Administrative Assistant (Estates and Facilities) Job at Oxford Full Time

Wolfson College is seeking a friendly, organised, and enthusiastic Administrative Assistant to join our busy and collaborative Estates and Facilities Team.

This is an excellent opportunity for someone looking to develop a career in administration, facilities management, accommodation services, or higher education operations. The role is varied, people-focused, and central to the smooth running of the College’s administrative and operational services.

About the role

The Administrative Assistant acts as a first point of contact for students, staff, visitors, contractors, and residents, providing professional and efficient support across estates, accommodation, and facilities services.

Key responsibilities include:

• Providing day-to-day administrative and secretarial support to the Estates and Facilities Team
• Acting as a first point of contact for enquiries via email, telephone, and in person
• Organising meetings, diaries, and schedules
• Preparing agendas, reports, and documentation
• Taking minutes for meetings, committees, and audits
• Maintaining records, databases, spreadsheets, and administrative systems
• Supporting accommodation administration, including room bookings and resident communications
• Assisting with operational projects and facilities activities across the College
• Liaising with contractors, service providers, and internal departments
• Supporting communications and newsletter content from the Estates and Facilities Team

About you

The successful candidate will have:

• Excellent organisational and administrative skills
• Strong customer service and communication skills
• A high level of accuracy and attention to detail
• Good working knowledge of Microsoft Office applications, particularly Outlook, Word, and Excel
• The ability to prioritise work and manage varying workloads
• A friendly, approachable, and professional manner
• The ability to work effectively both independently and as part of a team
• Discretion and sensitivity in handling confidential information

Salary and benefits

This is a full-time permanent role working 36.5 hours per week, normally Monday to Friday, between 9.00 am and 5.00 pm.

The starting salary for this role is £28,578 per annum, including Oxford Weighting.

Wolfson College offers an attractive range of benefits, including 39 days’ annual leave (including Bank Holidays), an attractive pension scheme, staff travel allowance (currently £1,105 net per annum for full-time staff), free lunch within allowance when on duty, free parking (subject to availability), interest-free loans for annual bus passes and bicycles, a supportive and inclusive working environment.

About Wolfson College

Wolfson College is one of the University of Oxford’s largest and most international graduate colleges. Founded in 1966, the College is known for its strong egalitarian and democratic ethos and for being one of Oxford’s most welcoming, innovative, and diverse scholarly communities.

The College is home to around 800 students from more than 75 countries, nearly 300 fellows, and almost 100 postdoctoral researchers. Located on the banks of the River Cherwell in North Oxford, the College occupies a beautiful campus of Grade II listed buildings set within extensive parkland grounds. We are the first higher education institution in the UK to have achieved net zero, eliminating carbon emissions from our estate.

Wolfson College is proud to be an inclusive and supportive place to work where staff contributions are recognised and valued.

How to apply

For further particulars and details of how to apply, please click on the ‘Apply‘ button above.

The closing date for applications is 9.00 am on Monday 1 June 2026. Interviews will be held on 10 June 2026.

Wolfson College is an equal opportunities employer. We welcome applications from all sectors of the community and are particularly keen to encourage applications from under-represented groups.