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Office Administrator
4 months ago
**Job description**
The Office Administrator will need to be a confident and resilient person, demonstrating meticulous attention to detail with highly developed administrative skills, ability to work both in a team and independently, and be able to exercise discretion and preserve confidentiality.
The post is a demanding one and the role holder must have the ability to manage a high-volume workload, meet tight deadlines and be flexible enough to cope with last minute changes to schedules and events.
They must also be able work on many different projects/tasks in quick succession.
Previous experience of a similar role is essential ideally within an academic environment.
The role will involve efficient and personable handling of relationships with multiple stakeholders in the organisation.
This role requires a high level of experience with using MS Office (including charts in Powerpoint, event organisation and data retrieval in Excel, and word processing), plus the ability to quickly learn the use of other in-house systems.
**The Office Administrator will be responsible for**:
- Proactively ensuring that files (paper and electronic) are maintained in an accurate and timely manner, and liaising with the Archivist and Librarian where appropriate to retrieve documents from the archives. At all times, the postholder should act in accordance with the provisions of the Data Protection Act and College policy, particularly when dealing with confidential or sensitive information.
- Ensuring that the manager has the correct papers in advance of any meetings.
- Organising and sending invitations to twice yearly groups of lunches; managing the responses to the invitation, including creating name cards, badges, table plans, photographs and dietary requirements of the students attending each lunch, etc and ensuring all relevant staff members receive this information (e.g., catering team, porters, etc).
- Working with the Executive Assistant on the organisation of events (average of 4-8 per week in term time), including invites, attendance, creation of table plans and place cards, as required.
- Contacting Maintenance/Yards/IT/Catering/ Housekeeper etc on a regular basis to maintain the smooth running.
- Purchasing of items on behalf of the manager (auction houses, etc.), and managing the delivery of them, in Oxford or other properties.
- Printing of documents on behalf of the manager
- Covering the EA role in her absence and being aware of the managers diary.
- Occasional booking of hotels/dinners/travel.
- Close liaison with the EA.
Hours will be 9 am to 5 pm Monday to Friday
Holidays will be 30 days plus bank holidays
**Job Types**: Full-time, Permanent
**Salary**: £28,000.00-£33,000.00 per year
**Benefits**:
- Company pension
Schedule:
- Monday to Friday
Work Location: One location
