Administrative Assistant

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The Administrative Assistant is a newly created position in the President’s Office to help provide efficient and confidential administrative support to the President and to the overall work of the office.

The primary responsibility of the postholder will be to provide day-to-day support to Professor Lady Sue Black, President of St John’s College. This will include dealing with the large volume of emails and enquiries received on a daily basis and managing the President’s diary.

The postholder will be responsible, in conjunction with the Executive Officer to the President, for quickly assessing and prioritising the urgency of requests for information from, or access to, the President and responding in a timely manner. The post-holder will also often be the first point of contact with the College for outside enquirers and a point of contact between the President and the rest of the College. In addition, the postholder will support events in the Lodgings and liaise with the relevant departments where appropriate. The role reports to the Executive Officer.

This is a great opportunity to join a small, friendly team and to work in an interesting and varied role where no two days are the same. The individual will gain an in-depth insight into life at an Oxford college and will have the opportunity to make a positive contribution to the President’s Office and the College as a whole.

MAIN DUTIES AND RESPONSIBILITIES

  • Proactively manage the President’s diary, scheduling and maintaining all details efficiently and effectively. Ensure that the President has the necessary documents required for each day, and that she is briefed on her daily schedule and prepared effectively for meetings.
  • Provide a regular to-do list for the President so that she is aware of when forthcoming speeches and interviews are due so that she can prepare for them.
  • Act as first point of contact for the President, deal with general enquiries and reply to correspondence in a timely and appropriate way. Ensure that urgent matters are addressed in the President’s absence, in liaison with the Executive Officer or the Director of Communications and Engagement.
  • Send College messages to the mailing lists and maintain the Honorary Fellows and Emeritus Fellows mailing lists so that they are up-to-date.
  • Ensure that all College and external activities are planned 1–2 years in advance to enable accurate co-ordination of both College and personal commitments.
  • Liaise with the Lodgings Housekeeper and other College staff as appropriate on arrangements for events and accommodation in the President’s Lodgings and deal with the President’s visitors including arranging accommodation and/or meals in College accordingly.
  • Organise and maintain accurate filing and database systems (paper and electronic) to ensure that important records can be located and that all records containing personal and confidential information are held securely.
  • Work with the Accounts Department to ensure the accurate charging of the President’s hospitality and expenses and manage the President’s credit card account.
  • Arrange travel and accommodation, both within the UK and internationally, and manage claims for related expenses. Produce detailed travel itineraries, as appropriate.
  • Provide event support in the Lodgings for the President’s Office: issuing invitations and recording replies and liaising closely with catering and events staff.
  • Provide administrative support for a number of events and occasions at which the President meets students, including the Freshers’ lunches, regular meetings with the JCR and MCR Presidents and Collections.
  • Organise, or support the organisation of, other events as required.
  • Support the administration of various College prizes and awards, receiving entries and organising and supporting judging panels. Arrange the mailing from the President to students who have received a College award.
  • Attend meetings, take comprehensive notes, and ensure that professional typed minutes are produced and distributed in a timely and accurate manner. When required, collate papers and prepare draft agendas in advance of meetings, and circulate copies to committee members in good time before the meeting.
  • Book rooms and facilities for meetings, as appropriate
  • General office duties, including the maintenance of equipment and ordering supplies.

For further details and how to apply please see here

Closing Date for applications is 4pm Monday 7th September 2026.