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- Tasks: Support the Head of Department and Head of Administration with administrative tasks and workplace culture activities.
- Company: Join the University of Oxford, a world-class centre known for tackling global challenges through research.
- Benefits: Enjoy 38 days annual leave, flexible working options, and a great pension scheme.
- Why this job: Be part of a top-ranked department in psychiatry, contributing to impactful projects in a supportive environment.
- Qualifications: Strong computer skills, excellent communication, and experience in secretarial roles are essential.
- Other info: This role is full-time but part-time options are available; applications close on 18 March 2025.
The predicted salary is between 26788 - 30493 £ per year.
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 Department of Psychiatry is based on the Warneford Hospital site in Oxford – a friendly, welcoming place of work with an international reputation for excellence. The Department has a substantial research programme, with major funding from Medical Research Council (MRC), Wellcome Trust and National Institute for Health Research (NIHR) and provides highly rated medical training in psychiatry.
The Executive Assistant will be responsible for providing administrative and secretarial support to the Head of Department of Psychiatry (HoD) and the Head of Administration and Finance (HAF), as well as support for Psychiatry’s workplace culture activities.
What We Offer
- An excellent contributory pension scheme
- 38 days annual leave
- A comprehensive range of childcare services
- Family leave schemes
- Discounted bus travel and Season Ticket travel loans
- Membership to a variety of social and sports clubs
- Hybrid and other flexible working patterns would be considered.
The nature of this supportive and people-facing role will require the post holder to be in the office on site at least 3 days out of 5 if working full time.
About the Role
The post is funded for 3 years and is based in the Department of Psychiatry on the Warneford Hospital site. The post is full time; however, consideration would be given to candidates wishing to work part-time (minimum 70% FTE) on a pro rata basis with a commensurate adjustment in the responsibilities and duties. This exciting and pivotal role offers the opportunity for involvement at the heart of one of the most highly ranked departments for academic psychiatry globally, where you will help with the Department of Psychiatry’s core business in a busy, rewarding and supportive environment.
Key duties of the role include:
- Act as the first point of contact for colleagues for the HoD and HAF office, dealing effectively with visits to the office, e-mails, telephone calls, and post.
- Manage the diaries of the HoD and HAF, using initiative to make considered judgements when juggling the demands placed on the schedule. This will include organising meetings, checking availability, confirming attendance and ensuring pre-meeting paperwork has been received.
- Organise the arrangements for meetings - prepare and circulate agendas, papers and minutes (and draft briefing notes as required), arrange catering as appropriate, and ensuring that any follow-up meeting actions are logged and taken forward.
- Support the Executive Officer (line manager) with implementation and reporting on People and Culture projects and events to support workplace culture.
About You
This role will suit an experienced person who enjoys being part of a high performing and close-knit team, and communicating at all levels. In particular, you will have:
- Excellent computer skills including Microsoft Outlook (e-mail and diary functions), Word, Excel and the internet.
- Excellent communication skills in English, both verbal and written.
- Experience of secretarial meeting duties (e.g., taking accurate minutes and notes).
- Experience of working on confidential matters, with ability to work with tact and discretion.
- Experience in a people-facing role, using good judgement in handling a variety of situations.
- Ability to manage and prioritise a varied and busy workload and work to deadlines.
Diversity
The Department of Psychiatry is committed to equality and valuing diversity. You will be required to upload a covering letter/supporting statement (2 pages maximum), CV (2 pages maximum) and the details of two referees as part of your online application. The closing date for applications is 12 noon, Tuesday 18 March 2025. Interviews will take place Thursday 3 April and will be face to face where possible.
Salary (£): 31459 - 36616 (discretionary range to £39,749).
Executive Assistant to Head of Department and Head of Administration and Finance employer: Corehr
Contact Detail:
Corehr Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Executive Assistant to Head of Department and Head of Administration and Finance
✨Tip Number 1
Familiarise yourself with the Department of Psychiatry's current projects and initiatives. Understanding their research focus and workplace culture will help you engage in meaningful conversations during networking or interviews.
✨Tip Number 2
Connect with current or former employees of the Department on LinkedIn. They can provide insights into the team dynamics and expectations, which can be invaluable when preparing for your interview.
✨Tip Number 3
Practice your communication skills, especially in a professional context. Since this role requires excellent verbal and written communication, consider role-playing common scenarios you might encounter as an Executive Assistant.
✨Tip Number 4
Be prepared to discuss how you handle confidential matters and prioritise tasks. Think of specific examples from your past experience that demonstrate your ability to manage a busy workload while maintaining discretion.
We think you need these skills to ace Executive Assistant to Head of Department and Head of Administration and Finance
Some tips for your application 🫡
Tailor Your Covering Letter: Make sure to customise your covering letter to highlight your relevant experience and skills that align with the responsibilities of the Executive Assistant role. Mention specific examples of how you've successfully managed diaries, organised meetings, or handled confidential matters.
Highlight Relevant Skills: In your CV, emphasise your excellent computer skills, particularly with Microsoft Outlook, Word, and Excel. Include any experience you have in secretarial duties, such as taking minutes and managing communications effectively.
Showcase Communication Abilities: Since this role requires excellent communication skills, ensure your application reflects your proficiency in both verbal and written English. You might want to include examples of how you've communicated effectively in previous roles.
Provide Strong References: When listing your referees, choose individuals who can vouch for your administrative skills and ability to work in a team. Make sure to inform them in advance so they are prepared to provide a positive reference when contacted.
How to prepare for a job interview at Corehr
✨Research the Department
Before your interview, take some time to learn about the Department of Psychiatry and its key figures, especially Professor Belinda Lennox. Understanding their research focus and workplace culture will help you tailor your responses and show genuine interest.
✨Demonstrate Your Organisational Skills
As an Executive Assistant, you'll need to manage busy schedules and meetings. Be prepared to discuss specific examples from your past experiences where you've successfully organised events or managed multiple priorities, showcasing your ability to juggle tasks effectively.
✨Showcase Your Communication Skills
Excellent communication is crucial for this role. During the interview, highlight your verbal and written communication skills by providing examples of how you've effectively communicated in previous roles, especially in people-facing situations.
✨Prepare for Scenario Questions
Expect scenario-based questions that assess your judgement and discretion in handling confidential matters. Think of situations where you've had to make tough decisions or handle sensitive information, and be ready to explain your thought process.
