Research Administrator and Executive Assistant - Headington, United Kingdom - University of Oxford TSS

University of Oxford TSS

Verified Company

Headington, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Web advert

Vacancy ID: Do you have senior Executive Assistant experience? Are you organised and have strong attention to detail? Would you be able to balance between EA and Research Admin responsibilities?
We are currently recruiting for a Research Administrator and Executive Assistant position based at a University department at Oxford city centre

Duties are as follows:

Executive Assistant duties:_
Make decisions as to how to best deal with enquiries without upward referral by: actively proposing solutions or resolving problems; delegating appropriate tasks to senior staff within the Professor's projects and researching and drafting responses to come from the Professor. Ensure deadlines are met for all activities requiring the Professor's involvement by designing, implementing and monitoring a range of administrative processes
Act as secretary for executivelevel meetings by coordinating committee work and preparing full briefings for the Professor as required. Proactively support the Professor and other senior staff in designing agendas and completing actions
Organise efficiently the arrangements for future business meetings or other events and conferences, for both internal and external participants
Make complex travel arrangements for UK and international travel, including the arrangements for visas and travel insurance where necessary.
Research Support duties_
Research and prepare for significant funding bids. Monitor activity and manage information to support the major grants of the group. Ensure funder reporting requirements are met, introducing administrative systems as needed
Research and collate data and other information for the Professor's presentations for both internal and external audiences across a range of events at all profile levels
Ensure that, where relevant, Open Access requirements are met and a record is kept of the Professor's publications and academic activities. Liaise with contributors to papers regarding the Professor's involvement in the research.
Team Administration duties_
Develop good working relationships with all members of the Professor's teams, based in Oxford and at other UK locations
Manage the administrative office of the Professor through implementing relevant systems and procedures
Manage all financial support for the Professor's group: procurement, expenses, and invoices, adhering to University financial regulations. Support the oversight of budgets and regular financial reports, completing financial templates for the group's forecasting purposes
Support international short

- and long-term visitors by making logístical and hospitality arrangements, creating detailed itineraries

Make travel bookings for members of the team and assist with expense submissions
Keep timesheets, annual leave entitlement records and absence records for relevant staff employed on the projects in compliance with funder and University requirements
Manage the projects' physical space to ensure that it is fit for purpose and suitably equipped and stocked
Lead on induction and recruitment exercises for all new members of staff, ensuring that department and University processes are followed.
Person specification

_TSS workers accrue holiday pay that is equivalent to 38 days per year, this means you accrue a whopping 17.1% in holiday pay for the hours that you work for us._
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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._