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PACS
Planning and Council Secretariat
_________________________________________________________________________

Job title

Assistant Registrar (Governance)

Division

University Administration and Services

Department

Planning and Council Secretariat

Location

University Offices, Wellington Square

Grade and salary

Grade 8: £45,585 to £54,395 per annum

Hours

Part time (0.8 FTE = 4 days/week)

Contract type

Permanent

Reporting to
Vacancy reference

Head of Governance
168190

The role
The Assistant Registrar (Governance) will be one of a seven-strong team within the Planning and Council Secretariat,
reporting to the Head of Governance. The Governance team is responsible for supporting the University’s central
governance: Council, Congregation, the maintenance of the University’s legislation, certain of Council’s committees,
and elections by Congregation and Convocation. It also provides advice and support on all aspects of the University’s
governance.
The post provides an excellent opportunity for a dynamic and proactive professional interested in this high-profile
work helping the University mitigate the risks of reputational, ethical or similar nature associated with the receipt of
donations and research funding by the University as well as the security related risks resulting from international
collaborations. In addition, following a review of Health and Safety across the University this post will seek to integrate
the newly established Safety Executive Group and the associated Consultative Committee within the existing
governance structures. This role is therefore wide-ranging and will provide an exciting opportunity to gain an insight
into many areas of the University, and to take responsibility for a number of important pieces of work.
The person appointed will have a keen interest and the ability to deal with issues considered by the Committee and
the two Groups. They will have excellent written skills, including the ability to set out advice and arguments clearly,
concisely and comprehensively, and in a manner which may easily be understood by those unfamiliar with the topic.
They will draw on their already strong organisational and interpersonal skills. They will work closely with senior
officers, academic and professional services staff in University Administration Services (UAS) and the divisions.

Responsibilities
The responsibilities of the post holder will include the following.
(i)

Committee to Review Donations and Research Funding (CRDRF) Secretariat:

CRDRF oversees the University’s process for the acceptance of donations received by the University for any purpose;
and funding received specifically for the purpose of conducting research. It reports to the Council of the University and
is governed by Council Regulations. CRDRF plays a crucial role in mitigating the risks associated with the receipt of
donations and research funding by the University. In servicing this committee, the Secretary will:
•

Work with the Chair (an External member of Council) and PVC (Development and External Affairs) to plan the
business of the Committee for the year ahead and plan meeting agendas;

•

Taking the lead from the Chief Development Officer horizon-scan and proactively advise the Chair and PVC on
emerging issues recommending governance related actions to be taken (e.g. sourcing papers; adding items to
meeting agendas; seeking subject specific expertise and advice etc.);

•

Provide administrative support to the Committee (scheduling and organising meetings; collating and
circulating paper packs; note taking; minutes; proactively following up on actions between meetings etc.);

•

Play a key role in developing the framework that underpins CRDRF, drawing on their compliance and/or legal
experience;

•

Ensure that the Committee works effectively and that it is able to meet its obligations to maintain and keep
under review the guidelines for the receipt of donations and funding, and take decisions on cases referred to
it under the framework;

•

Be familiar with the legal, reputational and financial risks associated with these activities;

•

Establish close working relationships with colleagues in the Development Office, Research Services, Legal
Services and the Public Affairs Directorate;

•

Support CRDRF with commissioning advice from the Security in International Collaboration Group.

(ii)

Security in International Collaboration Group (SICG) Secretariat:
The recently created SICG is an advisory group to the General Purposes Committee of Council with a remit to
consider operational and policy issues relating to international research and education collaborations. In
servicing this Group, the Secretary will:

•

Work with the Chair (PVC (Research) and the International Collaboration & Export Control Manager in
Research Services to plan the ‘standing items’ of business of the Group for the year ahead and plan meeting
agendas;

•

Provide administrative support to the Group (scheduling and organising meetings; collating and circulating
paper packs; note taking; minutes; proactively following up on actions between meetings etc.);

•

Establish close working relationships with colleagues in the Divisions and UAS;

•

Ensure effective flow of information between SICG and the CRDRF.

