Administrative Officer

*Internal Applicants Only*

Administrative Officer (Fixed Term until 31 October 2024) 

The University of Oxford is a stimulating work environment, which enjoys an international reputation as a world-class centre of excellence. Our research plays a key role in tackling many global challenges, from reducing our carbon emissions to developing vaccines during a pandemic.

The AAD Administration team, which is part of the Academic Registrar’s Office, provides administrative support to the 11 departments across the Academic Administration Division.

We are a hard-working, friendly and supportive team juggling HR, finance, IT, space and office administration among a wide range of matters, often highly confidential and/or urgent.

What We Offer

As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including:

•               An excellent contributory pension scheme

•               38 days annual leave

•               A comprehensive range of childcare services

•               Family leave schemes

•               Cycle loan scheme

•               Discounted bus travel and Season Ticket travel loans

•               Membership to a variety of social and sports clubs

This role also offers the opportunity for hybrid working, with a minimum of three days a week in the office.

About the Role

This is an excellent opportunity to work, learn and develop at the heart of the division, and to gain valuable insight into the student-facing support services it provides. This role could also be offered as a secondment opportunity.

The Administrative Officer provides support to the Deputy Heads and Head of AAD Administration in Finance, HR and general administration, including (but not limited to):

HR: overseeing recruitment processes, from induction to exit; answering questions from other AAD colleagues on HR issues, including those relating to the HR platforms we use; setting up casual workers and undertaking right to work checks; supporting HR processes; facilitating the organisation and safe-keeping of HR data.

Finance: raising purchase orders and preparing invoices, processing expenses and payroll-related forms; setting up new suppliers; responding to finance queries; and advising colleagues on finance rules and procedures.

General administration: answering queries by email, Teams, phone and in person; setting up meetings and minute-taking; maintaining and updating the AAD Sharepoint site; identifying and recommending improvements to the office management.

About You

We are seeking someone with a positive and proactive attitude, who is looking to strengthen their skills as they build a career in administration. The post-holder will work closely with their team, with the Academic Registrar, and with colleagues across the AAD and the wider University.

You will be well organised and methodical, with excellent attention to detail. You will have good oral and written communication skills, sound judgement, and tact and discretion, and you will have the ability to remain calm under pressure and to approach work with a positive attitude.

Application Process

You will be required to upload a covering letter/supporting statement, CV and the details of two referees as part of your online application.

The closing date for applications is 12 noon on Thursday 16 May.

Interviews will take place on the week commencing 27 May and will be held in person in central Oxford.