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The Software Engineering Programme, part of the Department of Computer Science, University of Oxford, has a vacancy for a part-time Administrative Assistant for a period of maternity cover.


The role offers variety, and you will provide administrative support alongside other members of the Software Engineering Programme team in all aspects of student and programme management including: on-course administration, examinations and assessment, marketing, recruitment, and admissions, finance, and general duties.


You will be the first point of contact for enquiries, whether by email, telephone, or in-person, and will support the organisation of interviews for prospective students, and in the reception of students arriving for modules.


The successful candidate will have excellent planning and organising skills, particularly when dealing with deadlines and a high volume of work, IT skills using MS Office, experience of working effectively as part of a team, and of interpreting/applying policies and procedures. Previous experience of co-ordinating training events, and of working in a University are highly desirable.


The closing date for applications is 12.00 noon on 13 November 2017.

"""^^ . . . "research postgraduate courses (or programmes) page"@en . . . "Wolfson Building" . . "Department of Computer Science, Wolfson Building, Parks Road, Oxford" . . . "about page"@en . "University of Oxford" . "true"^^ . . "Computer Science Library" . "conference facilities page"@en . . """_________________________________________________________________________ University of Oxford Department of Computer Science Job description and selection criteria Job title Administrative Assistant (Software Engineering Programme) Division MPLS Department Computer Science Location Wolfson Building, Parks Road, Oxford. Grade and salary Grade 4: £21,585 - £24,983 p.a. Hours Part time: 18.25 hours per week (0.5 FTE) Contract type Fixed term for 10 months from January 2018 Reporting to Software Engineering Programme Office Manager Vacancy reference 131067 The role The post holder will assist the other members of administrative staff in all aspects of student and programme management, including module registration, the preparation of course notes and information packs, the processing and managing of student feedback and teaching room set-up. Responsibilities A. On-course Administration The post holder is the first point of contact for all external and internal lecturers and will be required to provide advice and assistance with the arrangements for teaching. Other duties will include:           Booking and confirming all accommodation for external lecturers. Processing all course module registrations, confirming pre-requisites with students prior to the course starting, liaising with academic staff where necessary. Maintaining of accurate and consistent records of student attendance and participation on course. Confirming the payment of all fees related to course prior to students arriving. Sending out pre-study materials to students including course textbooks where required. Meeting and greeting students on the first day of the module, introducing them to the programme and dealing with all enquiries. Responsible for the daily set up of the teaching facilities, responding to requests for additional equipment in a professional and timely manner. Clearing up of teaching rooms at the end of each day. Receiving and processing all course feedback, including use of the database to present data to academic staff. Updating systems to provide student ID cards with 24hour access to CS building. B. Examinations and Assessment The post holder is the first point of contact for all external and internal lecturers and will be required to provide advice and assistance with the arrangements for teaching. Other duties will include:   Assisting with the assignment preparation process. Providing assistance to the administrative officer to process assignments and also provide cover during absence. C. Marketing, Recruitment and Admissions The post holder will support the work of the Administrative Officer and Programme Manager in the areas of recruitment and admissions, acting as the first point of contact for all prospective students and responding to enquiries by email, telephone or in person. The post holder will also be required to set up and attend marketing events such as exhibitions and open days, this will include travel and weekend working. Other duties will include: 2         Acting as a first point of contact for prospective employer and student enquiries, providing advice and guidance regarding the admissions process and escalating queries to the Administrative Office or Programme manager where required. Receiving CVs from potential applicants and forwarding to the programme DGS for review. Preparing and distributing application and interview packs for academic staff. Booking rooms and organising refreshments for interviews. Providing a meet and greet service for all interviewees and also giving a tour of the facilities. Assisting the Programme Manager with the preparation and running of exhibitions and open days. Attending open days and exhibitions and giving advice and guidance to prospective applicants regarding the programme. Distributing of promotional material to industry contacts. D. Finance The post holder will be responsible for purchasing all consumable for the programme including text books and refreshments. The post holder will be required to use the University’s iProcurement system. Other duties will include:   Assisting the Administrative Officer in liaising with the Finance office in the Department of Computer Science to ensure that invoices to students are issued in a timely and accurate manner. Assisting the Administrative Officer in following up missed payments with students and sending out reminders for payments where required. E. General The post holder will be required to undertake any tasks as requested by the Programme manager, these may include:    Collecting and distributing of post and deliveries for the programme. Providing administrative support for academic staff as required. Liaising with the Computer Science facilities and IT support teams to report issues with equipment or facilities. Hazard-specific / Safety-critical duties [delete if not appropriate] www.admin.ox.ac.uk/personnel/recruit/preempcheck/compulsorychecks/medical See: This job includes the following hazards or safety-critical activities which will require successful pre-employment health screening through our Occupational Health Service before the successful candidate will be allowed to start work:  Manual handling 3 Selection Criteria Essential          Ability to carry out daily manual preparatory work, including setting up teaching rooms, preparing, moving and handling course materials, ie, books, manuals, handouts, setting up and clearing away catering facilities Experience of planning for, prioritising and co-ordinating administrative requirements for multiple deadlines. Experience of high volume administrative work, involving accurate record keeping, preparing and distributing relevant information and documentation before, during and after events. A professional approach to dealing with internal and external customers representing the high standards of Oxford University. Experience of interpreting and applying departmental and organisational policies and procedures. Ability to work independently and to use own Initiative Competence and confidence in the use of MS Office and web browsers. Experience of working effectively as part of a team to achieve both individual and team goals. Occasional flexibility to participate in Open Days on a Saturday. Desirable   Experience of working in a Higher Education Institution Experience of working in a role co-ordinating training events 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, and in providing all of our staff with a welcoming and inclusive workplace that supports everyone to develop and do their best work. Recognising that diversity is a great strength, and 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 2014/15 exceeded £522.9m and ranked first in the UK for university spin-outs, with more than 130 spin-off 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 4 Department of Computer Science The Department of Computer Science was established in 1957, making it one of the longestestablished Computer Science departments in the country. It is one of the UK’s leading Computer Science Departments (ranked first in a number of international rankings). The UK Research Excellence Framework (REF) in December 2014 resulted in 74 members of the Department having 53% of their research activity ranked in the top category of 4* (worldleading). Overall, we received an average of 3.34 across the Department (3* being internationally excellent). A significant majority of the Department are active in externally sponsored research, with both government and industrial funding. At present, there are 69 members of academic staff and almost 100 research staff. The Department has close links with government, industry, and other departments within the University. Among the latter are Mathematics, Engineering, Physics, Statistics and a number of life sciences departments. The Department is housed across multiple sites within the University’s South Parks Road Science Area, facilitating strong collaborative links with research groups and institutes in closely allied areas (including the Oxford Internet Institute and the Oxford e-Research Centre). This is an essentially inter-disciplinary activity which is at present attracting major funding from a number of sources. At present, the Department holds over £50m in external research contracts. Research in the Department is currently managed in ten themes:  Algorithms & Complexity Theory focusses on determining the inherent difficulty of computational problems, classifying problems according to this inherent difficulty, and designing and analysing algorithms that use computational resources as efficiently as possible;  Artificial Intelligence & Machine Learning focuses on theoretical foundations, multiagent systems, deep learning and computational linguistics;  Automated Verification investigates theory and practice of formal verification and correct-by-construction synthesis for software and hardware systems;  Computational Biology & Health Informatics is concerned with computational approaches for biomedical research and healthcare innovation;  Cyber-Physical Systems is focusing on intelligent and autonomous sensor systems with applications in positioning, healthcare, environmental monitoring and smart cities;  Foundations, Structures and Quantum embraces interdisciplinary research, and has a particular interest in structural foundations of quantum computation;  Human-Centred Computing covers human-computer interaction, social computing and world-wide web;  Information Systems covers databases, knowledge representation and reasoning;  Programming Languages covers functional programming, program analysis, and programming language foundations;  Security specialises in cybersecurity, protocol analysis, systems security, trusted computing, human-centred security, and networking. For more information, please visit: http://www.cs.ox.ac.uk/. 5 The Mathematical, Physical, and Life Sciences Division (MPLS) 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. The disciplines within the MPLS Division regularly appear at the highest levels in world rankings. In the results of the six-yearly UK-wide assessment of university research, REF2014, the MPLS division received the highest overall grade point average (GPA) and the highest GPA for outputs. We received the highest proportion of 4* outputs, and the highest proportion of 4* activity overall. More than 50 per cent of MPLS activity was assessed as world leading. The MPLS Division's 10 departments and 3 interdisciplinary units 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 addresses major societal and technological challenges 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. 