Administrative Assistant and PA to HR Directors Office

University of Oxford; Oxford; On-site; GBP 30,000 - 40,000; Full time

Job summary

A prestigious university in Oxford is looking for a highly motivated Personal Assistant to provide effective PA and administrative support to the HR Director and their Office. The successful candidate will manage diaries, coordinate meetings, and engage in project support. This role requires strong organisational skills, attention to detail, and proficiency in digital tools. The university offers generous leave options, a commitment to flexible working, and a supportive environment.

Benefits

38 days annual leave

Generous family leave scheme

Hybrid and flexible working options

Contributory pension scheme

Affordable commuting options

Qualifications

• Experience in providing executive assistant support, managing complex diaries.
• Ability to use sound judgement and take initiative in a fast-paced environment.
• Clear and respectful communication skills, both in person and on the phone.

Responsibilities

• Provide high-quality PA and administrative support to the HR Director.
• Manage diaries, coordinate meetings, and arrange travel.
• Prepare reports and handle sensitive information with care.

Skills

Organisational skills

Communication skills

Attention to detail

Digital tools proficiency

Tools

MS Word

Excel

PowerPoint

Job description

Overview

We have an exciting opportunity for a motivated and enthusiastic individual to provide high-quality PA and administrative support to the HR Director and their Office. Working closely with the HR Director, Director of Talent/Deputy HR Director and Executive Officer, you will help ensure their work is supported in a timely, organised, and effective way. Acting as a central point of coordination, you will support the smooth flow of information, follow up on key actions, and help ensure priorities are delivered on time. The role is varied and engaging, involving diary management, meeting and project support, preparation of reports and documentation, handling sensitive information with care, and occasional involvement in larger events such as the People Conference.

Responsibilities

• Experience in providing high-level personal and executive assistant support, including managing complex diaries, coordinating meetings, and arranging travel.
• Strong organisational skills, with the ability to use sound judgement, take initiative, and balance multiple priorities in a fast-paced and supportive environment.
• Clear and respectful communication skills, both in person and by telephone, with a positive and inclusive approach to customer service and collaboration.
• Excellent attention to detail and high standards of written communication, including accurate typing, proofreading, and the careful handling of confidential or sensitive information.
• Confident use of digital tools and office technologies, including MS Word, Excel, PowerPoint, email, and web-based systems, with openness to learning and adapting to new ways of working.
• Note: The role does not meet the criteria for sponsorship under the Skilled Worker visa under the UK Visas and Immigration points-based system.
• Further context about the University and People Department is provided for information purposes only and is not part of the role's responsibilities.

About the Employing Organization

Spanning the historic streets of the "city of dreaming spires", the University of Oxford has been ranked the world's leading university for ten consecutive years. A place where centuries of tradition meet world-changing innovation, we offer you the chance to shape the future while working in an inspiring environment that promotes excellence. Here, you'll contribute to ground-breaking research that tackles global challenges - from advancing sustainability to pioneering healthcare solutions - and join a diverse, inclusive community that champions your wellbeing, development, and aspirations. The People Department, part of University Administration and Services (UAS), supports the University's core academic mission by providing expert HR leadership and developing progressive people practices that empower our staff and strengthen our community.

What We Offer

• 38 days of annual leave (inclusive of public holidays) to support your wellbeing, with the option to purchase up to 10 extra days and additional leave after long service.
• One of the most generous family leave schemes in UK higher education, offering up to 26 weeks of full-pay maternity and adoption leave, plus 12 weeks of full-pay paternity/partner leave.
• A commitment to hybrid and flexible working to suit your lifestyle.
• An excellent contributory pension scheme.
• Affordable and sustainable commuting options, including a cycle loan scheme, discounted bus travel, and season ticket loans.
• Access to a vibrant community through our social, cultural, and sports clubs.