Administrator

The post-holder is the key administrator at the core of the general logistics and the wide ranging activities of the Europaeum. The Europaeum is an association of 18 leading European universities. Its education programmes take place in close cooperationwith its member universities and external bodies. They are normally only open to students and academics from within the network.

The position would suit a person who thrives at the centre of a University network across Europe, and is autonomous and independent enough to work in the Oxford-based office with limited direct supervision.

The successful applicant is likely to expand their experience, knowledge and skill set considerably. This unique opportunity to work in the heart of Oxford as well as in an international context of 18 of Europe’s best universities is a highly attractiveposition for someone who is interested in making a real difference to academic exchange across the continent.

**Responsibilities** include the following:
GENERAL OFFICE
- Daily office administration (correspondence, information requests, stationery maintenance, documents editing, mailing, fetching mail)
- Answering general enquiries to several mailboxes
- Replenishing office supplies
- Staying informed about changes in regulations published by the Charity Commission, Companies House and HMRC, and acting swiftly to ensure compliance

EVENT & STUDENT SUPPORT
- and post-event
- Booking accommodation, venues and catering/restaurants, some technical support, preparing and distributing info packs for participants incl papers, abstracts and maps
- Issuing attendance certificates for participants
- Booking travel for staff
- Providing administrative support to the Oxford element of a joint master’s degree
- Issuing visa support letters for student participants
- Running a small travel bursary scheme
- Occasional event attendance, requiring evening and occasional weekend work

FINANCE
- Accounting related tasks: entry to accounting software (training provided), regular financial reporting, preparing financial reports for managers and donors
- Control expenditure within budgets
- Timely banking, issuing invoices and remittance advice documents
- Payroll & pension

TECHNICAL & PUBLICITY
- Maintaining the Europaeum web pages (currently shared with Alumni & Communications Officer)
- Designing/editing of posters and publications/brochures
- Low-level IT support. [External IT support for more complex problems in place]

COMMITTEES
- Servicing several committees under the supervision of the Executive Chair.

**Selection Criteria**

Essential**:

- A strong first degree (or equivalent qualification), or a similar level of experience gained in a work environment
- A high standard of administrative skills gained in challenging roles, including: excellent standards of accuracy (at speed) and attention to detail; organisational and time management skills; ability to work with mínimal supervision; can-do attitude; flexibility.
- Well-developed verbal and written polite & professional communication skills, particularly the ability to interpret, clarify and explain complex information
- Excellent IT skills, including substantial experience of Microsoft Office
- Excellent numerical skills, confidence in dealing with financial data
- Pro-active and flexible in order to identify areas for improvement
- Strong interpersonal skills, including tact and diplomacy, and the ability to establish good working relationships with a range of people and teams
- Willingness to develop in the role and undertake further training to contribute towards personal and professional development
- Ability to deal with confidential matters in a professional way
- A willingness to travel

Highly desirable:

- Experience in working within an academic environment
- Experience in organising events
- Experience with WordPress, brochure/web design
- A working knowledge of one or more European languages other than English
- An interest in European political affairs

**The Application Process**

Applications will be considered until the role is filled.

Documents required:

- A cover letter (less than 500 words) why you consider yourself well suited to this particular position
- A full CV
- The names of two referees, incl. information as to whether they can be contacted pre-interview