Job Description

We are seeking a highly organised and proactive

Personal Assistant and Group Administrator

to provide professional administrative support within one of our Headington based departments


This is a varied and rewarding role at the heart of a dynamic research environment, combining high-level personal assistance, administrative coordination, event organisation, and communications management. You will act as the first point of contact for the Professor and his group, ensuring the smooth running of day-to-day operations and supporting the group's research, teaching, and outreach activities.

Key Responsibilities

Personal Assistance

Provide high-level PA support including managing his diary, correspondence, and travel. Act as the first point of contact for visitors, staff, and collaborators, handling enquiries professionally and efficiently. Coordinate complex UK and international travel arrangements, including itineraries, visas, and accommodation. Process expenses and financial transactions in accordance with University policies.

Group and Administrative Support

Provide administrative and financial support, including raising purchase orders, managing invoices, and monitoring budgets. Support HR processes such as recruitment coordination, inductions, and probation tracking for new staff and students. Manage space allocation, access, and IT resource arrangements for the group. Assist with grant applications and maintain accurate administrative records.

Communications and Events

Plan, organise, and deliver events - both in person and online - including seminars, workshops, and conferences. Develop engaging communications materials such as newsletters, web content, and social media posts to promote the group's research and outreach activities. Oversee production of promotional materials and maintain the group's web and social media presence. Evaluate communication activities to inform future strategy.

Institute-wide Administration

Contribute to administrative duties, including event planning, office management, and procedural development. Provide cover and support to other members of the administrative team when required. Participate actively in departmental and University administrative networks to share best practice and enhance service delivery.

Essential Criteria

+ Proven experience managing the office of a senior academic or professional + Proven experience of diary management and event coordination skills.
+ Proven experience of handling complex travel arrangements and expense processing.
+ PA or EA experience within a higher educational setting