Pa and Project Assistant

1 month ago


Oxford, United Kingdom University of Oxford TSS Full time

Location:
- Oxford City Centre- Category:
- PA/EA- Vacancy Type:
- Full-time (temporary)- Pay rate:
- £15.60 p/h + holiday pay- Web advert**Vacancy ID 15932**
- We are recruiting for a temporary PA and Project Assistant to work on site at one of our centrally based departments starting ASAP for approx 12 weeks working 36.5 hrs p/w and paying £15.60 p/h**Duties:
**_Communication _**
- Provide administrative support for meetings, including preparation of agendas, supporting travel arrangements for incoming visitors, taking and distributing minutes and ensuring actions are logged and taken forward.
- Produce reports and other documents as required within deadlines. **_Planning _**
- Provide diary management for the Professors using initiative to make considered judgements when juggling the demands placed on the schedule.
- Plan and organise conferences and other events, often in collaboration with others internally and/or externally.
- Arrange meetings (including sourcing and occasionally viewing suitable venues, liaising with participants, organising catering, securing quotations, invoices, etc).
- Manage travel itineraries for the Professors and nominated researchers attending meetings and participating in national and international travel, including booking flights and arranging insurance through our internal processes.
- Organise programmes for special visitors to the Department (including liaising with the HR department to ensure the correct visas are obtained where appropriate). **_Accounting _**
- Prepare documents and respond to the Finance Team within their deadlines.
- Track and monitor financial information, liaising with the Finance and Grants Teams.
- Help analyse and report on standard research grant expenditure statements provided by the Department/Division, drawing attention to unusual or important features (such marked underspend/underspend, erroneous expenditure, impending end dates, etc).
- Process orders, identifying source and obtaining an estimate of cost, and use Oracle system to place orders, receipt and process invoices.
- Identify appropriate coding for all Departmental expenses.
- Process travel expenditure claims by staff, and petty cash claims.
- Support the Professor(s) in recruitment activities including graduate student or post-doctoral researcher interviews in person or by video conference, help for their travel arrangements to attend interview including travel reimbursement claims, liaising with the research group for tours, etc

**_Administration _**
- Maintenance and implementation of complex Departmental filing system, paper based and electronically.
- Maintenance of office equipment, including photocopier, fax, printers, computers.
- Use TeamSeer to monitor holiday and sickness records, liaising with the HR team regarding trends and issues. Assist with the organisation of casual worker paperwork for short-term workers within the group, as required.**Essential Criteria**
- Previous PA experience
- Significant experience in a similar role. Excellent IT skills, experience with databases and spreadsheets, ability to understand and work effectively with the Oracle system, and familiarity with a variety of software packages especially all features of Microsoft Office (including Word, Access and Excel).



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