The University of Oxford Department of Engineering Science one of the largest research and teaching departments in the university and is a world-renowned institution with a reputation for excellence, with strong links to Computer Science, Materials Science and Medicine. We are dedicated to addressing global challenges through cutting edge research and innovation, from reducing carbon emissions to helping develop vaccines. The Department holds an Athena Swan Bronze award, highlighting its commitment to promoting women in Science, Engineering and Technology.
The role
The department is seeking to appoint an Administration Assistant/Receptionist. This role is split into two distinct areas: you will be providing admin support to several academic research teams across the department and carrying out front-of-house reception duties.
As an Administration Assistant you will provide comprehensive administrative support to research teams. This includes acting as the first point of contact for academic visitors, assisting with staff & post graduate enquiries, managing the admin inbox, maintaining mailing lists, arranging travel bookings, and processing purchase orders. You will also support the smooth running of the facilities office operations, including assisting the Facilities Team with adhoc duties (e.g. cleaning whiteboards, ordering supplies), assist with IT setup for meetings, liaise with suppliers, and provide support for events.
As the receptionist you will be the first point of contact for people visiting and contacting the department. You will perform a range of receptionist and related general clerical duties, including responding to telephone and email enquiries, greeting visitors, monitoring the access control system and providing a central point of contact for general enquiries from staff and students. This role is shared with a morning receptionist, and so you will need to effectively communicate and co-ordinate during handover.
You will be reporting to the Assistant Facilities Manager within the Facilities Management Team and will play a key role in the running of the department. The department occupies 20 buildings within the city and surrounding areas. This role will be based at the Thom Building on Parks Road, but you will be required to visit all departmental buildings to build relationships and support your assigned research teams.
The successful candidate will possess excellent interpersonal skills, a polite and courteous manner, good IT skills, and the ability to communicate with a range of people. The ability to work as part of a team, as well as independently and with initiative and flexibility is essential.
What we are looking for
You will bring experience in administration or customer-facing work, with the confidence to work independently, resolve issues proactively, and communicate policies and procedures clearly. Strong organisational skills are essential, with the ability to manage a varied workload and meet deadlines. You will be a competent user of Microsoft Office and databases. A proactive attitude to identifying where support is needed across teams will also be key to success in this role. Experience in a higher education environment, buildings & facilities or financial administration would be an advantage.
About the team
The Facilities team consists of a General Facilities Manager, an Assistant Facilities Manager, an Administrator, an Administration Assistant/Receptionist (PM), Receptionist (AM) and a janitor/porter, the team are based in the Thom Building and operate across all the departmental buildings.
Our team values flexibility, with many team members working from home one or two days a week. Additionally, some members of the team enjoy flexible working hours.
Why Choose Us
As an employer, we genuinely care about our employees' well-being, and this is reflected in the range of benefits we provide, including:
- Flexible Hybrid Working: A work setup that combines office and remote work.
- Excellent Contributory Pension Scheme: We help you plan for your future.
- Generous Annual Leave: 38 days of annual leave.
- Comprehensive Childcare Services: We support your family needs.
- Family Leave Schemes: Ensuring work-life balance.
- Cycle Loan Scheme: Promoting eco-friendly transportation.
- Membership to Various Social and Sports Clubs: Be part of vibrant communities.
- Discounted Bus Travel and Season Ticket Travel Loans: Making your commute more affordable.
- Opportunities to contribute to sustainability initiatives and community-building efforts.
- Support for continued, life-long learning and career development.
The University also hosts a multitude of social groups and sports clubs for those seeking more than just a great place to work.
Application Process
You will be required to upload a cover letter/supporting statement which details how you meet each of the selection criteria, a CV and the details of three referees as part of your online application.
The closing date for applications is the 16th June 2026 at 12:00 noon.
Interviews will take place the week commencing the 22nd June 2026 and will be in-person.
