Administrator for The Provost’s Office

2 weeks ago

Oxford, United Kingdom The Queen's College, Oxford University Full time

This is an exciting role that would suit someone who enjoys fast-paced and varied working, at the heart of a College committed to excellence in education and research.

The Administrator for the Provost’s Office (APO) supports the Provost and Fellows of the Governing Body. The APO has a central role in connecting the College’s communities and must be equally at ease engaging with academics, Old Members (alumni), senior external figures, students and staff. The postholder must be good at building strong working relationships across the College’s various teams and enjoy a mix of predictable work and responding to the wide variety of demands on the College, especially during undergraduate term time. They must ensure that the College’s values are reflected in all contacts and, due to their central position, they play an important part in maintaining and promoting the friendliness and mutual support that is at the heart of Queen’s culture.

The APO is responsible for: arranging events from small meetings to the coordination of major College feasts; managing the Provost’s diary and travel; and carrying out ad hoc projects for the Provost and other senior Fellows as needed. The post requires intensive work and flexibility during undergraduate term times, and annual leave is typically taken outside of term. Queen’s is very much a place-based community, with beautiful historic buildings and catered accommodation for students, therefore at least 80% of time must be worked in College.

**Main Duties and Responsibilities**
- The following duties are not shown in order of priority or frequency, nor is the list exhaustive, but rather an indication of the type and level of duties expected of the post-holder._

**Administrative support**
- Proactively manage the complex and busy diary of the Provost, ensuring that meetings and engagements are appropriately and sensitively prioritised and managed to meet the requirements of both College and Provost. Liaise as needed with teams and individuals across Queen’s, other colleges, and the University. Arrange for the Provost to have briefings as necessary for internal and external meetings.
- Take responsibility for the safe custody and maintenance of all relevant electronic and paper documents, files and records
- Assist with financial management of the Provost’s account.
- Maintain confidentiality and a high level of discretion at all times.
- Arrange, plan itineraries for, and coordinate major overseas trips for the Provost to ensure objectives are met, the best use of the Provost’s time and value for money.
- Summarise information concisely and clearly. Undertake basic research (such as finding biographies) and collate information and gather intelligence, as needed in support of the work of the Provost’s Office.
- Maintain high standards of proof reading and fact-checking.

**Events**
- Arrange formal and informal events and guest visits, working in partnership with others across the College. This requires good relationships and close working, especially with the Development Office, College Office, Conference Office, catering staff and Steward.
- Co-ordinate planning and delivery of major College events as requested. Assist, when necessary, with the co-ordination of other College events for visitors, programmes and functions.
- Execute any other duties appropriate to the grade as directed by the Provost.

**Job Types**: Full-time, Permanent

**Salary**: £32,332.00-£38,205.00 per year

**Benefits**:

- Company pension
- Cycle to work scheme
- Free or subsidised travel
- Free parking
- Gym membership
- On-site gym
- On-site parking

Schedule:

- 8 hour shift
- Monday to Friday
- Weekend availability

**Experience**:

- Customer service: 3 years (preferred)
- Administrative experience: 3 years (preferred)

**Language**:

- English (required)

Licence/Certification:

- Driving Licence (preferred)

Work authorisation:

- United Kingdom (required)

Ability to Commute:

- Oxford, OX1 4AW (required)

Ability to Relocate:

- Oxford, OX1 4AW: Relocate before starting work (required)

Work Location: In person

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