Executive Assistant

2 months ago

Headington, United Kingdom University of Oxford TSS Full time

Web advert

**Vacancy ID**: 12785

We are currently recruiting for a temporary EA for a Headington based Oxford University Department, starting asap on a full-time or part-time basis.

**Duties**:

- Manage the HoD’s and HAF’s offices, carrying responsibility for the effective day to day organisation of business, and interacting widely with departmental, divisional and NHS staff, administrative colleagues, senior staff within the University and NHS and externally, nationally and internationally.
- Prepare briefing notes for the HoD and HAF and reply to a range of issues on their behalf.
- Identify priority items of business, involving other colleagues as appropriate.
- Manage and maintain comprehensive departmental records, taking a proactive approach to suggesting, developing and implementing systems to increase the efficiency of the administration of the HoD’s and HAF’s time and workload.
- Be responsible for co-ordinating and facilitating complex UK and international travel arrangements principally for the HoD, including obtaining visas where necessary.
- Develop successful working relationships with academic and professional support staff colleagues across the department and in the wider University, including liaising with other RDM EAs and PAs. Share information and exchange best practice.

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 related UK data protection legislation.
- Person specification

**Selection Criteria**:

- Educated to degree level or with equivalent professional experience;
- Experience of providing high-level support at an executive level, ideally at least three-five years;
- Experience of administrative work;
- Excellent communication and interpersonal skills, professional demeanour and a positive and flexible approach to work in order to promote the profile of RDM and build and maintain effective working relationships;
- The ability to draft complex correspondence and produce well-presented reports;
- Experience of office management;
- Experience of diary management;
- Experience of working on confidential matters; tact and discretion;
- Demonstrable experience of managing multiple tasks and meeting tight deadlines whilst maintaining attention to detail and a high level of accuracy;
- The ability to manage and prioritise a varied and busy workload and work to deadlines;
- Excellent computer skills including Microsoft Office (in particular Outlook, Word, Excel and PowerPoint) and confidence in using the internet, with the willingness to proactively embrace changing office technologies;
- A high standard of numeracy; the ability to manage finances/budgets;

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