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Office administrator & personal assistant

Office administrator & personal assistant

locationOxford, UK
remoteHybrid
ExpiresExpires: 16/08/2022
Operations / Facilities / Admin
Permanent position
Entry
£20,000 to £30,000 per year

Closing date for applications: 15th August at 11.59pm

Salary: in the region of £25,000 based on experience

 

Want to join the Languages department at Oxford University Press? In this role you'll gain insight into effective administration with an established publisher. 

We have been a leading figure in publishing for more than 500 years. We have always been a forward-looking organisation, maximising the technology for the day, but the digital revolution is bringing enormous change, fast. That same spirit of adventure and entrepreneurialism is critical to our future success. In a fast-changing publishing landscape, OUP welcomes the inquisitive, the inventive, and the ambitious; people who challenge the conventional, and pioneer the possible.

We are looking for a new Office Administrator and Personal Assistant (PA) to act as the primary point of contact for all Oxford Languages staff and office administrative needs, providing administrative support to all Oxford Languages staff and teams, and managing the office administration including providing PA support to the Senior Leadership Team. The role will support joiners and leavers, remote working practices, manage the department newsletter, shared office equipment and office space changes, coordinate and support departmental meetings and workshops, manage and route correspondence, and communicate effectively to the entire department so that Oxford Languages staff can concentrate on the core competencies, and specialised tasks of their roles, and the Oxford Languages department can run smoothly and efficiently.

 

Responsibilities

  • Provide comprehensive administrative support to ~120 Oxford Languages staff ensuring that all administrative needs are met, and administrative processes are continually reviewed and improved.
  • Proactively improve administration of the department, maintain and improve our shared online resources, and meeting room equipment, and resolve issues with office equipment.
  • Provide PA support for the Senior Leadership Team, facilitate meetings and take minutes.
  • Act as key liaison for Facilities and other administrative contacts with the Press to coordinate office reopening activity, or changes to the office environment.
  • Support hiring managers in setting up new starters in the office, maintain the buddy system and on boarding process for joiners and those returning after extended leave.
  • Effectively and proactively communicate with the Department necessary updates and notices using the appropriate communication channels, and manage the departmental newsletter.
  • Support the department with logistics, correspondence and administration.
  • Ensure that key departmental records are kept and maintained.
  • Coordinate departmental events such as the Christmas party and in office events.

We operate a hybrid working policy and expect this role to require approximately 1 to 2 days per week in the Oxford office. 

 

Knowledge, skills, experience

  • Experience of administration and/or provide personal assistance support in a large complex organisations or customer support and service
  • Ability to use a variety of software as required for the job, including MS Word, PowerPoint, & Excel and SharePoint
  • The ability to manage and prioritise own workload
  • The ability to communicate effectively at all levels
  • Strong organisational and problem-solving skills
  • Proactive, cooperative, adaptable, and practical attitude
  • Accuracy, consistency, and attention to detail

We welcome and encourage applications from candidates who are under-represented in the creative industries.

Please make sure that you state in your application that you found this role via Creative Access.

Years of experience

  • Entry

Salary range

  • £20,000 to £30,000 per year