The work in both to the above areas is particularly sensitive and requires diplomatic skills of a high order. The post
holder can expect to engage in aspects of policy work at a significant level in the organisation, liaising with the ProVice-Chancellors, the Registrar, Development Office, Research Services, heads of UAS sections, and Divisional
Registrars, and in close liaison with Legal Services, Personnel Services and members of the Public Affairs Directorate.
(iii)

Safety Executive Group
The Safety Executive Group (SEG) has been created following a review of Health & Safety across the
University. It will report directly to Council. Its remit is to set strategy and implement policies on behalf of
Council. This Group will be the top of the operational chain of command for the purposes of implementation
and reporting. It will share decision making across ten to fifteen officers. SEG will meet formally once a term

Assistant Registrar September 2023 CRDRF,SICG, SEG, CCHS

2

and members may be required to ‘meet’ in a shared on line space between meetings should a decision be
required at short notice.
The Consultative Committee for Health & Safety will have a reporting pathway into the Safety, Health and
Environment Operations Network as well as the SEG. It will ensure effective consultation with Trade Unions
and other stakeholders. Ensuring appropriately scheduled consultations, effective communications and the
embedding of a safety culture across the institution will be its principle aims.
The post holder will be responsible for the management of the business of the above Committees, working closely
with each individual Chair to ensure that the focus of the committee/group’s business appropriately managed.
The post holder will:
•
plan the committee’s business;
•
prepare and circulate the agenda and papers and where appropriate publish them on a secure website;
•
ensure that all the arrangements are in place for the meetings;
•
draft the minutes and take follow-up action (which may include communicating with those who have items on
the agenda);
•
provide reports from the committee/group to Council or other bodies, and where appropriate, be responsible for
the wider dissemination of information on the committee’s work;.
•
be expected to advise committee members and others within the University and more widely on the
committee’s work and responsibilities.
The University’s governance operates to a tight timescale and the post holder will be required to manage responsibly
the business within those time constraints. Given the breadth and nature of the business of both the Committee and
Group, the post holder will need to have a flexible approach with the ability to adapt readily to different topics and
changing priorities on a daily basis.
Preparing papers may involve researching and/or writing them, or obtaining them from others and reviewing them.
Papers that go to Council or another committee can often be technical in nature and it is the responsibility of the
secretary to ensure that such papers are concise and intelligible to a lay reader, as well as being comprehensive.
The post holder will also be required to assist in the work of the Council Secretariat more generally, carrying out any
other reasonable duties as may be specified from time to time by the Head of Governance and/or the Director of the
Planning and Council Secretariat (PACS).

Selection Criteria
Essential
The post holder will be required to have, and to demonstrate evidence of, the following:
(i)

Educated to degree level or equivalent relevant work experience / intellectual capability

(ii)

Excellent written skills, including the ability to set out advice and arguments clearly, concisely and
comprehensively, and in a manner which may be easily understood by those unfamiliar with the topic;

(iii)

Demonstrably strong interpersonal skills, including the ability to interact effectively, in writing and orally, with a
wide variety of colleagues (both internal and external to the collegiate University) and with sensitivity to the
different circumstances of individuals with competing demands, and resilience;

(iv)

A proactive approach, including the ability to identify and respond appropriately where information has
relevance, not only to the task in hand, but also for other areas of work;

(v)

Flexibility in approach and the ability to adapt readily to different topics and changing priorities on a daily basis;

(vi)

A keen eye for detail and an appreciation of the importance of accuracy;

(vii)

The ability to work without close supervision, seeking advice from colleagues and keeping them informed as
appropriate, with a commitment to the completion of tasks;

Assistant Registrar September 2023 CRDRF,SICG, SEG, CCHS

3

(viii)

Strong organisational skills, including accurate record-keeping and the ability to prioritise competing workloads;
and

(ix)

the ability to deal with confidential information with absolute discretion.

Desirable Selection Criteria
(i)

Experience of working in a committee secretarial/ governance role in Higher Education or a comparable
organisation (for example, the public sector or a large charity);

(ii)

Background in one of the subject areas within the CRDRF, SICG or SEG or the ability to develop an
understanding of the topics under discussion in order to operate effectively.

