Executive Assistant

Further to a reorganisation of Professional Services roles in the School of
Medicine and Biomedical Sciences, we are seeking a small number of highly
efficient and capable administrators to become members of the academic
administration team in the School of Medicine and Biomedical Sciences. These
posts provide an excellent opportunity to develop a career in University
administration.





The post holder will provide administrative support to the Director of
Clinical Studies (Dr Catherine Swales), the Director of Graduate-entry Medical
Studies (Dr David McCartney) and the Head of Administration and Finance (Mrs
Kirstie Vreede). This will consist of arranging meetings (formal and
informal), diary management, and drafting correspondence. They will also
assist with student administration by preparing transcripts and verification
documents for current students and past students on request, and by
administering prizes to students.





The post holder will also provide a small amount of administrative support to
the Leads for Patient and Public Involvement in Medical Education, the Lead
for Equality, Diversity & Inclusion in Medical Education, and the Lead for
Education for Sustainable Healthcare in Medical Education. This will involve
assisting with the organisation of a small number of events, meetings, and
teaching sessions; and taking notes / drafting minutes for a small number of
meetings each year.





On weekday afternoons (exact hours to be confirmed), the post holder will have
primary responsibility for greeting visitors to the office (e.g. students and
teaching staff), directing them to the correct place/person, and distributing
and collecting keys for teaching/meeting rooms in the Academic Centre. Another
member of staff will have primary responsibility for this on weekday mornings.





The successful candidate for this position will have the ability to work
systematically and to a high level of accuracy, with excellent attention to
detail. They will have strong administrative and organisational skills, and
will have the ability to manage a broad workload in an efficient manner. They
will need to be willing and able to work harmoniously as a team member within
a culture of academic leadership, as well as to work independently and to take
the initiative to find solutions to problems, or to progress key tasks. They
will have an excellent standard of computer-literacy, and will have the
ability to handle numerical data with confidence and accuracy.





To make informal enquiries about the post, please contact Mrs Kirstie Vreede
(Head of Administration and Finance): kirstie.vreede@medsci.ox.ac.uk





Applications for this vacancy are to be made online. As part of your
application you will be required to upload a CV and a supporting statement.





The post is offered at 0.8 – 1.0 FTE. If the post is undertaken at 0.8 FTE,
the working hours will need to be spread over five days (Monday to Friday)
each week.





The post holder will work in a shared office based in the (Clinical) Medical
School Office, Academic Centre, Level 2, John Radcliffe Hospital, Headington.





This is a fixed-term post until 31 August 2026, although there is a strong
possibility of renewal for a further period, or conversion to a permanent
contract, subject to funding.





The closing date for applications is 12 noon on **Tuesday 7 May 2024**. We
expect to hold interviews in the week beginning Monday 13 May 2024.