. . "168217"^^ . _:Nc1bfd7409bcd43e792edd84f0a4170bf "Oxford" . "false"^^ . . . "Document" . . "Personal Assistant" . """Job title Personal Assistant Division Medical Sciences Department Nuffield Department of Medicine Location Division of Structural Biology, The Henry Wellcome Building for Molecular Physiology, Roosevelt Drive, Headington, Oxford, OX3 7BN Grade and salary Grade 5: £28,759 - £33,966 with a discretionary range to £37,099 per annum Hours Full time Contract type Permanent Reporting to Melissa Mathews, Deputy Business Manager Vacancy reference 168217 Hybrid working arrangements The successful person will need to work on site for a minimum of 3 days per week Additional information This role does not meet the eligibility requirements for a Skilled Worker Visa Certificate of Sponsorship under UK and Immigration legislation. Therefore, the Nuffield Department of Medicine will not be able to sponsor individuals who require right to work in the UK to carry out this role. About us • • • What we offer https://hr.admin.ox.ac.uk/staff-benefits • An excellent contributory pension scheme • 38 days annual leave • A comprehensive range of childcare services • Family leave schemes • Cycle loan scheme • Discounted bus travel and Season Ticket travel loans • Membership to a variety of social and sports clubs • A welcoming and diverse community University of Oxford - www.ox.ac.uk/about/organisation Nuffield Department of Medicine (NDM) - https://www.ndm.ox.ac.uk STRUBI - http://www.strubi.ox.ac.uk/strubi/ The role You will play an important role within a hardworking team in the Division of Structural Biology (STRUBI), part of the Nuffield Department of Medicine, providing support to researchers, who are an internationally leading group of scientists in Structural Biology. You will report directly to the STRUBI Deputy Business Manager in a busy, challenging and fast-moving environment. It is essential that you demonstrate the ability to manage and prioritise a varied workload in an efficient and flexible manner at all times. You will provide high-level administrative support to Professor E. Yvonne Jones, Joint Head of Division of Structural Biology, working closely with the other Personal Assistant (PA) within the department who supports Professor Dave Stuart. Both PA’s act as cover during annual leave and other absences. In addition to being the Co-Director of STRUBI Professor Jones is also the Deputy Head of Department for the Nuffield Department of Medicine (NDM). You will work alongside Professor Stuart’s Personal Assistant to ensure the effective day-to-day management of the Joint-Head’s business, working closely with colleagues in STRUBI, Wellcome Centre for Human Genetics (WHG), Nuffield Department of Medicine (NDM), and across the University to ensure co-ordination on relevant issues. You will be responsible for managing both the PA inbox and Professor Jones’s inbox (in excess of 200 per day) and his diary. You will handle extensive travel arrangements, providing detailed itineraries and arranging travel visas. Both PA’s assist the STRUBI Deputy Business Manager with the day-to-day administration of STRUBI. There is a total of 9 Principal Investigators in STRUBI each with their own individual research groups. It is essential that you work closely with other members of the admin team and are able to deal effectively and calmly with the competing demands. You will also assist with the organisation of events and conferences and must be experienced in working to tight and changing deadlines. Responsibilities You will: PA Support • • • • • Monitor all incoming correspondence and enquiries on behalf of Professor Jones, making judgements on content in order to divert e-mails to the relevant officer where it does not require Professor Stuarts personal attention, as well as dealing with routine correspondence on his behalf. Provide effective diary management to Professor Jones working closely with the Professor Stuart’s PA and PAs within Medical Sciences Division to ensure diaries and meeting schedules are co-ordinated and aligned. Be responsible for independently identifying and progressing priority items of business for immediate attention from the electronic and paper inboxes that you manage, ensuring these are dealt with on your own initiative in a timely and efficient manner. Take initiative to respond to queries on behalf of Professor Jones where appropriate, representing his interests to external parties. You will research and collate information to address matters you receive and will draft responses for tailoring by Professor Jones. Prepare the Director’s day-to-day itinerary and paperwork ensuring essential paperwork for each meeting is provided in advance to the Director. 1 • • • • • • Work to strict deadlines, often coordinating several programmes simultaneously within short timeframes. Arrange and manage detailed and complex travel itineraries for Professor Jones and his team, attending meetings and participating in national and international travel. Work along with Professor Stuart’s Personal Assistant and act as the main point of contact with people of all levels for all inquiries, business, and visitors. Assist in preparing grant applications where Professor Jones is the principal investigator, this will include tailoring CV’s to different sponsor requirements, collating relevant publications and assisting the Deputy Business Manager where necessary. Be responsible for the administration associated with external visitors including travel, visa’s, accommodation, parking and security registration, and to meet and greet on arrival. Maintain and up to date list of Professor Jones’s list of publications and tailor to specific reports, reviews and references. Joint Administrative Responsibilities • • • • • • • • • • • • • • • Organise conferences and other events in conjunction with the STRUBI Deputy Business Manager and Professor Stuart’s Personal Assistant including sourcing suitable venues, liaising with participants, organising catering, managing budgets, and any other related tasks. Be responsible for minute-taking and dictation as required. Set up and facilitate video and tele-conferences as required. Coordinate and advertise internal and external seminars. Format documents including grant applications, scientific papers, and reports. Code expense claims and assist in the preparation of information for external grant audit. Work in conjunction with the other Personal Assistant, maintain reports of use of the STRUBI credit card and associated receipts and match spend to relevant grant codes for NDM Finance Team with approval from the STRUBI Deputy Business Manager. Liaise with the NDM Finance team to chase up invoices and deal with incoming queries. Raise purchase orders on iProcurement, gather competitive supplier quotations and, where necessary, obtain the relevant permissions from the Science and Laboratory Buyer. Coordinate the payment of STRUBI publication costs, in line with the University’s Open Access policy. Collect and distribute post. Monitor stationery stocks and reorder as required. Comply with due regard to the University’s Equal Opportunities and Data Protection policies. Participate in and support public engagement activities on behalf of the Centre, working with the Centre’s Public Engagement and Communications Officer if required to do so. 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 • • Educated to A-Level standard or equivalent. Experience in providing personal/executive assistant support to a senior manager, including complex diary management, organising meetings and making travel arrangements. 2 • • • • • • • • • Excellent organisational abilities and efficiency, coupled with sound judgement and the ability to use initiative and to assume a high level of personal responsibility in dealing with issues, and to facilitate constructive solutions to requests or problems. Ability to work in a team, as well as independently. Excellent word processing skills (MS Word). High levels of computer literacy, with experience in Excel, PowerPoint and some experience in data entry. An experienced user of e-mail and the web. Ability to deal with changing office technologies. High standard of literacy and highly competent in drafting correspondence and proof-reading skills. Excellent judgment and the ability to acquire rapidly the knowledge necessary to effectively assess and prioritise the various competing demands on the Director’s time. Ability to work under pressure and to multiple deadlines. There will be occasions when you will have to manage competing priorities and use initiative in setting your own objectives. Evidence of tact and discretion in dealing with extremely confidential or sensitive matters. Ability to deal effectively with a wide range of people, both within and outside the University; as well as to work effectively as part of a team and to liaise with colleagues where work interests overlap. Have excellent interpersonal and communications skills and a flexible approach. Desirable • • Experience in working in an academic environment. Experience in planning and arranging academic meetings. 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 3 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. 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 4 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. 5 """^^ . . "675"^^ . . "5" . . . "-1.216548"^^ . """We are seeking to appoint a Personal Assistant to join the hardworking team in the Division of Structural Biology (STRUBI), part of the Nuffield Department of Medicine. You will play an important role within the team, providing support to researchers, who are an internationally leading group of scientists in Structural Biology. You will report directly to the STRUBI Deputy Business Manager in a busy, challenging and fast-moving environment. You will work alongside Professor Stuart’s Personal Assistant to ensure the effective day-to-day management of the Joint-Head’s business, working closely with colleagues in STRUBI, Wellcome Centre for Human Genetics (WHG), Nuffield Department of Medicine (NDM), and across the University to ensure co-ordination on relevant issues. You will be responsible for managing both the PA inbox and Professor E. Yvonne Jones inbox (in excess of 200 per day) and his diary. You will handle extensive travel arrangements, providing detailed itineraries and arranging travel visas. Responsibilities also include independently identifying and progressing priority items of business for immediate attention from the electronic and paper inboxes that you manage, ensuring these are dealt with on your own initiative in a timely and efficient manner. It is essential that you are educated to A-Level standard or equivalent, with experience in providing personal/executive assistant support to a senior manager, including complex diary management, organizing meetings and making travel arrangements. You will have excellent organizational abilities and efficiency, coupled with sound judgement and the ability to use initiative and to assume a high level of personal responsibility in dealing with issues, and to facilitate constructive solutions to requests or problems. You will also have the ability to deal effectively with a wide range of people, both within and outside the University; as well as to work effectively as part of a team and to liaise with colleagues where work interests overlap. Applications for this vacancy are to be made online and you will be required 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 using examples of your skills and experience. This position is offered full time on a fixed term contract for 2 years and is funded by the Department. Only applications received before 12 midday on Tuesday 17 October 2023 will be considered. Please quote **168217** on all correspondence. """ . . . . . . . . "site principal"@fr . _:N7b2dee51b28f4c24855c43791b2b5b04 "OX3 7BN" . "subOrganization of"@en . "Estates identifier" . . _:N33d3b82ef8db46abb7d927534b8e9379 . "preferred label"@en . . 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We are seeking to appoint a Personal Assistant to join the hardworking team in the Division of Structural Biology (STRUBI), part of the Nuffield Department of Medicine.  You will play an important role within the team, providing support to researchers, who are an internationally leading group of scientists in Structural Biology.

