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"""MATHEMATICAL INSTITUTE ANDREW WILES BUILDING Job Description and Selection Criteria Job title Internal Communications Officer Division Mathematical, Physical and Life Sciences (MPLS) Department Mathematical Institute Location Split: 9 Parks Road and Mathematical Institute, with potential for some home working once established in post Grade and salary Grade 7: Salary: £36,024- £44,263 per annum Hours Part time (30 hours / 0.8FTE) with flexible working patterns available Contract type Fixed-term (24 months / 2 years) Reporting to MPLS Strategic Communications Manager, with dotted line to External Relations Manager, Mathematical Institute Vacancy reference 171946 This position is available for an immediate start Additional information This post is subject to a 12-month probationary period. Role: This role provides an exciting and unique opportunity to enhance internal communications at the Mathematical Institute, a thriving academic department with an outstanding reputation for its teaching and research, whilst also shaping the future direction of interdisciplinary collaboration at the Mathematical, Physical, and Life Sciences (MPLS) Divisional Office. Splitting your time 50/50 between the two friendly and dynamic teams, you will bring extensive experience across digital and social media communications to drive innovation and excellence in communication and engagement practices. You will be an important connection across both entities, spearheading initiatives to foster inclusivity, diversity, and equity, and boosting student and staff engagement on various programmes including surveys, events and wellbeing projects. Your responsibilities will include developing and implementing strategic internal communication plans, advising senior staff and academics on communications, and overseeing the successful execution of initiatives crucial to the growth and cohesion of the Mathematical Institute and MPLS Divisional Office. This role offers an exciting opportunity to shape the future direction of interdisciplinary collaboration and communication within the vibrant landscape of the MPLS Division. Responsibilities For the MPLS Divisional Office Communication Strategy Implementation: • Professionally deliver aspects of the MPLS communications strategy. • Write, edit, and proofread a range of communications materials for broad audiences, including newsletters, bulletins, briefings, and reports. • Develop and update online communications for the division, including the division’s intranet, website, and social media channels. Stakeholder Engagement: • Identify and engage with a range of stakeholders and audiences, providing timely and relevant information to them as appropriate. • Deliver tailored communications training and advice sessions to subject matter experts in the division. Team Leadership and Guidance: • Act as a point of contact for less experienced team members and communication officers in MPLS departments, providing day-to-day guidance and signposting. • Support communications officers and divisional office staff with tools such as Adestra, SharePoint and Haiku. Compliance and Networking: • Ensure that divisional communications follow the University guidelines on branding, and encourage others to use them. • Ensure that online communications meet accessibility requirements. • Be an active member of the University’s Communication Officers network and/or other relevant networks/groups to share information, promote best practices, and ensure crossUniversity communications are coordinated. Digital Communications: • Manage routine tasks such as updating SharePoint, sending event digests, updating organisational charts and maintaining the delivery of the weekly items for dissemination. • Evaluate the website and social channels using tools like Google Analytics and adjust using the communications channels to reach better engagement. • Administer various internal processes, including induction for new staff and network distribution lists. • Explore and implement additional communication channels, such as LinkedIn or BlueSky. • Undertake additional responsibilities as needed, including overseeing divisional office events administration. For the Mathematical Institute • Work closely with members of the senior leadership team and the External Relations Manager to develop and implement internal communication strategies to enhance engagement and alignment with departmental goals in support of delivery of the department’s Strategic Plan. Current examples include communication of the outcomes of recent reviews of undergraduate and MSc teaching; the review of departmental teaching stint and what any proposed changes mean for different stakeholders; implementation of 171946_JobDescription_InternalCommunicationsOfficer_FINAL.doc 2 • • • • • • • • • • the department’s Wellbeing Strategy; and preparations for our next Athena Swan renewal bid. Create and distribute internal communications materials, including newsletters, emails, webpages, and announcements. Work closely with the External Relations Manager to help promote internal events and meetings, including logistics, agenda creation, and follow-up communication. Select and implement appropriate methods for evaluating internal communications activities, analysing the results to inform future strategy. Ensure consistency in messaging and branding across all internal communication platforms. Identify and engage with a range of stakeholders and audiences, providing timely and relevant information to them as appropriate. Stay informed about departmental developments and research activities to accurately communicate updates internally. Collaborate with other MPLS departments to gather and disseminate relevant information to staff and faculty. Stimulate and support departmental engagement with University communications and initiatives, such as the Staff Experience Survey, Professional Services Together, etc. Participate in the University’s Communication Officers network and other relevant networks/groups to share information, promote best practice and ensure cross-University communications are coordinated. Assist in crisis communication