About the University of Oxford
Welcome to the University of Oxford. We aim to lead the world in research and education for the benefit of society
both in the UK and globally. Oxford’s researchers engage with academic, commercial and cultural partners across the
world to stimulate high-quality research and enable innovation through a broad range of social, policy and economic
impacts.
We believe our strengths lie both in empowering individuals and teams to address fundamental questions of global
significance, while providing all our staff with a welcoming and inclusive workplace that enables everyone to develop
and do their best work. Recognising that diversity is our strength, vital for innovation and creativity, we aspire to build
a truly diverse community which values and respects every individual’s unique contribution.
While we have long traditions of scholarship, we are also forward-looking, creative and cutting-edge. Oxford is one of
Europe's most entrepreneurial universities. Income from external research contracts in 2016/17 exceeded £564m and
we rank first in the UK for university spin-outs, with more than 130 companies created to date. We are also
recognised as leaders in support for social enterprise.
Join us and you will find a unique, democratic and international community, a great range of staff benefits and access
to a vibrant array of cultural activities in the beautiful city of Oxford.
For more information please visit www.ox.ac.uk/about/organisation

Planning and Council Secretariat
The Planning and Council Secretariat (CS) section is responsible for university governance, compliance and legislative
processes, university planning and strategy development, managing relations with the Office for Students (OfS) and a
number of other external bodies, internal resource allocation and budgeting, and servicing the University’s most
senior executive and policy-making committees.
Seven members of the team are responsible for University-wide matters relating to governance, assurance, risk
management and compliance. A substantial portion of these activities relate to the servicing of Council and several of
its committees, including the General Purposes Committee, Congregation and elections by that body; and institutional
compliance with the Freedom of Information Act and the Data Protection Act.
Nine members of staff undertake a broad mix of projects and recurrent work across all aspects of strategic planning
and resource allocation. Activities include providing information to support the work of the Planning and Resource
Allocation Committee (PRAC) and Finance Committee, and their associated sub-committees. The teams also provide
strategic policy support to the Vice Chancellor, Pro Vice Chancellors and Senior Officers of the University, engaging
with major external partners including HESA and other public sector agencies, support for the University’s capital and
annual academic planning processes, modelling and operating the University’s resource allocation processes and coordinating the University’s participation in the Uniforum benchmarking programme.
For more information please visit: https://governance.admin.ox.ac.uk/about

Assistant Registrar September 2023 CRDRF,SICG, SEG, CCHS

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University Administration and Services (UAS)
University Administration and Services (UAS) is the collective term for the professional services departments of the
University. UAS comprises structures to:

•
•
•

support the University’s core academic purposes of teaching, learning and research;
ensure the University can meet the requirements of government, funding bodies and other external
agencies; and
facilitate the attainment of the objectives set out in the University’s Strategic Plan.

The offices of the UAS sections are spread across the city centre, with the main University Offices located in
Wellington Square.

For more information please visit: http://www.admin.ox.ac.uk

How to apply
Applications are made through our online recruitment portal. Information about how to apply is available on our Jobs
website https://www.jobs.ox.ac.uk/how-to-apply.
Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated
in the job description.
As part of your application you will be asked to provide details of two referees and indicate whether we can contact
them now.
You will be asked to upload a CV and a supporting statement. The supporting statement must explain how you meet
each of the selection criteria for the post using examples of your skills and experience. This may include experience
gained in employment, education, or during career breaks (such as time out to care for dependants)
Please upload all documents as PDF files with your name and the document type in the filename.
All applications must be received by midday UK time on the closing date stated in the online advertisement.

Information for priority candidates
A priority candidate is a University employee who is seeking redeployment because they have been advised that they
are at risk of redundancy, or on grounds of ill-health/disability. Priority candidates are issued with a redeployment
letter by their employing department(s).
If you are a priority candidate, please ensure that you attach your redeployment letter to your application (or email it
to the contact address on the advert if the application form used for the vacancy does not allow attachments).

If you need help
Application FAQs, including technical troubleshooting advice is available at: https://staff.web.ox.ac.uk/recruitmentsupport-faqs
Non-technical questions about this job should be addressed to the recruiting department directly
uashr@admin.ox.ac.uk

To return to the online application at any stage, please go to: www.recruit.ox.ac.uk.
Please note that you will receive an automated email from our online recruitment portal to confirm receipt of your
application. Please check your spam/junk mail if you do not receive this email.

Assistant Registrar September 2023 CRDRF,SICG, SEG, CCHS

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Important information for candidates
Data Privacy
Please note that any personal data submitted to the University as part of the job application process will be processed
in accordance with the GDPR and related UK data protection legislation. For further information, please see the
University’s Privacy Notice for Job Applicants at: https://compliance.admin.ox.ac.uk/job-applicant-privacy-policy. The
University’s Policy on Data Protection is available at: https://compliance.admin.ox.ac.uk/data-protection-policy.

