Job Description

Administration Assistant (Research)

Department of Physiology, Anatomy & Genetics, Sherrington Building, Parks Road, Oxford OX1 3PT

Contract & job type: Full-time, Permanent

About us:

At the Department of Physiology Anatomy & Genetics (DPAG) we undertake discovery science where we reassemble physiological processes at the molecular, cellular, tissue and systems level of organisation. In so doing we provide a bridge to translational medicine, and interface between physical and life sciences. We're committed not only to innovative research and the highest standard of teaching, but also to creating an inclusive and supportive working environment.

Overview of the role:

Are you looking for your first step into university administration? Are you organised, motivated, and ready to work in a fast-paced, ever-changing environment? If so, this could be the opportunity for you.

Our Research Administration Team is dedicated to one goal: providing outstanding grant management support to the Department's academic staff. To help us achieve this, we are looking for an enthusiastic individual to join our team.

In this key role, you will maintain electronic databases, implement filing systems, help manage shared email inboxes, and carry out general administrative duties. You will also have the opportunity to assist in -- and, over time, lead -- projects that streamline and enhance the services we provide.

Full training will be provided.

We are seeking someone who possesses a good level of education, can work flexibly and independently, and has excellent written and spoken English. Strong communication skills and the ability to liaise with people at all levels are essential. You should also have a good working knowledge of Microsoft Office, and demonstrate high levels of accuracy, literacy, and attention to detail, along with familiarity with basic office procedures.

Key responsibilities:

Act as first point of contact responding to general requests for information.

Manage the team's applications SharePoint and extracting relevant data for interested parties when needed.

Arrange weekly team meetings, compile agendas and draft minutes.

Run monthly reports on awards.

Assisting the wider team with grant application administration (pre-award) and grant management administration (post- award).

Selection criteria:

Experience of managing administrative processes.

Good computer literacy; ability to word-process, use email, manipulate databases and spreadsheets, and familiarity with Microsoft Office

Excellent attention to detail and a high level of accuracy.

Excellent communication and interpersonal skills, with the ability to communicate effectively with people at all levels both in writing and verbally.

Previous experience of working effectively under pressure within a very busy customer focused environment, with a demonstrable ability to prioritise accordingly to meet competing deadlines.

Ability and willingness to operate and work effectively using own initiative with minimum supervision.

Previous experience of working as part of a team in an office environment

What we offer:

Your wellbeing at work matters, so we offer a range of family friendly and financial benefits including:

Hybrid working

An excellent contributory pension scheme

38 days annual leave

Childcare services

Family leave schemes

Cycle and electric car loan schemes

Employee Assistance Programme

Membership to social and sports clubs

Discounted bus travel and travel loans

While this is a full-time role, we welcome applications from individuals who wish to be considered for part-time working (0.8 FTE minimum) or other flexible working arrangements.

How to apply:

Please provide a supporting statement outlining how you meet the selection criteria along with your CV, and the details of two referees as part of your online application.
The closing date for applications is 12 noon on Wednesday 19 October 2025.
Interviews are likely to take place 2 weeks after the closing date, and will either be face to face or held on Microsoft Teams.

Follow us:

Stay connected with us on LinkedIn, X and Instagram to learn more about our work and culture. Enquiries about the role may be directed to the DPAG HR Team: hr@dpag.ox.ac.uk

DPAG's Statement of Inclusion:

We, as a Department and Community, will be considerate and welcoming of all people, regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, sexual orientation, gender identity, and socio-economic background. We acknowledge societal inequalities and how these impact us, and those around us, personally and professionally. Our policies, practices and Respectful Behaviours Framework underpin this commitment.