Executive Assistant and Administrator

2 weeks ago

Headington, United Kingdom University of Oxford TSS Full time

Web advert
- Vacancy ID 14237- We are recruiting for a temporary Executive Assistant and Administrator to work on site at one of our Headington based departments starting ASAP and lasting for approc 12 weeks working 37.5 hrs p/w and paying £19.02 p/h**Duties**:
A working knowledge of the aims and objectives enabling:

- management of her busy and complex diary
- initiative to make considered judgements and draft/send replies to a range of issues on her behalf when juggling the demands placed on her schedule
- pro-actively improve, implement and manage office administrative systems and procedures to match her changing needs

Convene and set agendas, efficiently, for meetings, workshops, events and conferences held at the Centre, University and other venues as appropriate on behalf of the Co-TL, senior staff and group members

Manage committee work, including research and preparation of reports, briefing papers, agendas, writing minutes and ensuring business is dealt with in a timely manner; identify actions and ensure decisions are effectively implemented

Make complex travel arrangements for UK and international travel, including making arrangements for visas where necessary, for the Co-TL, her external visitors and group members

Independently research to find speakers for events, drafting and sending invitations and organising travel and reimbursement

Meeting and greeting guests and group members

**Group Administration**

Plan and supervise induction of new members of the group, ensuring they are integrated within the group and the Centre

Identify priority items of business and allocate tasks to group members accordingly

Maintain/improve filing systems and organise storage (physical and electronic) and access of information

Manage office supplies for the group members, using the University online ordering system (training provided)

Manage annual leave requests and keep track of annual leave of group members

Organise group social outings and activities; inform the group of relevant scientific engagements, eg BRC and/or University events

Publicise organised events through the University departments, and relevant public groups

Develop successful working relationships with academic and support staff colleagues across the Centre, department, the wider University and commercial partners

Organise and coordinate annual work experience for 16+ students in line with WHG guidelines

**Financial Administration**

Financial oversight for the Genomic Medicine Theme funding and other grant funding as appropriate; receive monthly reports from the grants team, identify incorrect/unapproved costs and arrange for their removal; monitor staff costs on the project; maintain a monthly budget sheet showing over/underspend for cross checking with the finance manager. Make relevant contributions to the annual report and monthly data reports

Provide administrative support for the group on financial matters: travel, subsistence and other expenses and allowances, invoices for subscriptions, and submission of these to the e-expenses system, ensuring approval and reimbursement

Maintain an awareness of all funding streams available to the team

**Project Administration**

Liaise with local administration (Business Manager, HR, Research Contracts, Grant Management Team, and Finance Team) to monitor budgets and expenditure according to University policies and the terms and conditions of the funders, in order to meet deadlines

Actively plan, analyse and interpret research data, identifying relationships between interdependent factors and drawing conclusions on the outcomes

Develop a visual representation of the full range of activities over the project duration, including using Gantt charts, monitoring project milestones and deliverables, identifying and managing potential risks and issues, and providing solutions and feedback in a timely fashion

To act at all times in the best interest of the University to ensure projects are managed in accordance to good research practice

To provide support for all staff employed on the project to ensure they are following all University and project specific directives and receive the appropriate training and follow current Health and Safety regulations

Assist in the preparation of project meetings, co-ordinate conference calls and meetings, present project updates (if necessary) and to take and distribute minutes, action points and agendas
- Person specification

**Essential Criteria**
- EA experience at a high level juggling complex diary and multi-tasking
- Excellent MS Office skills including Word, Powerpoint, Excel
- Experience with managing expenditure and budgets
- Scientific knowledge would be an asset

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 relate

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