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MATHEMATICAL INSTITUTE ANDREW WILES BUILDING Job Description and Selection Criteria Job title Graduate Studies Assistant Division Mathematical, Physical and Life Sciences Department Mathematical Institute Location Andrew Wiles Building, Radcliffe Observatory Quarter, Woodstock Road, Oxford, OX2 6GG. Grade and salary Grade 5: £28,759 - £33,966 per annum Hours Full time Contract type Permanent Reporting to Deputy Head of Academic Administration Vacancy reference 168367 Additional information This post is subject to a 12-month probationary period. The role The Graduate Studies Assistant (GSA) plays an essential part in welcoming and supporting our postgraduate research students. As a member of the Academic Administration team your main focus will be to support admissions and funding for our postgraduate research degree programmes, but you will also deliver on-course administration for our postgraduate research degree courses reporting to the Deputy Head of Academic Administration. To successfully deliver as GSA, you will have first rate organisational ability, good communication skills and be able to work independently with a high degree of accuracy. A comprehensive knowledge of regulations, policies and procedures must be acquired; therefore, the successful candidate will have the ability to quickly assimilate and understand written material, and be able to apply these regulations, policies and procedures appropriately and with discretion. You will be able to prioritise your workload and deploy proficient IT skills. The Academic Administration team is a hub of departmental activity with a focus on striving for continuous improvement – we seek an excellent team player looking to deliver an exceptional service to support our students and academic colleagues to join us in this role. Responsibilities Graduate admissions and funding The postholder will support the graduate admissions exercise, including: 2 • Being the first point of contact for applicants, providing advice and guidance relating to postgraduate research student matters, including guidance on visas in line with UKBA regulations; • Preparing application dossiers, and managing the creation and maintenance of our internal admissions trackers; • Where necessary, liaising with Research Group Assistants to support faculty with arranging interviews in person or remotely; • Recording admissions decisions in eVision (the University's student database) and internal departmental records; • Producing reports and statistics on admissions as required for committee meetings, workload database, etc; • Drafting and updating bespoke offer letters for admissions and funding to applicants in line with updates to University templates; • Monitoring receipt of all formal documents from students as part of the offer process, checking these are appropriate against University guidelines and following up if necessary; • Advising academic staff on processes and University requirements relating to admissions; • Checking that academic staff assessments of candidates are in line with University and UKBA requirements in relation to English Language ability; • Processing applications for Recognized Student status, gathering necessary information to seek approval from the Director of Graduate Studies (Research); • Updating information on the departmental website relating to admissions. Visas The postholder will assist with: • Providing information in support of student visa applications; • Creating and managing CAS information within the University’s Student Visa System, which is submitted to the UK Borders Agency in support of student visas; • Managing and distributing termly visa checks for all postgraduate research and taught students. Managing on-course administration • Being the first point of contact for all student correspondence, managing the graduate studies inbox in order to triage and answer enquiries, and identifying issues that need to be escalated to the Deputy Head of Academic Administration. • Checking the accuracy of Mathematics programme data in the MPLS Graduate Training Programme annually, advising of any changes, and updating associated documentation. • Checking and processing graduate student progression forms, and updating and maintaining internal trackers. • Assisting the Deputy Head of Academic Administration with the preparation of committee papers: collating and circulating papers. • Managing the annual updating of postgraduate research course information, including student handbooks and departmental webpages. • Managing the DPhil student induction programme. Taught Course Centre The postholder will provide administrative support for the Taught Course Centre (TCC), including: 3 • Being the first point of contact for students and those involved in the TCC, including academics from other institutions; • Producing a termly timetable in liaison with the Universities of Bristol, Bath, Warwick and Imperial College London; • Collating course registrations from all 5 institutions; • Maintaining the TCC website; • Acting as secretary to the TCC annual meeting involving all 5 institutions; • Supporting the Director of the TCC with ad hoc administrative duties. General • Maintaining and improving information systems and appropriate record-keeping systems, to enable the collection and presentation of up to date and accurate information on a variety of matters in a timely manner. • Collaborating with other University teams and offices when dealing with student casework. • Keeping up to date with University policy and regulation updates, maintaining awareness of communications, etc. Liaising with the CDT Administrator to ensure parity between courses and to share best practice. • • Liaising with the Undergraduate Studies team on teaching provision by graduate research students. • As a member of the Postgraduate Studies team, you may be asked to support the administration of postgraduate taught programmes when necessary. • Any other tasks commensurate with the grade, as directed by the Head of Academic Administration or 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; - Dave Borthwick, Deputy Head of Academic Administration Pip Beck, Graduate Studies Officer Katie Christoffers, Finance Officer (Research Projects & Studentships) 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 selection criteria The successful candidate will be expected to meet the following criteria: • 4 Experience and a good understanding of general administrative practices and procedure. • Excellent organisational skills to collect, collate, store and disseminate information. • A proven ability to work accurately and independently using own initiative, prioritising competing demands and working to tight deadlines. • Ability to analyse office systems, with a commitment to the continual improvement of processes. • Ability to deal with a wide variety of people including academic staff and students. • Excellent written and verbal communication skills, including a high level of personal discretion and judgement. • Ability to deal with information of a confidential nature and to work with a high degree of accuracy. • A proven ability to work as part of a team in a busy office environment. • Good IT skills – experience of using Microsoft Outlook, Word and Excel, and experience of updating web content and using databases to record and maintain information. Desirable selection criteria • • Experience of administration of educational programmes would be an advantage. Experience of using eVision, the University's student system. 