Receptionist & Personal Assistant

2 months ago

Oxford, United Kingdom University of Oxford TSS Full time

Location:
- Oxford City Centre- Category:
- PA/EA- Vacancy Type:
- Full-time (temporary)- Pay rate:
- £16.55 + holiday pay- Web advert- We are currently recruiting for a temporary Receptionist and PA for a centrally based Oxford University Department, starting asap on a full-time basis for 7 weeks.- Duties:
**Receptionist**:

- Maintain the tidiness and organisation of the reception area ensuring a smart professional image at the first point of contact.
- Providing general office assistance as necessary, daily check of public rooms and monitoring and maintain stationery and refreshment supplies.
- Work with Administrative Assistant on departmental library system by updating reading lists, checking books in and out, ensuring books are catalogued, the library kept tidy, new books ordered when required and stock-take undertaken.
- Assist the Facilities Officer with organising building repairs and liaising with contractors when necessary; routine building checks, weekly fire alarm testing and making sure that all buildings are well maintained and kept presentable.
- Information security, GDPR and the retention of documents. Participate in the setting up, recording and management of archive records across all functional groups. Personal Assistant
- Diary management for Director of Graduate Studies and Director of Research, using initiative to make considered judgements when juggling the demands placed on the schedule, including management of media requests and internal academic reporting (e.g. student reports).
- Diary management of Prof, using initiative to make considered judgements when juggling with conflicting demands placed on the schedule, including management of media requests and internal academic reporting duties (eg student reports)
- Organising efficiently the arrangements for meetings, including arranging appropriate catering for meetings held in the office and other venues as appropriate.
- Management of travel receipts in line with University reimbursement process, eExpenses. Other Duties
- Developing successful working relationships with academic and support staff colleagues across the department and in the wider University.
- Undertake other duties as may be required from time-to-time that are commensurate with the grade and responsibilities of the assignment.
- Person specification**Essential selection criteria**:

- Experience of providing administrative support and reception or customer facing work.
- Good oral and written communication skills including accurate typing skills, and ability to professionally handle telephone enquiries.
- The ability to work independently, with minimum supervision, as well as knowing when to refer issues to others.
- Ability to use standard computer programs (Outlook, Word, Excel) and have experience of using a database.
- Previous experience of working as part of a team in an office environment.
- Awareness of Data protection and information security guidelines, and appropriate discretion when dealing with confidential information.
- The ability to draft correspondence
- A high standard of numeracy; the ability to manage finances
- Experience of working on confidential matters; tact and discretion
- The ability to manage and prioritise a varied and busy workload and work to deadlines
- Attention to detail and high level of accuracy

**Desirable selection criteria**:

- Experience of working within an HE institution or within a service industry environment.
- Experience of using financial information systems (e.g. Oracle Financials)

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