 

You will report directly to the STRUBI Deputy Business Manager in a busy, challenging and fast-moving environment. You will work alongside Professor Stuart’s Personal Assistant to ensure the effective day-to-day management of the Joint-Head’s business, working closely with colleagues in STRUBI, Wellcome Centre for Human Genetics (WHG), Nuffield Department of Medicine (NDM), and across the University to ensure co-ordination on relevant issues.

 

You will be responsible for managing both the PA inbox and Professor E. Yvonne Jones inbox (in excess of 200 per day) and his diary. You will handle extensive travel arrangements, providing detailed itineraries and arranging travel visas. Responsibilities also include independently identifying and progressing priority items of business for immediate attention from the electronic and paper inboxes that you manage, ensuring these are dealt with on your own initiative in a timely and efficient manner.

 

It is essential that you are educated to A-Level standard or equivalent, with experience in providing personal/executive assistant support to a senior manager, including complex diary management, organizing meetings and making travel arrangements. You will have excellent organizational abilities and efficiency, coupled with sound judgement and the ability to use initiative and to assume a high level of personal responsibility in dealing with issues, and to facilitate constructive solutions to requests or problems. You will also have the ability to deal effectively with a wide range of people, both within and outside the University; as well as to work effectively as part of a team and to liaise with colleagues where work interests overlap.

 

Applications for this vacancy are to be made online and you will be required 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 using examples of your skills and experience.

 

This position is offered full time on a fixed term contract for 2 years and is funded by the Department.

 

Only applications received before 12 midday on Tuesday 17 October 2023 will be considered. Please quote 168217 on all correspondence.
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