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 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. 5 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 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 6 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 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. 7 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 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 Monday 23 October 2023. Interviews are anticipated to take place in the week commencing 06 November 2023. 8 Please upload all documents as PDF files with your name and the document type in the filename, quoting vacancy reference 168367. 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). 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. 9 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. 10 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. 11
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The Mathematical Institute is seeking a Graduate Studies Assistant to join its friendly Academic Administration team. This is a permanent full-time post, and is available for an immediate start. As Graduate Studies Assistant, you will play an essential part in welcoming and supporting our postgraduate research students. Your main focus will be to support admissions and funding for our postgraduate research degree programmes, but you will also deliver on-course administration for our postgraduate research degree courses, reporting to the Deputy Head of Academic Administration. To successfully deliver as Graduate Studies Assistant, you will have first rate organisational ability, good communication skills and be able to work independently with a high degree of accuracy. A comprehensive knowledge of regulations, policies and procedures must be acquired; therefore, the successful candidate will have the ability to quickly assimilate and understand written material, and be able to apply these regulations, policies and procedures appropriately and with discretion. You will be able to prioritise your workload and deploy proficient IT skills. We proudly hold a departmental Athena SWAN Silver Award and an institutional Race Equality Charter Bronze Award, which guide our progress toward advancing racial and gender equality. As part of our strategic aim to improve staff equality and diversity, we would particularly welcome applications from BIPOC candidates, who are under-represented in positions of this type within the department. This role offers the opportunity for hybrid working, and the team is open to discussing a working pattern that works for you. Application Process Applicants will be selected for interview purely based on their ability to satisfy the selection criteria as outlined in full in the job description. You will be required to upload a supporting statement, setting out how you meet the selection criteria, a curriculum vitae, and two referees' names and contact details as part of your online application. If you would like to discuss the role and the department in more detail, please contact Dave Borthwick, Deputy Head of Academic Administration, via email: dave.borthwick@maths.ox.ac.uk. Please direct informal queries to the Recruitment Coordinator at the email address given below, quoting vacancy 168367. Only applications received before 12:00 noon UK time on Monday 23 October can be considered.
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Mathematical, Physical and Life Sciences (MPLS)
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Standard Grade 5: £28,759 - £33,966 per annum
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The Mathematical Institute is seeking a Graduate Studies Assistant to join its friendly Academic Administration team. This is a permanent full-time post, and is available for an immediate start. As Graduate Studies Assistant, you will play an essential part in welcoming and supporting our postgraduate research students. Your main focus will be to support admissions and funding for our postgraduate research degree programmes, but you will also deliver on-course administration for our postgraduate research degree courses, reporting to the Deputy Head of Academic Administration. To successfully deliver as Graduate Studies Assistant, you will have first rate organisational ability, good communication skills and be able to work independently with a high degree of accuracy. A comprehensive knowledge of regulations, policies and procedures must be acquired; therefore, the successful candidate will have the ability to quickly assimilate and understand written material, and be able to apply these regulations, policies and procedures appropriately and with discretion. You will be able to prioritise your workload and deploy proficient IT skills. We proudly hold a departmental Athena SWAN Silver Award and an institutional Race Equality Charter Bronze Award, which guide our progress toward advancing racial and gender equality. As part of our strategic aim to improve staff equality and diversity, we would particularly welcome applications from BIPOC candidates, who are under-represented in positions of this type within the department. This role offers the opportunity for hybrid working, and the team is open to discussing a working pattern that works for you. **Application Process** Applicants will be selected for interview purely based on their ability to satisfy the selection criteria as outlined in full in the job description. You will be required to upload a supporting statement, setting out how you meet the selection criteria, a curriculum vitae, and two referees' names and contact details as part of your online application. If you would like to discuss the role and the department in more detail, please contact Dave Borthwick, Deputy Head of Academic Administration, via email: dave.borthwick@maths.ox.ac.uk. Please direct informal queries to the Recruitment Coordinator at the email address given below, quoting vacancy **168367**. Only applications received before **12:00 noon UK time** on **Monday 23 October** can be considered.
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Andrew Wiles Building, Radcliffe Observatory Quarter
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Mathematical Institute, Andrew Wiles Building, Radcliffe Observatory Quarter, Woodstock Road, Oxford OX2 6GG