Executive Assistant to Head of Department and Head of Administration and Finance

Corehr; Oxford; Hybrid; GBP 31,000 - 37,000; Full time

Job summary

Join a prestigious institution as an Executive Assistant in the Department of Psychiatry, where you will play a vital role in supporting the Head of Department and Head of Administration. This dynamic position offers a unique opportunity to contribute to a world-class research environment while enhancing your administrative skills. You will be at the forefront of a high-performing team, managing schedules, organizing meetings, and ensuring smooth communication. With a commitment to employee wellbeing, the organization offers generous benefits and the possibility of flexible working arrangements. If you thrive in a supportive atmosphere and are passionate about making a difference, this role is perfect for you.

Benefits

Contributory pension scheme

38 days annual leave

Comprehensive childcare services

Family leave schemes

Discounted bus travel

Season Ticket travel loans

Membership to social and sports clubs

Qualifications

• Experience in a people-facing role with excellent communication skills.
• Ability to manage and prioritize a busy workload effectively.

Responsibilities

• Provide administrative support to the Head of Department and Head of Administration.
• Manage diaries, organize meetings, and handle correspondence.

Skills

Microsoft Outlook

Microsoft Word

Microsoft Excel

Excellent communication skills

Tact and discretion

Time management

Job description

Executive Assistant to Head of Department and Head of Administration and Finance

Department of Psychiatry, Warneford Hospital, Oxford OX3 7JX

The University of Oxford is a stimulating work environment, which enjoys an international reputation as a world-class centre of excellence. Our research plays a key role in tackling many global challenges, from reducing our carbon emissions to developing vaccines during a pandemic.

The Department of Psychiatry is based on the Warneford Hospital site in Oxford – a friendly, welcoming place of work with an international reputation for excellence. The Department has a substantial research programme, with major funding from Medical Research Council (MRC), Wellcome Trust and National Institute for Health Research (NIHR) and provides highly rated medical training in psychiatry. The Head of Department is Professor Belinda Lennox.

The Executive Assistant will be responsible for providing administrative and secretarial support to Professor Belinda Lennox, the Head of Department of Psychiatry (HoD), and David Hyland, the Head of Administration and Finance (HAF), as well as support for Psychiatry’s workplace culture activities.

What We Offer

As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including:

• An excellent contributory pension scheme
• 38 days annual leave
• A comprehensive range of childcare services
• Family leave schemes
• Discounted bus travel and Season Ticket travel loans
• Membership to a variety of social and sports clubs

Hybrid and other flexible working patterns would be considered. The nature of this supportive and people-facing role will require the post holder to be in the office on site at least 3 days out of 5 if working full time.

About the Role

The post is funded for 3 years and is based in the Department of Psychiatry on the Warneford Hospital site. The post is full time; however, consideration would be given to candidates wishing to work part-time (minimum 70% FTE) on a pro rata basis with a commensurate adjustment in the responsibilities and duties.

This exciting and pivotal role offers the opportunity for involvement at the heart of one of the most highly ranked departments for academic psychiatry globally, where you will help with the Department of Psychiatry’s core business in a busy, rewarding and supportive environment.

Key duties of the role include:

• Act as the first point of contact for colleagues for the HoD and HAF office, dealing effectively with visits to the office, e-mails, telephone calls, and post.
• Manage the diaries of the HoD and HAF, using initiative to make considered judgements when juggling the demands placed on the schedule. This will include organising meetings, checking availability, confirming attendance and ensuring pre-meeting paperwork has been received.
• Organise the arrangements for meetings - prepare and circulate agendas, papers and minutes (and draft briefing notes as required), arrange catering as appropriate, and ensuring that any follow-up meeting actions are logged and taken forward.
• Support the Executive Officer (line manager) with implementation and reporting on People and Culture projects and events to support workplace culture.

About You

This role will suit an experienced person who enjoys being part of a high performing and close-knit team, and communicating at all levels.

In particular, you will have:

• Excellent computer skills including Microsoft Outlook (e-mail and diary functions), Word, Excel and the internet.
• Excellent communication skills in English, both verbal and written.
• Experience of secretarial meeting duties (e.g., taking accurate minutes and notes).
• Experience of working on confidential matters, with ability to work with tact and discretion.
• Experience in a people-facing role, using good judgement in handling a variety of situations.
• Ability to manage and prioritise a varied and busy workload and work to deadlines.

Diversity

The Department of Psychiatry is committed to equality and valuing diversity.

You will be required to upload a covering letter/supporting statement (2 pages maximum), CV (2 pages maximum) and the details of two referees as part of your online application.

The closing date for applications is 12 noon, Tuesday 18 March 2025.

Interviews will take place Thursday 3 April and will be face to face where possible.

Salary (£): 31459 - 36616 (discretionary range to £39,749).