efforts, providing timely and accurate information to staff during emergencies. Any other tasks commensurate with the grade, as agreed with the Head of Administration and Finance. Selection Criteria: Your application will be judged only against the criteria which are set out below. You should ensure that your application shows clearly how your skills and experience meet these criteria. The Selection Committee for this process is expected to comprise; • Dr Jocasta Gardner (Chair, Mathematical Institute) • Dyrol Lumbard (Mathematical Institute) • Kirsty Heber-Smith (MPLS Communications Manager) The University is committed to fairness, consistency and transparency in selection decisions. Members of the selection committee are aware of the principles of equality of opportunity, fair selection and the risks of bias. If, for any reason, you have taken a career break, parental leave or have had an atypical career and wish to disclose this in your application, the selection committee will take this into account, recognising that the quantity of your experience may be reduced as a result. Essential: • Educated to degree level or equivalent professional experience. • Extensive communications experience in digital and social media. • Proven experience in producing effective web content. • Excellent writing skills and attention to detail. • Excellent interpersonal skills, including diplomacy and the ability to inspire the confidence of senior colleagues. • Ability to work independently in a complex environment, taking initiative when necessary and prioritising effectively to meet deadlines. 171946_JobDescription_InternalCommunicationsOfficer_FINAL.doc 3 • • Proficiency working with a range of computer-based and online applications, including website content management systems. Excellent research and analytical skills, including the ability to interpret complex data. Desirable: • Professional qualification in public relations or marketing. • Experience working in higher education. • Knowledge or interest in the subject area of the division. Pre-employment screening Standard checks If you are offered the post, the offer will be subject to standard pre-employment checks. You will be asked to provide: proof of your right-to-work in the UK; proof of your identity; and (if we haven’t done so already) we will contact the referees you have nominated. You will also be asked to complete a health declaration so that you can tell us about any health conditions or disabilities for which you may need us to make appropriate adjustments. Please read the candidate notes on the University’s pre-employment screening procedures at: https://www.jobs.ox.ac.uk/pre-employment-checks 171946_JobDescription_InternalCommunicationsOfficer_FINAL.doc 4 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 cuttingedge. Oxford is one of Europe's most entrepreneurial universities and we rank first in the UK for university spin-outs, and in recent years we have spun out 15-20 new companies every year. 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. The Mathematical Institute The Mathematical Institute, as Oxford’s Department of Mathematics is known, is one of the leading mathematics departments in the world. Our mathematical research, impact and environment have twice been ranked first in the UK, in the 2021 and 2014 Research Excellence Framework exercises, a government review of research in all UK universities. The Mathematical Institute is the focus of research into both fundamental mathematics and its applications, and our inclusive nature and overall size are key factors in the provision of an outstanding research environment for our members. The large number of faculty, postdocs and students in the Mathematical Institute, all supported by excellent facilities, allows us to maintain a critical mass in research groups encompassing a wide spectrum of mathematics, while our integrated nature fosters collaboration between fields. We also host a large number of academic visitors. Our web pages (www.maths.ox.ac.uk) provide comprehensive information about all of our activities. The research activities of the Institute as a whole can be gauged from the web pages of the research groups and centres within the Institute (www.maths.ox.ac.uk/research). The range of our research interests is well reflected by the profile of our faculty as listed at www.maths.ox.ac.uk/people. Many members of the Institute have received prestigious prizes and other special recognition for their work; some recent examples can be found at www.maths.ox.ac.uk/news. The Mathematical Institute moved into the purpose-built Andrew Wiles Building in the University’s Radcliffe Observatory Quarter in September 2013. As well as providing offices for all staff and graduate students, it houses a range of other facilities available to members of the department, including the Whitehead Library, a large range of meeting rooms, teaching spaces, lecture rooms, and social spaces, and a small laboratory for carrying out table-top experiments. For more information, see www.maths.ox.ac.uk/about-us . Teaching is central to the life of the Mathematical Institute and we have around 900 undergraduates on course, some on joint courses with other departments. We teach around 250 students each year across five taught master’s degree courses, and have over 250 doctoral students in residence at any one time. Our doctoral programme always attracts the 171946_JobDescription_InternalCommunicationsOfficer_FINAL.doc 5 best research students from across the world, and we have a broad mentoring and training programme. The Mathematical Institute strives to ensure that all staff and students are given the opportunities and support they need to achieve their potential. We are committed to equality of opportunities and to advancing women’s careers. We support staff returning from long-term absence with teaching relief, offer flexible working arrangements, and the department sponsors University nursery places to support the priority allocation of childcare to our staff. Further information about family support can be found below under University Benefits, Terms and Conditions. Our Equality, Diversity & Inclusion Committee1 contributes to many