Administrative Assistant (Meetings, Events, and Communications)

Kennedy Institute of Rheumatology, Roosevelt Drive, Headington, Oxford OX3 7FY
We are seeking an Administrative Assistant to join the Kennedy Institute of Rheumatology. The Kennedy Institute runs a busy schedule of external and internal seminars, together with management and faculty meetings, social events, and special events such as institute retreats and meetings with advisory boards and other high profile visitors. The Administrative Assistant will have lead responsibility for the scheduling and administration required to ensure the smooth running of these and other meetings and events at the Institute. They will ensure arrangements are correctly made and communicated to all concerned. The role additionally involves provision of general administrative and communications support including handling a range of tasks for the Director's office, Scientific Writer, Director of Research and across the Institute as a whole; assisting the Institute Receptionist, including providing reception cover for any absences.
In this role you will be responsible for managing the organisation of meetings, seminars and events by acting as a first point of contact for general enquires, assisting in producing and maintaining the schedule for all meetings and events, and leading on the administrative arrangements (such as developing agendas, organising travel and accommodation and organising event catering). You will also produce and maintain sources of information such as the department's social media, website and reports to assist the NDORMS Communications team. You will also assist the Director's EA with the Director's travel arrangements and expense claims and other general tasks, which may include correspondence and deputising in their absence.

You must hold GCSEs (or equivalent) at a grade C or above in Maths and English, have the ability to organise events and make administrative arrangements and hold experience of managing administrative processes. You must have previous experience of working as part of a team in a busy office and be able to demonstrate good communication and interpersonal skills. You must have the ability to work independently, with minimum supervision, and a willingness to resolve situations, as well as knowing when to refer issues to others. An education to A level standard (or equivalent) and experience of reception or customer-facing work are desirable.

This is a permanent, full-time position. A pattern of hybrid working will be possible with the agreement of your line manager.