Administrative Assistant & Receptionist

Administration Assistant/Receptionist

We are seeking to appoint an Administration Assistant/Receptionist. This role consists of providing admin support to several research teams across the department and carrying out front of house reception duties.

Responsibilities

As an Administration Assistant you will provide comprehensive administrative support to research teams, acting as the first point of contact for academic visitors, assisting with staff and postgraduate 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 ad hoc duties (cleaning whiteboards, ordering supplies), IT set up for meetings, liaising with suppliers and providing 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 will share with a morning receptionist, requiring effective communication and coordination during handover.

You will report to the Assistant Facilities Manager within the Facilities Management Team and will play a key role in the running of the department. The role will be based at the Thom Building on Parks Road and you will visit all departmental buildings to build relationships and support your assigned research teams.

Qualifications

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 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.

Effective interpersonal skills, a polite and courteous manner, good IT skills and the ability to communicate with a range of people are required. The ability to work as part of a team, as well as independently with initiative and flexibility, is essential.

About the team

The Facilities team consists of a General Facilities Manager, an Assistant Facilities Manager, an Administrator, an Administration Assistant/Receptionist (PM), a Receptionist (AM) and a janitor/porter. The team operates across all departmental buildings and many members work from home one or two days a week, with flexible working hours.

Benefits

• Flexible Hybrid Working: A work setup that combines office and remote work.
• Excellent Contributory Pension Scheme.
• Generous Annual Leave: 38 days of annual leave.
• Comprehensive Childcare Services.
• Family Leave Schemes.
• Cycle Loan Scheme.
• Membership to various social and sports clubs.
• Discounted bus travel and season ticket travel loans.
• Opportunities to contribute to sustainability initiatives and community building efforts.
• Support for continued, lifelong learning and career development.

Salary (Grade 4): £28,437 - £32,108 per annum (inclusive of Oxford University weighting).