At a Glance
- Tasks: Support the COO with diary management, meetings, travel, and governance administration.
- Company: Join a prestigious institution with a focus on excellence and collaboration.
- Benefits: Competitive salary, pension scheme, and opportunities for professional development.
- Other info: Full-time fixed-term contract with potential for internal secondment.
- Why this job: Be at the heart of decision-making and make a real difference in governance.
- Qualifications: A levels or equivalent, with experience as a Personal Assistant at a senior level.
The predicted salary is between 35681 - 41636 £ per year.
Responsibilities
- Provide comprehensive Personal Assistant support to the COO, managing a complex diary, arranging meetings, preparing agendas and papers, organising domestic and international travel, and managing correspondence and enquiries.
- Support the COO in preparing for meetings, liaise with internal and external stakeholders, and arrange and support visits and events.
- Coordinate the administration of the Department's governance structure: organising committee meetings, preparing agendas and board papers, taking and circulating minutes, tracking actions using the Tracking Oxford Actions Database (TOAD), and maintaining the annual functional deadlines calendar.
- Support preparation of reports and documentation for committees and ensure that actions and decisions are accurately recorded and followed up.
Qualifications
- Educated to A level standard or equivalent.
- Considerable experience as a Personal Assistant or Executive Assistant at a senior level.
- Experience supporting governance or committee structures, including preparing agendas and papers, taking minutes and tracking actions.
- Excellent organisational and communication skills, strong attention to detail, and ability to prioritise a busy workload and meet deadlines.
- Excellent IT skills, including Microsoft Office, and ability to work independently and as part of a team.
- Confidentiality and handling of sensitive information appropriately.
Contract Details
- Full-time fixed-term contract until 1 April 2027 (or earlier depending on substantive postholder’s return), with the option for a secondment for internal candidates.
- Salary Standard Grade 6: £35,681 – £41,636 per annum (pro rata) with a discretionary range to £45,212 p.a. inclusive of a pensionable Oxford University Weighting of £1,730 per year (pro rata).
PA and Governance Administrator in Oxford employer: University of Oxford
As a PA and Governance Administrator at our esteemed institution, you will thrive in a supportive and collaborative work culture that values your contributions and fosters professional growth. With a commitment to employee development, we offer opportunities for training and advancement, alongside a competitive salary and benefits package, including a pensionable Oxford University Weighting. Join us in a vibrant environment where your skills will be recognised and your role will have a meaningful impact on governance and administration.
StudySmarter Expert Advice🤫
We think this is how you could land PA and Governance Administrator in Oxford
✨Tip Number 1
Network like a pro! Reach out to your connections and let them know you're on the hunt for a PA and Governance Administrator role. You never know who might have the inside scoop on job openings or can put in a good word for you.
✨Tip Number 2
Prepare for interviews by researching the company and its governance structure. Familiarise yourself with their recent meetings and decisions, so you can show off your knowledge and how you can support the COO effectively.
✨Tip Number 3
Practice your organisational skills! Create a mock diary management scenario and demonstrate how you'd handle scheduling conflicts or prioritising tasks. This will help you shine during interviews and show that you’re ready for the busy workload.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, we love seeing candidates who are proactive and engaged in the process.
We think you need these skills to ace PA and Governance Administrator in Oxford
Some tips for your application 🫡
Tailor Your CV:Make sure your CV highlights your experience as a Personal Assistant or Executive Assistant. We want to see how you've managed complex diaries, arranged meetings, and supported governance structures in your previous roles.
Show Off Your Skills:In your application, emphasise your organisational and communication skills. We love candidates who can juggle a busy workload while keeping everything on track, so give us examples of how you've done this before!
Be Detail-Oriented:Since the role involves preparing agendas and taking minutes, it's crucial to showcase your attention to detail. Mention any specific tools or methods you use to ensure accuracy and thoroughness in your work.
Apply Through Our Website:We encourage you to apply directly through our website. It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it’s super easy!
How to prepare for a job interview at University of Oxford
✨Know Your Diary Management
Since the role involves managing a complex diary for the COO, brush up on your diary management skills. Be ready to discuss how you prioritise tasks and handle scheduling conflicts. Maybe even share a specific example of a time you successfully managed a busy schedule.
✨Master the Art of Minute-Taking
As you'll be taking minutes and tracking actions, it’s crucial to demonstrate your minute-taking prowess. Prepare by reviewing best practices for capturing key points and decisions during meetings. You might want to bring a sample of minutes you've taken in the past to showcase your skills.
✨Showcase Your IT Skills
With excellent IT skills being a must, make sure you're comfortable discussing your experience with Microsoft Office and any other relevant software. Consider preparing a quick demo or example of how you've used these tools to enhance your efficiency in previous roles.
✨Communicate Clearly and Confidently
Strong communication skills are essential for liaising with stakeholders. Practice articulating your thoughts clearly and confidently. You could even role-play common interview questions with a friend to refine your responses and ensure you convey your ideas effectively.
