Pa & Admin Assistant

3 weeks ago


Headington, United Kingdom University of Oxford TSS Full time

Location:
- Headington (Old Road)- Category:
- PA/EA- Vacancy Type:
- Full-time (temporary)- Pay rate:
- £15.60 p/h + holiday pay- Web advert- Vacancy ID 16369- We are recruiting for a temporary PA & Administrative Assistant to work on site at one of our Headington based departments starting on the 27th may for approx 12 weeks working 36.5 hrs p/w and paying £15.60 p/h**Duties**:

- PA support to the Director and day-to-day administrative duties for the team using initiative to make considered judgements when juggling the demands placed on schedules.
- Allocate ad hoc tasks to other team members or administrative staff and organise temporary cover for the administration office as required
- Act as the first point of contact for collaborators and visitors. Manage the _new-starter _set-up process, including making arrangements for inductions, desk space and liaising with the Central HR team where appropriate
- Organise efficiently the arrangements for meetings, including arranging appropriate catering and room bookings for meetings held in the office and other venues as appropriate.
- Make complex travel arrangements for UK and international travel, including making arrangements for visas where necessary. Also, making complex travel arrangements for overseas visitors to the UK and worldwide.
- Draft, prepare and circulate papers, agendas, minutes and draft briefing notes as appropriate Provide administrative support on all financial matters: including
- the management of travel, subsistence and other expenses and allowances;
- managing invoices for subscriptions, managing the reclaim of funds from third parties.
- Raising purchase orders, coding correctly and process invoices when received. Supporting the smooth and timely set up of third part contracts
- Maintain, and improve as appropriate, the record-keeping and electronic filing systems to make sure they are fit for purpose
- Management of the gmail system for over 70 staff including managing users, groups and payment terms.
- Support for administration and maintenance of the Customer Relationship Management database containing over 6000 contacts
- Develop successful working relationships with academic and support staff colleagues across the department and in the wider University
- Assist with the financial arrangement of academic publications, including dealing with bespoke systems of payment.

**Essential Criteria**
- Proven PA or EA experience
- Experience of events organisation, including making complex travel arrangements



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