University of Oxford

University of Oxford

Administrative Officer

Administrative Officer

University Offices and other locations around city centre.

Internal Applicants Only

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 AAD Administration team, which is part of the Academic Registrar's Office, provides administrative support to the 11 departments across the Academic Administration Division.

We are a hard-working, friendly and supportive team juggling HR, finance, IT, space and office administration among a wide range of matters, often highly confidential and/or urgent.

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

• Cycle loan scheme

• Discounted bus travel and Season Ticket travel loans

• Membership to a variety of social and sports clubs

This role also offers the opportunity for hybrid working, with a minimum of three days a week in the office.

About the Role

This is an excellent opportunity to work, learn and develop at the heart of the division, and to gain valuable insight into the student-facing support services it provides. This role could also be offered as a secondment opportunity.

The Administrative Officer provides support to the Deputy Heads and Head of AAD Administration in Finance, HR and general administration, including (but not limited to):

HR: overseeing recruitment processes, from induction to exit; answering questions from other AAD colleagues on HR issues, including those relating to the HR platforms we use; setting up casual workers and undertaking right to work checks; supporting HR processes; facilitating the organisation and safe- keeping of HR data.

Finance: raising purchase orders and preparing invoices, processing expenses and payroll-related forms; setting up new suppliers; responding to finance queries; and advising colleagues on finance rules and procedures.

General administration: answering queries by email, Teams, phone and in person; setting up meetings and minute-taking; maintaining and updating the AAD Sharepoint site; identifying and recommending improvements to the office management.

About You

We are seeking someone with a positive and proactive attitude, who is looking to strengthen their skills as they build a career in administration. The post- holder will work closely with their team, with the Academic Registrar, and with colleagues across the AAD and the wider University.

You will be well organised and methodical, with excellent attention to detail. You will have good oral and written communication skills, sound judgement, and tact and discretion, and you will have the ability to remain calm under pressure and to approach work with a positive attitude.

Application Process

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

The closing date for applications is 12 noon on Thursday 16 May.

Interviews will take place on the week commencing 27 May and will be held in person in central Oxford.

Contact Person : Max Evans Vacancy ID : 172685 Contact Phone : Closing Date & Time : 22-May-2024 12:00 Pay Scale : STANDARD GRADE 5 Contact Email : [email protected] Salary (£) : 28759 - 33966

Job details


Administrative Officer


University of Oxford


United Kingdom


May 09, 2024

Application deadline

May 22, 2024

Job type



Business and Economics,Social Science

About the employer

The University of Oxford is the oldest university in the English-speaking world, and is actually so ancient that its founding date is unknown – though it is thought that teaching took place there as early as the 11th century. It’s located in and around the medieval city center of Oxford, dubbed “the dreaming city of spires” by the 19th century poet Matthew Arnold, and comprises 44 colleges and halls as well as the largest library system in the UK. 

There are 22,000 students at Oxford in total, around half of whom are undergraduates, while 40 per cent are international students. A quarter of the city of Oxford’s residents are students, giving the city the youngest population in the UK. 

The University of Oxford does not have a main campus, its buildings and facilities instead being scattered around the medieval city center. Its colleges each have a distinctive character and traditions often dating back centuries. Colleges are self-governing institutions to which students usually apply directly. There are four academic divisions within Oxford University: Humanities, Mathematical, Physical and Life Sciences; Medical Sciences; and Social Sciences. The university’s particular strength is the sciences, and it is ranked number one in the world for medicine.

Oxford is a youthful and cosmopolitan city with plenty to see and do. There are dozens of historic and iconic buildings, including the Bodleian Libraries, Ashmolean Museum, Sheldonian Theatre, the cathedral, and the colleges themselves.  Students can choose to spend their time studying or avail themselves of the many extracurricular activities available. There’s a strong musical life at Oxford, with clubs and societies spanning all genres, from jazz, through to classical and folk. Oxford is also ranked highly for sport, with its top rowers taking part every year in the world-famous boat race with the University of Cambridge on the River Thames. Drama lovers are also well catered for, with one of the largest and most vibrant university drama scenes in the country.

Oxford has an alumni network of over 250,000 individuals, including more than 120 Olympic medalists, 26 Nobel Prize winners, seven poets laureate, and over 30 modern world leaders (including Bill Clinton, Aung San Suu Kyi, Indira Ghandi and 26 UK Prime Ministers). 

It has a friendly rivalry with Cambridge for the title of best university in the UK and is regularly ranked as being one of the top three universities in the world. Notable Oxford thinkers and scientists include Tim Berners-Lee, Stephen Hawking and Richard Dawkins.

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