Facilities Administration Assistant

About the role

The Ashmolean Museum’s Facilities Team ensures that all buildings are managed efficiently, proactively maintained and remain fit for purpose within a sensitive museum environment. You will join a small but very busy team responsible for supporting both Hard FM and Central Services across the Museum’s estate.

You will provide administrative support across both the Maintenance and Central Services work streams. You will enter planned works into internal systems, organise digital files, collate data, and take minutes where required. You will administer CAD drawings, raise purchase orders using the University’s Oracle system, and act as the first point of contact for sustainability matters. You will support facilities activities through helpdesk and asset data collation, liaise with Estates Services, book spaces for facilities-related work, and act as a key contact for waste management and consumables ordering. You will also support health and safety processes, follow internal RAMS, and occasionally liaise with contractors on-site.

This is a full-time, fixed-term position, working 36.5 hours per week for 9 months. Due to the nature of this post, the successful candidate will be required to undertake a satisfactory Basic Disclosure and Barring Service (DBS) check due to working in a high security area of the Museum.

About You

You will be an effective communicator with experience of working in a busy environment and able to build good working relationships across teams. You will be self‑motivated, comfortable working independently as well as collaboratively, and able to use standard computer programmes with confidence. You will have an awareness of health and safety regulations and a willingness to learn Facilities Management processes, showing aptitude for following instructions. Experience of facilities work, helpdesk systems or working with external contractors is desirable.

What We Offer

As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including:

• An excellent contributory pension scheme
• 38 days of annual leave
• A comprehensive range of childcare services
• Family leave schemes
• Cycle loan scheme
• Discounted bus travel and Season Ticket travel loans

More information is available at https://hr.admin.ox.ac.uk/staff-benefits

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.

Only applications received online by 12.00 midday (GMT) on Wednesday 10^th December 2025 can be considered. Interviews are expected to take place on Friday 19^th December 2025.

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