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Nuffield Department of Medicine, Wellcome Centre for Human Genetics, Old Road Campus, Headington, Oxford, OX3 7BN
Wellcome Trust Centre for Human Genetics
Past vacancies at the University of Oxford
Are you and experienced administrator and looking for a new challenge? We have a brand new and exciting role providing all aspects of administrative and financial support to one of our academic research groups. You will be organising day-to-day administrative duties, including managing diaries, meetings, teleconference calls and other appointments. You will also be responsible for managing expense claims and any applications for reimbursements to other organisations, as well as providing administrative support for funding applications, working closely with colleagues across the department. It is essential that you come armed with experience of administrative work in a team environment. You will be highly organised, proactive with excellent attention to detail and the ability to manage a varied workload under pressure and meet deadlines. You will have the ability to work independently using your own initiative and as part of a team demonstrating a flexible and helpful approach. You should also have good interpersonal and communication skills with the ability to interact equally effectively with senior academic staff, researchers and support staff. The Nuffield Department of Medicine is friendly, welcoming and keen to engage with the many challenges and opportunities that arise in our world-leading, internationally recognised department. This role offers the opportunity to thrive in a diverse role in a supported environment. Applications for this vacancy are to be made online. You need to upload a supporting statement and CV as part of your online application. Your supporting statement must explain how you meet each of the selection criteria for the post, giving examples of your skills and experience. Our position is offered on a fixed-term and part-time basis (22.5 hours per week). You can expect positive support for your continued professional development through our Personal Development Review process. The University also offers a wide range of staff benefits, including entry to a generous pension scheme. Only applications received before 12 midday on Monday 16th October 2023 will be considered. Please quote 168165 on all correspondence.
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Job title Personal Assistant Division Medical Sciences Department Nuffield Department of Medicine Location Wellcome Centre for Human Genetics, Old Road Campus, Roosevelt Drive, Headington, Oxford, OX3 7BN Grade and salary Grade 5: £28,759 - £33,966 Hours Part-time for 22.5 hours per week Contract type Fixed-term contract until 31/12/2024 in the first instance Reporting to Fiona Williams, Deputy Business Manager Vacancy reference 168165 Additional information Funding provided by the Department The role You will be responsible for providing PA support to one of the Centre’s research groups, working as part of the Admin Hub in the Wellcome Centre for Human Genetics. You will liaise with colleagues and assist with meeting arrangements, organising travel, expenses, diary management, organising conferences and providing financial support and other administrative support as required. Reporting into the Deputy Business Manager, you will interact with a wide range of colleagues including senior academic staff, finance, grants and HR. We are seeking an organised, proactive and enthusiastic individual, who has excellent attention to detail and prioritising skills. You will be self-sufficient with excellent written and verbal communication skills. You must have experience of administrative work, preferably in an academic environment, and show evidence of dealing with confidential or sensitive matters. Responsibilities You will: • • • • • • • • • • • Organise day-to-day administrative duties, including managing diaries, meetings, teleconference calls and other appointments. Make national and international travel arrangements including arranging transport, hotels, visas, insurance, car hire and preparing detailed travel itineraries. Organise events in Oxford such as weekly group meetings, including sourcing venues and catering where required. Support with funding applications, in partnership with the internal grants team. Organise all aspects of UK and International conferences, including financial oversight. Manage expense claims and any applications for reimbursements to other organisations. Produce agendas and minutes for key meetings. Carry out general office duties (e.g. photocopying, arranging couriers for important documents, stationery ordering). Carry out any other duties relevant for the grade. Participate in and support the public engagement and widening access activities of the Department and the University. This is anticipated to be not more than 2 days per year. Undertake mandatory training as required by the University, Division and Department. The specific list of training courses may change from time-to-time, in response to both legal and internal University requirements. Selection criteria Essential • • • • • • Experience of administrative work in a team environment. Highly organised, excellent attention to detail and the ability to manage a varied workload under pressure and meet deadlines. Evidence of discretion in dealing with confidential or sensitive matters. The ability to work independently using own initiative and as part of a team demonstrating a flexible and helpful approach. Good interpersonal and communication skills with the ability to interact equally effectively with senior academic staff, researchers and support staff. Highly computer literate and proficient using MS Office. 