Job Summary
Lincoln College, University of Oxford is seeking a Rector's Personal Assistant (PA) to assist him in carrying out his duties as Head of College by providing extensive administrative and secretarial support.
This involves dealing with a wide range of matters on the Rector’s behalf, often of a highly confidential and sensitive nature. As well as chairing the College’s Governing Body, the Rector chairs most of the College’s committees, working closely with the Senior Officers, including the Sub-Rector, Bursar, Senior Tutor, and Development Director. As such, the Rector’s PA will be engaging with Fellows, alumni, senior external figures, students, and staff.
Duties include:
1. Managing the Rector’s electronic diary, using initiative to make considered judgements when juggling the demands placed on the schedule, such as organising appointments for events and meetings, responding to invitations, making travel arrangements, dealing with expenses.
2. Providing administrative support to the Rector and Clerk to Trustees, including minute taking, meeting arrangements, and supporting administration tasks relating to Fellows.
3. Organising graduation ceremonies for the College’s students and the graduands’ celebratory events in College. Liaising with appropriate representatives within the University as necessary and overseeing appointed helpers.
4. Dealing with internal grant applications from both Fellows and students.
5. Administering the internal application process for scholarships.
6. Managing the College Calendars – both annual and termly: drafting, updating, and circulating to Fellows and staff each term. Updating the University Calendar termly.
7. Facilitating student relations by organising Freshers’ meetings with the Rector for new undergraduates and arranging student drinks receptions in the Rector’s Lodgings throughout the year.
8. Organising the Rector’s Collections and Graduate Collections.
Person specification
1. High level experience of administration and diary management.
2. Excellent written and oral communication skills.
3. Excellent IT skills appropriate to a Windows-based office, including manipulating spreadsheets, handling databases, and preparedness to learn new applications as required.
4. Ability to work calmly under pressure, prioritising work and meeting deadlines.
5. Ability to work confidently and calmly across a wide range of groups including external (including VIP) visitors, University personnel, academics, College staff and students.
6. A high level of accuracy and attention to detail, with an organised and methodical approach to work.
7. Ability to work independently and to take the initiative.
8. A flexible approach to work, with a co-operative attitude and a willingness to help others.
The successful candidate may meet the following desirable criteria:
1. Experience of university or academic administration.
2. Knowledge of the University of Oxford and/or its colleges.
3. Experience of events organization.
4. Experience of using Sharepoint.
Further particulars and details on how to apply can be found on the Lincoln College website.
Closing Date: 10th January 2025 (noon).
We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.
Lincoln College is committed to creating an inclusive workplace where all staff are afforded equal opportunities. Employment and progression are based solely on personal merit and criteria related to the duties of the role and the relevant salary structure. In line with statutory provisions, no applicant or employee will be treated less favourably due to age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation.
If you require reasonable accommodations during the application process, please contact Lincoln HR department.
Job Types: Full-time, Permanent
Pay: £28,759.00-£33,996.00 per year
Benefits:
* Company pension
* Cycle to work scheme
* Discounted or free food
* Sick pay
Schedule:
* Monday to Friday
Work Location: In person
#J-18808-Ljbffr