Administrative Assistant Job at Oxford Full Time NEW

Location: Clarendon Building, Broad Street, Oxford OX1 3BG

Hours: Part-time (28 hours per week / 0.7671 FTE)

About the role

The Bodleian Libraries is the largest university library system in the United Kingdom, supporting world-class teaching, learning and research. The Directorate team supports Bodley’s Librarian and the Executive Team, providing high-quality administrative and operational support across a busy and dynamic environment.

You will provide administrative support to the Directorate team and working with Reception, helping to ensure the smooth running of daily operations. You will prepare and distribute documentation, support executive meetings, maintain records and filing systems, update mailing lists and CRM records, arrange travel and visitor logistics, order supplies, and provide reception cover. You will communicate with colleagues across the Bodleian Libraries, the wider University, and external contacts, often handling confidential information with discretion and professionalism.

This is a permanent, part-time post, working 28 hours per week. The exact working pattern can be agreed with the successful candidate, but due to the nature of the role, we are unable to accommodate remote working. 

About You

You will have strong written and verbal communication skills and an excellent telephone manner. You will be confident using Microsoft Office applications, particularly Excel and Outlook, and will be comfortable working with a range of administrative systems and processes. 

You will have experience of working in a reception or customer service environment and will understand the importance of confidentiality when handling sensitive information. You will be able to prioritise competing demands, work effectively under pressure, and meet deadlines while maintaining a professional and approachable manner. You will also enjoy working collaboratively as part of a team, providing support to colleagues when required. Experience of using customer relationship management (CRM) systems would be advantageous. 

Diversity

Our staff and students come from all over the world, and we proudly promote a friendly and inclusive culture. Diversity is positively encouraged, through diverse groups and champions, as well as a number of family-friendly policies, such as the right to apply for flexible working and support for staff returning from periods of extended absence, for example, shared parental leave. 

We are committed to ensuring that our recruitment processes are inclusive and accessible. If you require the job description or any other materials in an alternative format, or if you would like to request any adjustments to support you through the application or interview process, please contact the recruitment team at recruitment@glam.ox.ac.uk. 

How to apply

You will be required to upload your CV and a supporting evidence form using the attached template as part of your online application. Your supporting evidence form should list each of the essential and desirable selection criteria, as listed in the job description, and explain how you meet each one. Both documents must be submitted to be considered. 

We aim to provide a supportive working environment and are happy to discuss training and professional development opportunities. The Chair of this recruitment panel will be Janet Killilea, Executive Assistant, who can be contacted with enquiries relating to the role (janet.killilea@bodleian.ox.ac.uk). General queries about the recruitment and application process should be directed to the Recruitment team within our Human Resources department (recruitment@glam.ox.ac.uk). 

Only applications received online by 12.00 midday (BST) on Friday 26^th June 2026 can be considered. Interviews are expected to take place on Friday 10^th July 2026.