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 (including Nobel prizes and prestigious titles such as FRS and FR.Eng) and we have a strong tradition of attracting and nurturing the very best early career researchers who regularly secure prestigious fellowships. The Division is also the proud holder of eight Athena Swan Awards (4 Silver and 4 Bronze) illustrating our commitment to ensure good practice and to encourage women in science at all levels in the division. We have around 6,000 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 major 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 (http://www.oxfordsparks.net/) 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 endeavour to bring the potential of our scientific efforts forward for practical and beneficial application to the real world and our desire is to link our best scientific minds with industry and public policy makers. For more information about the MPLS division, please visit: http://www.mpls.ox.ac.uk/ 6 How to apply Before submitting an application, you may find it helpful to read the ‘Tips on applying for a job at the University of Oxford’ document, at www.ox.ac.uk/about/jobs/supportandtechnical/. If you would like to apply, click on the Apply Now button on the ‘Job Details’ page and follow the on-screen instructions to register as a new user or log-in if you have applied previously. Please provide details of two referees and indicate whether we can contact them now. You will also be asked to upload a CV and a supporting statement. The supporting statement should explain how you meet 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). Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description. Please upload all documents as PDF files with your name and the document type in the filename. All applications must be received by midday 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 departments. 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) Should you experience any difficulties using the online application system, please email recruitment.support@admin.ox.ac.uk. Further help and support is available from www.ox.ac.uk/about_the_university/jobs/support/. To return to the online application at any stage, please go to: www.recruit.ox.ac.uk. Please note that you will be notified of the progress of your application by automatic emails from our e-recruitment system. Please check your spam/junk mail regularly to ensure that you receive all emails. 7 Important information for candidates Pre-employment screening Please note that the appointment of the successful candidate will be subject to standard preemployment screening, as applicable to the post. This will include right-to-work, proof of identity and references. We advise all applicants to read the candidate notes on the University’s pre-employment screening procedures, found at: www.ox.ac.uk/about/jobs/preemploymentscreening/. The University’s policy on retirement The University operates an employer justified retirement age for all academic and academicrelated posts (grade 6 and above), for which the retirement date is the 30 September immediately preceding the 68th birthday. The justification for this is explained at: www.admin.ox.ac.uk/personnel/end/retirement/revisedejra/revaim/. For existing employees any employment beyond the retirement age is subject to approval through the procedures: www.admin.ox.ac.uk/personnel/end/retirement/revisedejra/revproc/ There is no normal or fixed age at which support staff in posts at grades 1–5 have to retire. Support staff may retire once they reach the minimum pension age stipulated in the Rules of the pension scheme to which they belong. 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. Benefits of working at the University Training and Development A range of training and development opportunities are available at the University. Further details can be found at www.ox.ac.uk/staff/working_at_oxford/training_development/index.html. For research staff only: Support for Research Staff There is a particularly wide range of support for career development for research staff. Please visit: www.ox.ac.uk/research/support-researchers to find out more. Pensions The University offers generous occupational pension schemes for eligible staff members. Further details can be found at www.admin.ox.ac.uk/finance/epp/pensions/pensionspolicy/. Information for international staff (or those relocating from another part of the UK) A wealth of information is available on the University's International Staff website for staff who are relocating to Oxford from abroad, at www.admin.ox.ac.uk/personnel/staffinfo/international/. 8 The University of Oxford Newcomers' Club The Newcomers' Club is aimed at helping partners of newly-arrived visiting scholars, graduate students and academic members of the University to settle in and to meet people in Oxford. Transport schemes The University offers a range of travel schemes and public transport travel discounts to staff. Full details are available at www.admin.ox.ac.uk/estates/ourservices/travel/. University Club and University Sports Facilities The University Club provides social, sporting and hospitality facilities. It incorporates a Club bar, a cafe and sporting facilities, including a gym. See www.club.ox.ac.uk for all further details. University staff can use the University Sports Centre at discounted rates, and have the chance to join sports clubs. Please visit www.sport.ox.ac.uk/oxford-university-sportsfacilities. Childcare and Childcare Vouchers The University offers quality childcare provision services at affordable prices to its employees. For full details about the services offered, please visit www.admin.ox.ac.uk/childcare/. NB: Due to the high demand for the University’s nursery places there is a long waiting list. The University also offers nursery fee payment schemes to eligible staff as an opportunity to save tax and national insurance on childcare costs. Please visit www.admin.ox.ac.uk/childcare. Disabled staff The University is committed to supporting members of staff with a disability or long-term health condition and has a dedicated Staff Disability Advisor. Please visit www.admin.ox.ac.uk/eop/disab/staff for further details. BUPA - Eduhealth Bupa Eduhealth Essentials private medical insurance offers special rates for University of Oxford staff and their families www.eduhealth.co.uk/mini-site/. All other benefits For other benefits, such as free entry to colleges, the Botanic Gardens and staff discounts offered by third party companies, please see www.admin.ox.ac.uk/personnel/staffinfo/benefits/. 9 """^^ . . . "Joe Atherton" . . . . . . "undergraduate admissions page"@en . "Department of Computer Sciences" . "library description page" . . . 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