The part-time role of Principal’s EA is available on a job-share basis with an existing colleague. The post-holders are responsible for providing efficient and effective comprehensive administrative and secretarial support to the Principal at the highest level, in a largely independent and self-managed capacity.
The post-holder will manage communications with and for the Principal, and will be the primary point of contact between the Principal, the College community and the outside world. Excellent interpersonal and communication skills are, therefore, central to the role. The manner in which the post-holder undertakes the duties of the role is important. The post-holder requires confidence in managing a demanding workload within tight deadlines. The post-holder will have highly developed skills in assessing and prioritising the urgency of requests for information from, or access to, the Principal.
The post-holder will deal with a wide range of matters, sometimes of a highly confidential nature, on behalf of the Principal. The post-holder will have access to confidential information and documentation, and to personal information about staff, students, donors and other constituents of the College. Discretion and confidentiality are therefore essential.
The post-holder will ensure that requests for the Principal’s time are prioritised effectively so that he can work efficiently.
The Principal’s EA is one of the first points of contact for students, staff, and visitors who wish to meet with the Principal. In addition to supporting the Principal directly, the Principal’s EA is also Secretary to selected College meetings, anticipating as far as possible the needs of these. This will require the exercise of judgement, alongside strong organisational skills, tact and diplomacy. There is a high level of liaison internally with College Officers, Fellows, support staff, and with students, and frequent contact with senior members of the University and Departments, and other influential contacts.
Main Tasks and Responsibilities
* Act as a first point of contact for email, telephone and postal enquiries.
* Resolve first-line enquiries where possible, ensuring that the Principal is aware of any urgent ongoing issues.
* Effectively manage incoming correspondence, including, as appropriate, directing such correspondence to other staff for action, and replying to a range of routine issues without reference to the Principal.
* As appropriate, monitor the Principal’s email inbox and deal with messages accordingly.
* Meeting and escorting the Principal’s visitors.
* Ensure that the Principal is briefed on his daily schedule and prepared effectively for meetings.
* Manage the Principal’s diary, prioritising requests for meetings, to ensure efficient use of the Principal’s time. Ensuring that the termly schedule of College Committees and University meetings are fixed in the Principal’s diary.
* Ensure that files (paper and electronic) are maintained in an accurate and timely manner. Liaise with the College Archivist, assist in the management and handling of information, including filing practices and archiving. At all times, act in accordance with the provisions of the Data Protection Act and the College’s GDPR policy, particularly when dealing with confidential or sensitive information.
* Invite guests to weekly dinner, supper or other events at the Principal's Lodgings during term, and overseeing the practical arrangements, which will include liaison with the Catering team and the creation of table plans.
* Liaise with colleagues concerning arrangements for the Principal’s role in events and College guest nights, including arranging accommodation and/or meals in College as necessary.
* Arranging academic reviews with penultimate year undergraduate students.
* Ensure that the College’s entry on the University Calendar is kept up to date. Place notices, where appropriate, in the University Gazette of matters relating to Fellows.
* Assist other College Officers and departments as required.
* Service committees as specified by the Principal, including the preparation and circulation of papers, minute-taking where required, and co-ordination among committees.
* Facilitate and monitor actions required by the Principal from the Development Office, logging interactions on DARS (the alumni relationship database) as needed and working with the team on event logistics and editorial contributions for publications.
* Produce the annual Meetings Calendar of College Committees, and ensure that this is distributed to committee members and placed on the College intranet.
* Coordinate events including In Conversation with the Principal. Ensure rooms and facilities for meetings have been booked, as necessary.
* Administer travel and accommodation arrangements, as necessary, both within the UK and internationally. Liaising with the Development Office for briefing materials prior to travel, and producing detailed travel itineraries where appropriate.
* Management of ad hoc projects as delegated from time to time by the Principal in line with the College’s Strategy.
* Proactively identify opportunities for improving efficiency, and implementing systems, processes, and ideas in consultation with the Principal.
The above is not an exhaustive list of duties.
Selection Criteria
Essential
* Key requirements are Educated to degree level, or equivalent professional experience.
* Excellent organisational ability, with the ability to bring complex matters to conclusion.
* Excellent interpersonal and communication skills, including a confident telephone and email manner.
* Excellent administrative skills, including information handling, time management and systems development.
* Experience of working in a similar role, providing comprehensive administrative support to senior managers.
* Strong organisational and planning skills, with the ability to successfully manage conflicting deadlines, deliver projects on time and re-prioritise in a fast-paced environment.
* Experience of handling sensitive and confidential matters with discretion and initiative.
* Strong experience of taking accurate minutes.
* Excellent IT skills, with an advanced knowledge of MS Outlook and Word, and an intermediate knowledge of MS Excel and PowerPoint.
* Excellent attention to detail and high levels of accuracy.
* Self-motivated, with a flexible approach to tasks and workload, and willing to work cooperatively.
Desirable
* Experience of working in a Higher Education environment, in particular an Oxford College, would be an advantage.
Terms and Conditions
The salary will be in the range £40k per annum pro rata. Hours of work are 15-18.75 hours per week spread over 2 or 2.5 days including Thursday and Friday. Occasional out of hours work may be required.
Benefits of working for the College include 36 days holiday (including bank holidays), the option to join a University pension scheme and one free meal per working day.
Additional benefits include an employee assistance programme, free annual flu jab, a parking permit scheme, a childcare nursery salary sacrifice scheme, a bicycle purchase scheme, discounted healthcare schemes and a bus or train season ticket loan.
To apply for this position, please press the 'Apply Now' button and submit a covering letter explaining why you are suitable for this role and your CV in one single document in the 'resume' section.
Closing date: midday on 17th February 2025.
The College’s Equal Opportunities Policy aims to ensure that in the recruitment, selection, training, appraisal, development and promotion of employees, the only consideration must be that the individual best meets, or is likely to meet, the requirements of the programme or course or post.
Lady Margaret Hall is committed to providing a learning, working and social environment in which the rights and dignity of all its members are respected, and which is free from prejudice, intimidation and all forms of harassment, including bullying. We seek to ensure that no one suffers, either directly or indirectly, as a result of discrimination.
Lady Margaret Hall has a range of family-friendly policies.
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About LMH
LMH began with nine women and is now a vibrant academic community transforming the lives of hundreds of students. We are diverse, open, intellectually curious and pioneering. We continue to break boundaries as the first Oxford College to establish a Foundation Year for under-represented students.
Application Deadline
February 17, 2025
Department
Principal's Office
Employment Type
Permanent - Part Time
Location
Oxford
Workplace type
Onsite
Compensation
£40,000 / year
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