Graduate Studies Administrative Assistant (maternity cover)

University of Oxford; Oxford; On-site; GBP 25,000 - 30,000; Full time

Job summary

A prestigious educational institution in Oxford is seeking a motivated Administrative Assistant to support its Graduate Studies Office. This role involves managing timetabled activities, preparing teaching materials, and assisting with MSc admissions. Candidates should have substantial administrative experience and excellent organisational, communication, and time-management skills. Familiarity with web-based teaching technologies and customer-focused service are essential. The position may also be a secondment opportunity, offering valuable experience in a dynamic environment.

Qualifications

• Substantial experience managing administrative processes independently.
• Ability to interpret and apply university procedures.
• Experience supporting events, courses or training programmes is desirable.

Responsibilities

• Manage timetabled activities and maintain office systems.
• Prepare teaching materials and coordinate lecturer engagement.
• Support MSc admissions by updating records and preparing correspondence.

Skills

Excellent organisational skills

Strong communication skills

Time-management skills

Customer focus

Tools

Word-processing software

Spreadsheet software

Job description

Oxford Population Health (Nuffield Department of Population Health, University of Oxford), Old Road Campus, Headington, Oxford, OX3 7LF.

Oxford Population Health (Nuffield Department of Population Health) contains world‑renowned population health research groups and provides an excellent environment for multidisciplinary research and teaching. The department has around 1,000 staff, students and academic visitors working in a number of world‑renowned research groups to investigate the causes and prevention of disease and lead human health forward.

About the Role

We are looking for a motivated and well‑organised Administrative Assistant to join our Graduate Studies Office. Reporting to the Graduate Studies Manager, you will support the smooth running of our postgraduate programmes, with a primary focus on the MSc in Global Health Science and Epidemiology and occasional support for the DPhil programme and medical student teaching.

Responsibilities

In this role, you will manage timetabled activities, maintain office systems, prepare teaching materials, coordinate lecturer engagement and support MSc admissions by updating records, preparing correspondence and advising applicants. You will keep the virtual learning environment and online resources up to date, organise teaching logistics such as room set‑up and equipment checks, and assist with DPhil administration by tracking information from supervisors. You will also respond to enquiries, prepare information for students and supervisors and provide general administrative support across the office. This is a varied position that requires professionalism, flexibility and a collaborative approach.

Qualifications & Skills

To be considered for this role, you will need substantial experience managing administrative processes independently, along with excellent organisational, time‑management and communication skills. You must be able to interpret and apply University procedures, organise events and administrative arrangements, and use word‑processing and spreadsheet software confidently. An understanding of web‑based teaching technologies and a strong customer focus, together with the ability to work effectively within a small team, are essential. Experience supporting events, courses or training programmes is desirable.

Contract Details

The post is available for 1 year or the actual return of the substantive postholder, or the resignation of the substantive postholder and employment of a new postholder, whichever is the earliest. The post may also be offered as a secondment opportunity.