A superb part-time opportunity has arisen to join a leading department within Oxford University. You will be responsible for providing efficient and effective comprehensive secretarial support to the Principal at the highest level, in a largely independent capacity.
Excellent interpersonal and communication skills are central to the role. The post-holder requires confidence in managing a demanding workload within tight deadlines.
The Principal s EA is one of the first points of contact for students, staff, and visitors who wish to meet with the Principal. In addition to supporting the Principal directly, the Principal s EA is also Secretary to selected meetings, anticipating as far as possible the needs of these. This will require the exercise of judgement, alongside strong organisational skills, tact and diplomacy
Duties and responsibilities:
- Act as a first point of contact for email, telephone and postal enquiries
- Resolve first-line enquiries where possible, ensuring that the Principal is aware of any urgent ongoing issues
- As appropriate, monitor the Principal s email inbox and deal with messages
- Ensure that the Principal is briefed on his daily schedule and prepared effectively for meetings
- Manage the Principal s diary, prioritising requests for meetings, to ensure efficient use of the Principal s time. Ensuring that the termly schedule of College Committees and University meetings are fixed in the Principal s diary
- Ensure that files (paper and electronic) are maintained in an accurate and timely manner. Liaise with the College Archivist, assist in the management and handling of information, including filing practices and archiving
- Invite guests to weekly dinner, supper or other events at the Principal's Lodgings during term, and overseeing the practical arrangements, which will include liaison with the Catering team and the creation of table plans
- Liaise with colleagues concerning arrangements for the Principal s role in events and College guest nights, including arranging accommodation and/or meals in College as necessary
- Arranging academic reviews with penultimate year undergraduate students
- Service committees as specified by the Principal, including the preparation and circulation of papers, minute-taking where required, and co-ordination among committees
- Facilitate and monitor actions required by the Principal from the Development Office, logging interactions on DARS (the alumni relationship database) as needed and working with the team on event logistics and editorial contributions for publications
- Administer travel and accommodation arrangements, as necessary, both within the UK and internationally. Liaising with the Development Office for briefing materials prior to travel, and producing detailed travel itineraries where appropriate
- Management of ad hoc projects as delegated from time to time by the Principal in line with the College s Strategy
Essential
Educated to degree level, or equivalent professional experience.
- Excellent organisational ability
- Excellent interpersonal and communication skills, including a confident telephone and email manner
- Excellent administrative skills, including information handling, time management and systems development.
- Experience of working in a similar role, providing comprehensive administrative support to senior managers
- Strong organisational and planning skills, with the ability to successfully manage conflicting deadlines, deliver projects on time and re-prioritise in a fast-paced environment.
- Experience of handling sensitive and confidential matters with discretion and initiative.
- Strong experience of taking accurate minutes
- Excellent IT skills
The salary will be in the range of £35-40k per annum pro rata. Hours of work are 15-18.75 hours per week spread over 2 or 2.5 days. Core office hours will be required to be covered by the successful candidate and job-share colleague. Actual days in the office will need to be agreed by both parties. Occasional out of hours work maybe required.
Benefits of working for the College include 36 days holiday (including bank holidays), the option to join a University pension scheme and one free meal per working day
Additional benefits include an employee assistance programme, free annual flu jab, parking permit scheme, childcare salary sacrifice scheme, bicycle purchase scheme, discounted healthcare schemes and a bus or train season ticket loan
INDH
