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Administrator (Fixed Term Contract)

We are the world’s largest university press. We have both a worldwide reach and a personal understanding of local needs, partnering on the ground to adapt publications and resources to meet the individual needs of communities, societies, and countries. We partner with researchers, educators, and technology partners to stay ahead of the changing ways people around the world are accessing and sharing knowledge. With a presence in more than 50 countries and millions of customers around the world, an idea launched at OUP can have global impact.

This key support role is needed to provide a full administrative service for the Secondary editorial teams to enable the smooth running of the department. This is a full time, permanent role that supports and enables our editorial colleagues to work efficiently and well.

Under the guidance of the Senior Publishing Administrator, you will be responsible for:

  • Managing and coordinating calendars for key managers; updating and scheduling diaries for day to day meetings, special events and travel.
  • Processing invoices, contracts, IP forms and author fees/ royalties for the publishing team and ensuring accurate tracking and timely payment to all authors and suppliers.
  • Managing the tracking of contracts in and out of the business, ensuring that relevant data is captured on relevant spreadsheets/systems so that you can confidently report back on contract progress and payment dates.
  • Managing your workload in a fast paced department, where directors have busy schedules and are often in meetings or working away from the office. You must be able to work on your own initiative to coordinate meetings, including booking meeting rooms, updating Outlook calendars and ordering equipment and refreshments.
  • Taking minutes: recording actions and decisions in a variety of forums across the business, circulating information to stakeholders and following-up on action points with key stakeholders to ensure that projects and initiatives are communicated effectively.
  • Carrying out administrative duties for senior managers, including the processing of invoices, updating the primary budget tracker and printing and photocopying as necessary.
  • Providing other administrative support as required.
  • Carry out ad-hoc small project work at the request of, and in conjunction, with the UK Schools Director.
  • Support the Senior Publishing Administrator and PA to the OE UK Director by helping review and/or improve administration processes, and to provide holiday/sickness cover for that role as needed.

Please note, this is 26 week fixed term contract with the possibility of extension.

About you

The successful candidate will have:

  • Experience of providing a high level of administrative support to a large and busy team
  • Good IT skills in using MS Office, particularly Excel and Outlook
  • An ability to deal with multiple tasks and a complex workload
  • Good organizational and time management skills.
  • Excellent written and verbal communication skills, with a keen eye for detail
  • An ability to work proactively/independently and use own initiative as well as work well in a team

First stage interviews will be held face to face in Oxford on the 29th October.


We care about work/life balance here at OUP; with this in mind we offer 25 days’ holiday (plus bank holidays), and a 35-hour working week, along with the flexibility to start and finish late or early as required.

Our pension contribution is up to 11%.

Wellbeing is really important to us so we also have a wide range of facilities including: a canteen that serves a wide variety of healthy and delicious meals, a subsidized onsite gym and subsidized coffee shops.

We believe that the skills you bring to OUP are just a starting point. We want you to have the opportunity to expand your abilities, and to innovate and develop in areas which both interest you, and support your aspirations.


For any queries in relation to this vacancy, please contact


We are committed to supporting diversity in our workforce, and ensuring an inclusive environment where all individuals can thrive. We seek to employ a workforce representative of the markets that we serve and encourage applications from all.


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OUP UK - Oxford
Great Clarendon Street, Oxford, Oxfordshire, UK
  • Division:
    Oxford Education
  • Closing Date:
    21 October 2019
  • Salary:
    In the region of £22,000 depending on skills and experience
  • Location:
    OUP UK - Oxford
  • Full Time / Part Time:
    Full Time
  • Ref:

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