Recruitment & Administrative Assistant in Oxford

THIS VACANCY IS FOR INTERNAL APPLICANTS ONLY

About the role

The Gardens, Libraries and Museums (GLAM) Human Resources Shared Service provides a professional, collaborative HR service across all GLAM institutions. You will join a busy, friendly team based in the Clarendon Building, supporting the delivery of high-quality recruitment and administrative processes that underpin the successful operation of Oxford’s world‑class cultural institutions. You will work closely with recruiting managers across GLAM to design and coordinate recruitment campaigns, prepare advertisements and job descriptions, and ensure compliance with University and immigration requirements. You will arrange shortlisting and interviews, liaise with panel members, and manage pre‐employment checks, references, and offers. You will also maintain accurate HR data in PeopleXD (CoreHR), prepare contracts, and assist with inductions and payroll processes. As part of the wider HR Shared Service, you will also support general administrative and data management tasks, helping to deliver a professional and efficient service to staff across GLAM. This is a permanent, full‑time post, working 36.5 hours per week. This role offers the opportunity of remote working on average 2–3 days per week.

About You

You will be an organised and proactive administrator with excellent attention to detail and a commitment to delivering outstanding customer service. You will have strong communication and interpersonal skills, enabling you to build effective working relationships across departments. You will have experience of managing administrative processes, ideally within an HR environment, and will be confident using Microsoft Office applications. Experience of working with databases such as PeopleXD (CoreHR) would be an advantage. You will be able to manage a busy workload, prioritise effectively, and work calmly under pressure. A collaborative team player, you will also be able to work independently, exercising good judgement and discretion when handling sensitive information. Experience of HR administration and an interest in developing your career within HR would be desirable, as would familiarity with University procedures and CIPD aspirations or qualifications.

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 of annual leave
• A comprehensive range of childcare services
• Family leave schemes
• Cycle loan scheme
• Discounted bus travel and Season Ticket travel loans More information is available at Diversity

Our staff and students come from all over the world, and we proudly promote a friendly and inclusive culture. Diversity is positively encouraged, through diverse groups and champions, as well as a number of family‑friendly policies, such as the right to apply for flexible working and support for staff returning from periods of extended absence, for example, shared parental leave. We are committed to ensuring that our recruitment processes are inclusive and accessible. If you require the job description or any other materials in an alternative format, or if you would like to request any adjustments to support you through the application or interview process, please contact the recruitment team at recruitment@glam.ox.ac.uk.

How to apply

You will be required to upload your CV and a supporting evidence form using the attached template as part of your online application. Your supporting evidence form should list each of the essential and desirable selection criteria, as listed in the job description, and explain how you meet each one. Both documents must be submitted to be considered. We aim to provide a supportive working environment and are happy to discuss training and professional development opportunities. The Chair of this recruitment panel will be Amy Hunter, Recruitment Manager, who can be contacted with enquiries relating to the role (amy.hunter@bodleian.ox.ac.uk). General queries about the recruitment and application process should be directed to the Recruitment team within our Human Resources department (recruitment@glam.ox.ac.uk).