We are seeking to appoint an Executive Assistant to support the Home Bursar, who is responsible for overseeing domestic operations and services for the College. The postholder will provide high-quality executive and administrative support, to ensure the effective management and smooth running of the Home Bursar’s diverse portfolio.
Executive Assistant support for the Home Bursar:
- Provide proactive and professional administrative support to the Home Bursar, ensuring the effective management of priorities and commitments.
- Manage a complex diary, inbox, all correspondence, invoices and filing; exercising judgement in prioritising issues and responding as appropriate.
- Coordinate meetings, events and visits, including preparation of agendas, papers, briefing materials and minutes; as well as room bookings and refreshments and accommodation, luncheons or dinners in College for Home Bursar’s visitors as required.
- Act as a key point of contact for Fellows, staff, students, visitors and external stakeholders, creating a welcoming and professional environment.
- Anticipate emerging issues and support decision-making by identifying actions, risks and opportunities.
The post holder will also coordinate a broad range of operational, compliance and administrative activities within the Home Bursary:
- Support the Home Bursar with accommodation administration, including arrangements for Fellows and Lecturers, Visiting Fellows, and Guest Rooms, as well as administrative support for insurance documentation, licensing and regulatory requirements.
- Provide comprehensive administrative support for committees (House, Grounds, H&S, Sports & Societies) including the preparation and circulation of papers, attendance at meetings, minute-taking, action tracking and maintenance of accurate governance records.
- Support the delivery of College events and community activities including ceremonial arrangements, management of mailing and telephone lists, name plates, staff events and communications.
- Provide administrative support for student activities, clubs and organisations, including sports and society funding, awards administration, safety and compliance processes.
In addition to the specific responsibilities listed above, the EA to the Home Bursar will give support across any other initiatives within the Home Bursar's portfolio as may be required (for example merchandise administration, filming requests) and will cover for others across the Home Bursary, particularly during periods of vacation or sickness.
Essential
- Experience of providing executive assistant / PA support in a busy office
- Excellent written and verbal communication skills, and experience of communicating with people at all levels within the organisation
- Excellent organisational skills, and a proven ability to prioritise workload and re-prioritise on a daily basis
- Strong IT skills, including proficiency in Microsoft Office
- Ability to work under pressure and to deadlines
- Ability to work unsupervised and on own initiative and take decisions when necessary
- Flexible, adaptable and reliable
- Ability to demonstrate a professional manner and establish rapport with colleagues and the wider College community
Desirable
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Experience of working in Higher Education, or similar complex environment
Hours of Work
Full-time (Monday to Friday 37.5 hours per week). Onsite
Salary and Holiday
The salary for the post will be on Grade 5 of the College Unified pay scale depending on skills and experience, plus an Oxford Location Allowance £1,730 per annum. Holiday entitlement is 30 days, plus the 8 statutory Bank Holidays.
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Membership of contributory pension scheme
- Free lunch may be provided when the kitchen is open depending upon working times
- Car parking (subject to availability)
- Use of College gym, and sports ground, and free membership of the Oxford university sports facilities at Iffley Road
- Optional contributory Healthcare scheme
- Bus pass purchase scheme
- Cycle to work scheme
Applications
To apply for this position, please click the 'Apply Now' button.
Magdalen College, founded in 1458, is one of the largest and most beautiful of the colleges of the University of Oxford, set in 100 acres of grounds which include the Deer Park and Addison’s riverside walk.
Our community includes nearly 400 undergraduates, over 280 graduate students, 75 Governing Body Fellows, and some 140 non-academic staff, as well as over 9,400 alumni from all over the world. For more than 500 years it has been the home of politicians, poets, scientists, adventurers, entrepreneurs, and 10 Nobel laureates, as well as being a choral foundation with an internationally renowned choir.
