Personal Assistant/Administrator

 

• Would you like to help support the creation of global impact from world-leading University research?
• Are you interested in joining a team of outstanding people working to bring great Oxford ideas to life?
• Do you have experience in being a Personal Assistant and being involved in broader activities that support the business?

With one foot in academia and the other in industry, Oxford University Innovation’s professionals undertake a wide variety of tasks, from licensing university ideas, and finding investment for spinout companies, to setting up social enterprises and supporting Consultancy Services and  student entrepreneurship. University innovation is the magic behind the scenes that turns ideas born in a university into companies and technologies that look to have a positive and transformative economic and societal impact on the wider world.

The Opportunity:

We now have an exciting opportunity for a highly motivated Personal Assistant/Administrator to work closely with the Chief Executive Officer and Chief Operating Officer, and provide an exceptional, proactive, and comprehensive administrative service. The role will report to the Head of HR and the key responsibilities of the role include:

• Proactive diary and mailbox management using initiative and judgement to ensure the Officers are always as effective as possible.
• General administration including typing, compiling, and preparing reports, presentations, meeting agendas and correspondence and the ability to record accurate minutes with shorthand and present to a high standard.
• Proactively arrange and conduct meetings with the Officers to discuss upcoming engagements, invitations, and other requests.
• Be able to proactively manage and monitor any work requests from the Officers and provide timely progress updates and visibility on those requests.
• Making all necessary arrangements for Board meetings and Board sub-committees including diary bookings, Board packs and liaising with key stakeholders.
• Working with relevant colleagues to ensure all travel arrangements are made in a timely and efficient manner.
• Play an active part in building strong professional relationships (internally, with University colleagues and externally) and helping to create a positive environment which is goal- and action-orientated and in line with the Company Values

About you:

The successful candidate will have evidence of significant experience of acting as a PA to senior managers in a complex environment. Experience of working with or within an academic setting is desirable.

The successful candidate will also need to demonstrate proven competence in the following areas:

• Excellent planning and organisational skills, diary management, minute taking, preparation of papers for meetings and the ability to prioritise and multi-task in an evolving environment.
• Ability to recognise the importance of confidentiality and sensitivity of issues, and always be able to act using the utmost discretion.
• Working effectively and collaboratively with colleagues at all levels and key stakeholders (internally and externally), and where appropriate showing tenacity and persistence in seeking positive outcomes.
• Deploying excellent interpersonal and communication skills, both verbally and in writing
• High levels of computer literacy; proficiency in the use of Microsoft Office packages (in particular Outlook, Word, Teams and SharePoint) and confidence in using databases.
• Demonstrating excellent time-management and organisational skills, ability to deal with sudden challenges in a calm and competent manner.
• Able to work unsupervised and plan/manage a variety of complex tasks in parallel, with meticulous attention to detail.
• Proven ability to solve problems; work calmly under pressure; and demonstrable ability to exercise a high degree of personal responsibility, discretion, good judgement, and initiative, with a positive, proactive, and highly flexible approach.

Our commitment to Equality, Diversity, and Inclusion:

Oxford University Innovation is an Equal Opportunities Employer and is committed to fostering an inclusive culture which promotes equality, values diversity and maintains a supportive working, learning and social environment, in which the rights and dignity of all its staff are respected, and where everyone can be themselves and are empowered to reach their full potential. This commitment is linked to and reinforces the OUI values of integrity, collaboration, and empowerment. We actively encourage applications from people of all backgrounds and cultures.

OUI is accredited with the Investors in People Silver status.

Our approach to hybrid and flexible working:

We believe that our employees are our most valuable asset, and we are committed to attracting and retaining the very best talent. We also appreciate that the UK workforce is becoming increasingly diverse and includes a high percentage of parents and individuals with caring responsibilities, as well as those whose interests and aspirations impact on their time.

We recognise the importance of helping our employees balance their work and home lives by offering flexible working arrangements that enable them to balance their work commitments with other priorities. This includes hybrid working and flexible working.

How to apply

If you are interested in applying for this role, please download the application form from the OUI website and send it together with a copy of your CV and cover letter to Roy Bennett at roy@adlib-recruitment.co.uk

Information about our culture and working life at OUI can be found here https://innovation.ox.ac.uk/about/careers/

Our Benefits: Benefits – Oxford University Innovation

Salary for this role is commensurate with experience and is likely to be in the range of £32,000 – £37,000

The closing date is 9th April 2024