Executive Assistant to Professor John Gallacher

Location:  Department of Psychiatry, Warneford Hospital, Oxford 

Salary : Grade 6: £34,982-£40,855 (discretionary range to £44,382) per annum 

The University of Oxford is a stimulating work environment, which enjoys an international reputation as a world-class centre of excellence. Our research plays a key role in tackling many global challenges, from reducing our carbon emissions to developing vaccines during a pandemic. 

The Department of Psychiatry is based on the Warneford Hospital site in Oxford – a friendly, welcoming place of work with an international reputation for excellence. The Department has a substantial research programme, with major funding from Medical Research Council (MRC), Wellcome Trust and National Institute for Health Research (NIHR) and provides highly rated medical training in psychiatry. The Head of Department is Professor Belinda Lennox. 

Applications are invited for an executive assistant to manage the administrative office of Professor John Gallacher, with his portfolio of high-value research grants and his university role within the Department of Psychiatry.  

Due to the nature of this supportive and people-facing role the role, the post holder will be required to work on-site for most of the time. Hybrid working may be possible on an ad-hoc basis. 

About the Role 

The post is for a fixed term (funded to 31 December 2025 in the first instance) and is based in the Department of Psychiatry at the Warneford Hospital. 

Whilst the role is a Grade 6 position, we would also consider candidates with potential but less experience who are seeking a development opportunity, for which an initial appointment would be as a Personal Assistant at Grade 5 (£31,459-£36,616) with the responsibilities adjusted accordingly. 

You will act as first point of contact for Professor Gallacher, identifying priority items of business and involving other colleagues as appropriate. Acting as secretary for executive-level meetings and preparing briefings, designing agendas and producing minutes and action for Professor Gallacher and other senior staff as required.* You will provide pre- and post-award grant support for Professor Gallacher. You will make UK and international travel arrangements, including the arrangements for visas and travel insurance where necessary. As a key part of the team, you will play an important part in setting the tone and atmosphere of the environment in which you work.   

About You 

You will be educated to degree standard (or equivalent) * /A Level or equivalent with GCSE in English and Maths (A*-C/9-5) (Grade 5 role) with experience of managing the office of a senior member of staff, including diary management, and making complex travel arrangements. You will have the ability to draft correspondence * and have the highest level of professionalism, discretion and diplomacy in dealing with confidential information, sensitive issues or high-profile contacts.

Diversity

Committed to equality and valuing diversity

Our active Psychiatry People and Culture teams and initiatives including our values and behaviours framework, work to make the Department of Psychiatry as supportive, welcoming and inclusive as possible. 

Application Process 

You will be required to upload a covering letter/supporting statement, CV and the details of two referees as part of your online application. Please see the University pages on the application process at https://www.jobs.ox.ac.uk/application-process 

The closing date for applications is 12:00 midday on 9 June 2025.

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