being responsible for the invoicing process in collaboration with Departmental Finance.
- Manage mini exhibitions, lunch & learns and bespoke advertising campaigns, including checking availability, liaising with the building team and being responsible for the invoicing process in collaboration with Departmental Finance.
- Support the Acting Head of Operations in securing sponsoring for high-profile events, this includes drafting sponsoring packages, liaising with potential sponsors, following up with sponsoring agreements and invoicing.
- Support the Acting Head of Operations with managing the grant checklist process, keeping records up-to-date and liaising with applicants.
- Raise purchase orders (e.g., on Oracle Financials) for the Operations & Communications Teams and liaise with suppliers as the need arises.
- Submit, reconcile and monitor expense reimbursement on SAP Concur on behalf of the Acting Head of Operations and PI.
- Support the Institute Director and Acting Head of Operations with the running of the Organisational Culture Forum, take minutes and make sure any action points are followed through.
- Support the planning and organisation of internal and external events (online and in person). This includes among others: drafting agendas and programmes, invitation of and travel arrangements for guest speakers, room bookings, organising catering, event signage and registration and setting up rooms in collaboration with the Buildings Team.
- In collaboration with the Comms Officer, be responsible for the Digital Signage (monitors) in the building. Make sure that these are updated regularly and liaise with Home Departments and the Medical Science Division on appropriate content.
- Update content on the intranet and review access requests.
- Be responsible for diary management for the Acting Head of Operations and one PI including scheduling and prioritising meetings and avoiding meeting conflicts.
- Make travel arrangements for the PI within the UK and internationally.
- Augment and maintain the research environment of the PI, including effective communication with colleagues, documentation of research environment compliance, coordinating small group events, and helping to coordinate lab member recruitment.
- Develop successful working relationships with senior academic and administrative staff across the department, Home Departments, the wider Oxford University, the University of California, San Francisco as well as with other stakeholders.
- Person specification

**Essential Criteria**
- Experience of diary management and planning, including making complex travel arrangements.
- Experience in event administration and organisation (seminars, conferences, etc.), ideally in higher education.
- A high standard of numeracy; the ability to manage finances and keep oversight of spending and income.
- Working knowledge of standard office software packages and IT skills including database entries and queries (MS Word, Excel, PowerPoint, Access Database, Internet, and other Meetings platforms, etc.).

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.
- 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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