PA and Governance Administrator; Maternity Cover

Position

We are seeking to appoint a Personal Assistant and Governance Administrator (Maternity Cover) to join the NDM Operations team within the Nuffield Department of Medicine.

• Provide comprehensive Personal Assistant support to the COO, including managing a complex diary, arranging meetings, preparing agendas and papers, organising domestic and international travel, and managing correspondence and enquiries.
• Support the COO in preparing for meetings, liaising with internal and external stakeholders, and arranging and supporting visits and events.
• Coordinate the administration of the Department's governance structure, including organising committee meetings, preparing agendas and board papers, taking and circulating minutes, tracking actions using the Tracking Oxford Actions Database (TOAD), and maintaining the annual functional deadlines calendar.
• Support the preparation of reports and documentation for committees and ensure that actions and decisions are accurately recorded and followed up.

• Educated to A level standard or equivalent.
• Considerable experience working as a Personal Assistant or Executive Assistant at a senior level.
• Experience supporting governance or committee structures, including preparing agendas and papers, taking minutes and tracking actions.
• Excellent organisational and communication skills, strong attention to detail, and ability to prioritise a busy workload and meet deadlines.
• Excellent IT skills, including Microsoft Office.
• Ability to work independently and as part of a team.
• Ability to maintain confidentiality and handle sensitive information appropriately.

This position is offered full time on a fixed term contract until 1 April 2027. The post is available until 1 April 2027 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.

It can be offered as a secondment opportunity for internal candidates.

Pay scale:
Standard Grade 6: £35,681 - £41,636 with a discretionary range to £45,212 p.a. (pro rata). This is inclusive of a pensionable Oxford University Weighting of £1,730 per year (pro rata).