Job Description

Christ Church seeks to appoint an Executive Assistant to the Head of House.

Reporting to the Very Reverend Professor Foot, the post holder will be the Executive Assistant to the Head of House. They will be expected to provide efficient and effective support to the Dean at the highest level, in a largely independent and self-managed capacity, when workload permits, to assist in other administrative offices in Christ Church.

The post holder will run the office of the Dean, including responsibility for all aspects of the office in support of the Dean. This will include the management of communications with, and for, the Dean and the outside world; liaising with leading figures in the cultural, business, University and ecclesiastical sectors; and arranging and managing high profile events. The post holder would be expected to work five days a week in the office during full term. Out of term there may be an opportunity for a hybrid arrangement to be agreed.

Duties

EA Support and Office Administration

Provide comprehensive and efficient administrative support to the Dean in all aspects of her work, in order to facilitate the smooth and effective performance of her role, and devising and implementing office administrative systems and procedures and proactively improving these where necessary Proactively survey the month and week ahead, to determine what needs to be prioritised and what can be delegated to other senior college officers. This will involve proactive and meticulous inbox management of the Dean's email account. The post holder will need to become well acquainted with the organisational structure and role holders, so that they can swiftly delegate issues and actions to the relevant party, on behalf of the Dean Draft correspondence and manage the Dean's diary, highlighting pressing strategic issues. The role holder will need to use considerable initiative and discretion to make considered judgements without reference to the Dean Draft original, and sometimes sensitive, correspondence for external audiences on behalf of the Dean Maintain the Dean's electronic diary, including organising internal and external meetings. Schedule competing priorities into the week and forward plan domestic and international travel in conjunction with the relevant college or university offices Assist the Dean with routine tasks relating to the Cathedral side of her role, including using online lectionary resources Coordinate, organise and support meetings held by the Dean including making room/refreshment bookings and greeting visitors. Some meetings will require minute-taking, and most will require follow up of action points and liaison with other members of staff and/or students to ensure efficient distribution of information Ensure that the Dean is prepared for all meetings by gathering summaries, reminders, and/or briefings. Ensure meeting papers are available in hard copy and/or electronic format. Follow up on action points as required Identify priority items of business on behalf of the Dean, ensuring that she meets key deadlines Allocate tasks to other staff when appropriate by reaching informed judgements about those items which need to be dealt with by the Dean personally, and those that can be delegated Support the Dean in managing information flow in a timely and accurate manner Make appropriate travel arrangements, booking hotels and restaurants and other events, both domestically and overseas Provide line management of a small team of support staff, operating to facilitate the Dean's meetings, events and receptions

Communication

Communicate effectively and professionally with senior colleagues within Christ Church, the broader University and the wider community, on behalf of the Dean, recognising the often highly confidential nature of correspondence, and ensuring that enquiries made to the Dean are dealt with promptly Responding both verbally and in writing to a range of issues on behalf of the Dean, drafting original and sometime sensitive correspondence for external audiences Research and prepare reports or briefing papers for the Dean and other senior staff Support committee work on behalf of the Dean, preparing Agendas, drafting and circulating Minutes, creating presentations and other key documentation for meetings

Events

The Executive Assistant will work closely with the Dean in managing prestigious and high-profile College events hosted by the Dean Events will involve creating and managing invitations lists, sending invitations and manging the responses, organising event logistics such as catering, IT and table/seating plans, along with overseeing the events as they happen Student Co-ordination Liaising with the Academic Office for termly Dean's Collections Organising meetings between the Dean and the MCR, JCR and other student groups

Other

Support the Dean with ad hoc projects as they arise Provide other support, pro-actively and as needed, for the Censors and Academic Registrar in a variety of tasks Manage the Dean's Housekeeper to ensure that the Dean's office and household runs smoothly.
The above list is not exhaustive, and the post-holder will be expected to carry out such other duties as the College may from time-to-time request, commensurate with the grade and responsibilities of the post. The list of duties may be varied according to Christ Church's evolving needs without changing the essential character of the post.

Person Specification (selection criteria)

Essential

Experience of successfully managing the busy office of a senior member of staff, preferably (but not necessarily) in a university and/or charitable or ecclesiastical organisation Demonstrable experience of complex diary management, managing competing demands and able to prioritise requests Excellent written communication skills, able to draft correspondence (letters, reports etc.) which is well structured, clear and tailored to the audience Demonstrable experience of note taking for high level and sensitive meetings Excellent verbal communication skills and the ability to deal tactfully and effectively with a wide variety of members of the Christ Church and the wider University, including academic staff office-based staff, students as well as members of the public Ability to communicate effectively with a wide range of different colleagues including senior clergy in the Cathedral and Chapter, as well as outside Christ Church in the Diocese and national Church Good judgement and the ability to deal appropriately with confidential information, including tactfully handling sensitive situations Excellent organisational skills, with the ability to effectively prioritise and plan ahead, whilst maintaining a meticulous attention to detail Experience of making complex travel arrangements and associated bookings Ability to handle sensitive information and confidential matters with discretion and initiative A flexible approach to workload and hours of work, with a co-operative and collaborative attitude Experience of managing people, or an aptitude for this with a willingness to learn Good IT skills (Microsoft Office, Excel, email etc.) and the capacity to pick up new systems quickly.

Desirable

Knowledge or experience of the University of Oxford, and its collegiate system Sympathy with the Christian ethos, vision and ministry of Christ Church Cathedral.

How to Apply

To apply for this position please complete provide the documentation listed below, no later than the deadline of noon on 19 May 2025. Applications received after this time will not be considered.

Application documents should include:

A letter of application addressed to the Dean stating your interest in the role, and explaining how you meet the criteria in the Person Specification, set out above, using examples of your skills and experience; and A CV, including the names and contact details of two referees. References will only be taken up for the successful candidate.

Applications should be emailed to recruitment@chch.ox.ac.uk

Applications will be assessed only against the criteria which are set out in the job description, and applicants should ensure that their applications explain how they meet each of the selection criteria for the post using examples of their skills and experience. This may include experience gained in employment, education, or during career breaks (such as time out to care for dependants).

Interviews are likely to be held end of May/early June.

Job Types: Full-time, Permanent

Pay: 38,674.00-46,913.00 per year

Benefits:

Bereavement leave Company events Company pension Discounted or free food Employee discount Enhanced maternity leave Enhanced paternity leave Free flu jabs Gym membership Health & wellbeing programme Sick pay Transport links
Schedule:

Monday to Friday No weekends
Ability to commute/relocate:

Oxford OX1 1DP: reliably commute or plan to relocate before starting work (required)
Work authorisation:

United Kingdom (required)
Work Location: In person

Application deadline: 19/05/2025