aspects of our work. As part of the department’s commitment to openness, inclusivity and transparency, we strongly encourage applications from all who consider they meet the requirements of the post, and particularly from women and ethnic minorities. We have a number of family-friendly policies, such as the right to apply for flexible working, hybrid working, and support for staff returning from periods of extended absence. We are committed to ensuring an inclusive interview process and will reimburse up to £250 towards any additional care costs (for a dependent child or adult) incurred as a result of attending an interview for this position, which may not be applicable if the interviews are held remotely. For more information on the Mathematical Institute, please visit: www.maths.ox.ac.uk The Mathematical Institute holds a silver Athena Swan award to recognise advancement of gender equality: representation, progression and success for all. The Mathematical, Physical and Life Sciences Division The Mathematical, Physical, and Life Sciences (MPLS) Division is one of the four academic divisions of the University. Oxford is widely recognised as one of the world's leading science universities and the MPLS Division is home to our non-medical sciences, with 10 academic departments that span the full spectrum of the mathematical, computational, physical, engineering and life sciences, and undertake both fundamental research and cutting-edge applied work. Our research tackles major societal and technological challenges – whether developing new energy solutions or improved cancer treatments, understanding climate change processes, or helping to preserve biodiversity, and is increasingly focused on key interdisciplinary issues. We collaborate closely with colleagues in Oxford across the medical sciences, social sciences and humanities, and with other universities, research organisations and industrial partners across the globe in pursuit of innovative research geared to address critical and fundamental scientific questions. The disciplines within the MPLS Division regularly appear at the highest levels in rankings, including the Times Higher Education and QS world rankings. Nationally, the quality of the Division’s research outputs and environment, and the resulting impact, was recognised through strong performances in the UK Research Excellence Framework in both 2014 and 2021. MPLS is proud to be the home of some of the most creative and innovative scientific thinkers and leaders working in academe. Our senior researchers have been awarded some of the most significant scientific honours and we have a strong tradition of attracting and nurturing the very best early career researchers who regularly secure prestigious fellowships and faculty positions. MPLS continues in its work to support diversity in its staffing, seeing that it will bring 1 The Mathematical Institute was a founding supporter of the London Mathematical Society’s Good Practice Scheme (www.lms.ac.uk/women/good-practice-scheme). We have held an Athena SWAN Silver Award since 2016. 171946_JobDescription_InternalCommunicationsOfficer_FINAL.doc 6 benefits to all, and we are pleased to note that all academic departments in the Division hold Athena Swan Awards. We have around 7,300 full and part-time students (including approximately 3,400 graduate students) and play a major role in training the next generation of leading scientists. Oxford's international reputation for excellence in teaching is reflected in its position at the top of the major league tables and subject assessments. MPLS academics educate students of high academic merit and potential from all over the world. Through a mixture of lectures, practical work and the distinctive college tutorial system, students develop their ability to solve diverse mathematical, scientific and engineering problems. MPLS is dedicated to bringing the wonder and potential of science to the attention of audiences far beyond the world of academia. We have a strong commitment to supporting public engagement in science through initiatives including the Oxford Sparks portal (www.oxfordsparks.ox.ac.uk) and a large variety of outreach activities; these are crucial activities given so many societal and technological issues demand an understanding of the science that underpins them. We also bring the potential of our scientific efforts forward for practical and beneficial application to the real world and our desire, aided by the work of Oxford University Innovation and Oxford Sciences Innovation, is to link our best scientific minds with industry and public policy makers. For more information about the MPLS division, please visit: www.mpls.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). All applications must be received by 12.00 noon UK time on Friday 12 April 2024. Interviews are anticipated to take place in the week commencing 22 April 2024. 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). 171946_JobDescription_InternalCommunicationsOfficer_FINAL.doc 7 DATA PROTECTION: All data supplied by applicants will be used only for the purposes of determining their suitability for the post, and will be held in accordance with the principles of the Data Protection Act 1998 and the department’s data protection policy. https://www.maths.ox.ac.uk/members/policies/data-protection/statement Due to the large volume of recruitment that the department administers we are unable to provide feedback to non-shortlisted applicants. If you need help Application FAQs, including technical troubleshooting https://staff.web.ox.ac.uk/recruitment-support-faqs advice is available at: Non-technical questions about this job should be addressed to the recruiting department directly at vacancies@maths.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. 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, which with effect from 1 October 2023 will be 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. 171946_JobDescription_InternalCommunicationsOfficer_FINAL.doc 8 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 dependents. 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. 171946_JobDescription_InternalCommunicationsOfficer_FINAL.doc 9 """^^ . . .