The University’s policy on retirement
The University operates an Employer Justified Retirement Age (EJRA) for very senior research posts at grade RSIV/D35
and clinical equivalents E62 and E82 of 30 September before the 70th birthday. The justification for this is explained
at: https://hr.admin.ox.ac.uk/the-ejra.
For existing employees on these grades, any employment beyond the retirement age is subject to approval through
the procedures: https://hr.admin.ox.ac.uk/the-ejra.
There is no normal or fixed age at which staff in posts at other grades have to retire. Staff at these grades may elect to
retire in accordance with the rules of the applicable pension scheme, as may be amended from time to time.

Equality of opportunity
Entry into employment with the University and progression within employment will be determined only by personal
merit and the application of criteria which are related to the duties of each particular post and the relevant salary
structure. In all cases, ability to perform the job will be the primary consideration. No applicant or member of staff
shall be discriminated against because of age, disability, gender reassignment, marriage or civil partnership, pregnancy
or maternity, race, religion or belief, sex, or sexual orientation.

Assistant Registrar September 2023 CRDRF,SICG, SEG, CCHS

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Benefits of working at the University
Employee benefits
University employees enjoy 38 days’ paid holiday, generous pension schemes, travel discounts, and a variety of
professional development opportunities. Our range of other employee benefits and discounts also includes free entry
to the Botanic Gardens and University colleges, and discounts at University museums. See
https://hr.admin.ox.ac.uk/staff-benefits

University Club and sports facilities
Membership of the University Club is free for all University staff. The University Club offers social, sporting, and
hospitality facilities. Staff can also use the University Sports Centre on Iffley Road at discounted rates, including a
fitness centre, powerlifting room, and swimming pool. See www.club.ox.ac.uk and https://www.sport.ox.ac.uk/.

Information for staff new to Oxford
If you are relocating to Oxfordshire from overseas or elsewhere in the UK, the University's Welcome Service website
includes practical information about settling in the area, including advice on relocation, accommodation, and local
schools. See https://welcome.ox.ac.uk/
There is also a visa loan scheme to cover the costs of UK visa applications for staff and their dependants. See
https://staffimmigration.admin.ox.ac.uk/visa-loan-scheme

Family-friendly benefits
With one of the most generous family leave schemes in the Higher Education sector, and a range of flexible working
options, Oxford aims to be a family-friendly employer. We also subscribe to the Work+Family Space, a service that
provides practical advice and support for employees who have caring responsibilities. The service offers a free
telephone advice line, and the ability to book emergency back-up care for children, adult dependents and elderly
relatives. See https://hr.admin.ox.ac.uk/my-family-care Childcare
The University has excellent childcare services, including five University nurseries as well as University-supported
places at many other private nurseries.
For full details, including how to apply and the costs, see https://childcare.admin.ox.ac.uk/

Disabled staff
We are committed to supporting members of staff with disabilities or long-term health conditions. For further details,
including information about how to make contact, in confidence, with the University’s Staff Disability Advisor, see
https://edu.admin.ox.ac.uk/disability-support

Staff networks
The University has a number of staff networks including the Oxford Research Staff Society, BME staff network, LGBT+
staff network and a disabled staff network. You can find more information at https://edu.admin.ox.ac.uk/networks

The University of Oxford Newcomers' Club
The University of Oxford Newcomers' Club is an organisation run by volunteers that aims to assist the partners of new
staff settle into Oxford, and provides them with an opportunity to meet people and make connections in the local
area. See www.newcomers.ox.ac.uk.

Oxford Research Staff Society (OxRSS)
A society run by and for Oxford University research staff. It offers researchers a range of social and professional
networking opportunities. Membership is free, and all researchers employed by Oxford University are welcome to
join. Subscribe at researchstaff-subscribe@maillist.ox.ac.uk to join the mailing list to find out about upcoming events
and other information for researchers, or contact the committee on committee@oxrss.ox.ac.uk. For more
information, see www.ox.ac.uk/oxrss, Twitter @ResStaffOxford, and Facebook www.facebook.com/oxrss.

Assistant Registrar September 2023 CRDRF,SICG, SEG, CCHS

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</doc/?uri=https%3A%2F%2Fsource.data.ox.ac.uk%2Fvacancies%2F168190%2F0019051891.pdf> <http://xmlns.com/foaf/0.1/primaryTopic> <https://source.data.ox.ac.uk/vacancies/168190/0019051891.pdf> .