1 Desirable • • • Experience of working in an academic environment. Experience of diary management, organising meetings and conferences, taking and writing minutes, and planning and booking travel itineraries. Financial experience within a working environment 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 2 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 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. About the Nuffield Department of Medicine (NDM) The Nuffield Department of Medicine aims to improve healthcare internationally through its research and teaching. Over the last fifty years, it has pioneered the use of genetics, structural and cellular biology to understand susceptibility to human disease; at the same time, it remains a department of clinical medicine with a clinical interface at the core of its success. The NDM is the largest department in the University of Oxford and the largest department of medicine in Europe by research income. The department is organised around a series of strong and identifiably unique institutes, centres and units; but its aim is to be as non-hierarchical and closely-knit as possible, to encourage the very best interactions and the exchange of ideas between its staff. It supports teaching to encourage the very best students to join academic research. It maintains a £800m portfolio of externally funded research from over 140 different sponsors/funders, and has an annual turnover approaching £200m. The department’s activity is run directly through the University, but also through a series of subsidiary companies and other legal vehicles, tailored to the activity and the countries within which it operates. Across these vehicles and partnerships, the department has over 3,000 staff and students working solely on, or supporting, its research and teaching; and 1,000 of these staff are based in Oxford. The NDM holds collaborative grants with ~40 other departments or centres in the University of Oxford. The NDM is recognised for its diverse impacts in the field of healthcare. These range from the discovery of the mechanism of hypoxic gene regulation (Sir Peter Ratcliffe, Nobel Prize 2019) to the worldwide introduction of artemisinin and combination therapy for malaria (Sir Nick White and others). The underlying strength of the department, and its ability to bring together disciplines, has been evident through its contributions to the pandemic response, including: ISARIC and its overseas activity, IDDO and TGHN, the work of the Africa-Asia Programmes, the Oxford-AZ vaccine, elucidating the structural biology of variants and neutralising antibodies, the Office of National Statistics study, the UK Serology Surveillance platform, the standard testing of commercial assays for the Government, Mobile Apps, RECOVERY trial leading to the worldwide use of dexamethasone, the NHS cohort studies, the COMBAT study. This activity has certainly saved more than 2m lives during the pandemic. 3 The major strategic plans of the NDM are built around, (1) establishing a step-change in to clinical pathology and the study of human disease in all clinical specialities; (2) accelerating the discovery of new medicines; and (3) addressing the burden of worldwide infectious disease, including emerging threats. The GSK-Oxford Molecular and Computational Medicine Institute (MCMI) is aligned with this vision and will be primarily based in its Wellcome Centre for Human Genetics and Big Data Institute with strong links to other departments and its overseas activity. The NDM has a strong commitment to careers and equality of opportunity and treatment. The Department holds an Athena SWAN Silver award in recognition of the commitment made to promote gender equality through our organisational and cultural practices and our efforts to improve the working environment for both men and women. For more information, please see the NDM pages of Equality, Diversity and Inclusion. For more information on NDM please visit: https://www.ndm.ox.ac.uk 4 How to apply Applications are made through our e-recruitment system and you will find all the information you need about how to apply on our Jobs website https://www.jobs.ox.ac.uk/how-to-apply. If you would like to apply, click on the Apply Now button on the ‘Job Details’ page and follow the onscreen instructions to register as a new user or log-in if you have applied previously. 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). 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. Please note using a long file name may prevent you from uploading your documents. • http://www.ox.ac.uk/about_the_university/jobs/supportandtechnical/ 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/recruitment-support-faqs. Non-technical questions about this job should be addressed to the recruiting department directly recruitment@ndm.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. 5 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. 6 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/myfamily-care Childcare The University has excellent childcare services, including five University nurseries as well as Universitysupported 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 7 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. 8
sous-Organization de
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Standard Grade 5: £28,759 - £33,966 per annum (pro rata)
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The Wellcome Trust Centre for Human Genetics
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Nuffield Department of Clinical Medicine
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Are you and experienced administrator and looking for a new challenge? We have a brand new and exciting role providing all aspects of administrative and financial support to one of our academic research groups. You will be organising day-to-day administrative duties, including managing diaries, meetings, teleconference calls and other appointments. You will also be responsible for managing expense claims and any applications for reimbursements to other organisations, as well as providing administrative support for funding applications, working closely with colleagues across the department. It is essential that you come armed with experience of administrative work in a team environment. You will be highly organised, proactive with excellent attention to detail and the ability to manage a varied workload under pressure and meet deadlines. You will have the ability to work independently using your own initiative and as part of a team demonstrating a flexible and helpful approach. You should also have good interpersonal and communication skills with the ability to interact equally effectively with senior academic staff, researchers and support staff. The Nuffield Department of Medicine is friendly, welcoming and keen to engage with the many challenges and opportunities that arise in our world-leading, internationally recognised department. This role offers the opportunity to thrive in a diverse role in a supported environment. Applications for this vacancy are to be made online. You need to upload a supporting statement and CV as part of your online application. Your supporting statement must explain how you meet each of the selection criteria for the post, giving examples of your skills and experience. Our position is offered on a fixed-term and part-time basis (22.5 hours per week). You can expect positive support for your continued professional development through our Personal Development Review process. The University also offers a wide range of staff benefits, including entry to a generous pension scheme. Only applications received before 12 midday on **Monday 16th October 2023** will be considered. Please quote 168165 on all correspondence.
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