PA and Governance Administrator (Maternity Cover) Job at Oxford Full Time

Location – NDM Operations, located within the Building for Genomic Medicine, Old Road Campus, Headington, Oxford, OX3 7BN

We are seeking to appoint a Personal Assistant and Governance Administrator (Maternity Cover) to join the NDM Operations team within the Nuffield Department of Medicine. The role has two main areas of responsibility: providing Personal Assistant support to the Chief Operating Officer (COO), and coordinating the administration of the Department’s governance structure.

You will be responsible for providing comprehensive Personal Assistant support to the COO, including managing a complex diary, arranging meetings, preparing agendas and papers, organising domestic and international travel, and managing correspondence and enquiries. You will support the COO in preparing for meetings, liaise with internal and external stakeholders, and arrange and support visits and events.

You will also coordinate the administration of the Department’s governance structure. This includes organising committee meetings, preparing agendas and board papers, taking and circulating minutes, tracking actions using the Tracking Oxford Actions Database (TOAD), and maintaining the annual functional deadlines calendar. The role will involve supporting the preparation of reports and documentation for committees and ensuring that actions and decisions are accurately recorded and followed up.

It is essential that you are educated to A level standard or equivalent and have considerable experience working as a Personal Assistant or Executive Assistant at a senior level. You will have experience supporting governance or committee structures, including preparing agendas and papers, taking minutes and tracking actions. You must demonstrate excellent organisational and communication skills, strong attention to detail, and the ability to prioritise a busy workload and meet deadlines. Excellent IT skills, including Microsoft Office, and the ability to work both independently and as part of a team are essential. You must also be able to maintain confidentiality and handle sensitive information appropriately.

Applications for this vacancy should be made online and you will need to upload a supporting statement and CV. Your supporting statement must explain how you meet each of the selection criteria for the post using examples of your skills and experience. Please restrict your documentation to your CV and supporting statement only. Any other documents will be requested at a later date.

This position is offered full time on a fixed term contract until 1 April 2027. This post is to cover the absence of the substantive postholder, who is taking a period of maternity leave. The post is available until 1 April 2027 or the actual return of the substantive postholder, or the resignation of the substantive postholder and employment of a new postholder, whichever is the earliest.

This role can be offered as a secondment opportunity for internal candidates.

Only applications received before 12 midday on 15 June 2026 will be considered. Please quote 185425 on all correspondence.