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MATHEMATICAL INSTITUTE ANDREW WILES BUILDING Job Description and Selection Criteria Job title Apprentice (Conference and Events 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 Apprentice Grade 1: £22,631 per annum (salary progression through successful completion of programme) Hours Full time (36.5 hours per week including 7.3 hours for study) Contract type Fixed term Apprenticeship (18 months) Reporting to Conference and Events Manager (Evan Nedyalkov) Vacancy reference 168400 This position is subject to a 6-month probationary period. No relocation expenses apply to this post. Additional information Initially the working pattern will follow a standard daytime hours Monday-Friday, but some earlier mornings, later evenings and occasional weekends will be required as the candidate becomes more familiar with the role. All extra hours are shared equally among the team and taken back in-lieu. Apprenticeships at the University of Oxford Becoming an apprentice at the University of Oxford is an excellent opportunity to gain practical experience and training. You will work alongside experienced colleagues, whilst learning on the job and appropriate objectives will be set during the course of the Apprenticeship. At the same time, you will study for formal qualifications in your field. For more information, please see some of our current apprentice case studies: https://www.apprenticeships.ox.ac.uk/meet-our-apprentices For advice on how to make you application for this Apprenticeship the best it can be, please go to: https://www.apprenticeships.ox.ac.uk/how-apply The Role You will work as an Apprentice Conference and Events Assistant. You will be required to complete an 18-month training programme that will cover all aspects of the role and will be delivered through in-house training, as well as other distance learning methods delivered by Ginger Nut Training. You will complete an Events Assistant Level 3 Apprenticeship and you will gain Event Assistant Level 3 Standard qualification. Successful completion of these studies is an essential requirement of this Apprenticeship. This is an exciting opportunity for you to join the University of Oxford as an Apprentice Conference and Events Assistant. The Andrew Wiles Building, home to the Mathematical Institute, is one of Oxford’s premier conference venues with clients from across all sectors. Working alongside our busy and supportive conference and events team, which comprises the Conference and Events Manager and two Assistants, this role will provide you with the opportunity to develop full knowledge of the conference and events lifecycle from first point of contact and customer liaison through to event day management. This is the ideal role for an entry-level apprentice; you will be passionate about starting your career in events and excited about the opportunity of becoming an apprentice at the University of Oxford. You may be starting your career, or you may be looking for a career change. Details of the full Apprenticeship standard can be found here: https://www.instituteforapprenticeships.org/apprenticeship-standards/hr-support/ We anticipate the start date for this role to be early January 2024, but this is flexible. Responsibilities • Learn to carry out general office duties including managing email inboxes and calendars, filing, and dealing with enquiries via email, face to face and over the phone/MS Teams; • Learn how to use the events management systems to enter all enquiries, bookings and associated documents ensuring that the events process map is followed in an accurate and timely manner; • With support, prepare any necessary communications and documentation including, for example, offers to clients and contractual documentation; • Learn about event processes, for example, making requests for event staffing overtime and catering requests; • Assist with maintaining events records, ensuring they are accurate and up-to-date; • Assist with the delivery of events including customer liaison, venue preparation, catering activity; • Learn about financial operations, including budgeting, customer payments and the production of monthly reports; • Develop skills and understanding that contribute to the development and continuous improvement of conference and events activities. 168400_ApprenticeEventsAssistant_JobDescription_Final.doc 2 Selection criteria • Educated to GCSE standard (English and maths grade 4) or equivalent. • An interest in working in Conference and Events and providing excellent customer service. • Ability to communicate clearly and accurately when drafting information for documents and when liaising with customers both internally and externally. • Ability to communicate messages clearly and accurately on the telephone and in person. • Competency with basic IT applications, for example Microsoft Outlook, and an aptitude for learning new applications, for example, the use of AV systems. • Able to work flexibly and supportively as part of a team and enjoy working with people. • Able to demonstrate an aptitude for the skills taught in the apprenticeship (for example through work experience, qualifications or references). 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. 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. 168400_ApprenticeEventsAssistant_JobDescription_Final.doc 3 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 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. 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. 168400_ApprenticeEventsAssistant_JobDescription_Final.doc 4 We have a number of family-friendly policies, such as the right to apply for flexible working, hybrid working, and support for staff returning from periods of extended absence. We are committed to ensuring an inclusive interview process and will reimburse up to £250 towards any additional care costs (for a dependent child or adult) incurred as a result of attending an interview for this position, which may not be applicable if the interviews are held remotely. For more information on the Mathematical Institute, please visit: www.maths.ox.ac.uk The Mathematical Institute holds a silver Athena Swan award to recognise advancement of gender equality: representation, progression and success for all. The Mathematical, Physical and Life Sciences Division The Mathematical, Physical, and Life Sciences (MPLS) Division is one of the four academic divisions of the University. Oxford is widely recognised as one of the world's leading science universities and the MPLS Division is home to our non-medical sciences, with 10 academic departments that span the full spectrum of the mathematical, computational, physical, engineering and life sciences, and undertake both fundamental research and cutting-edge applied work. Our research tackles major societal and technological challenges – whether developing new energy solutions or improved cancer treatments, understanding climate change processes, or helping to preserve biodiversity, and is increasingly focused on key interdisciplinary issues. We collaborate closely with colleagues in Oxford across the medical sciences, social sciences and humanities, and with other universities, research organisations and industrial partners across the globe in pursuit of innovative research geared to address critical and fundamental scientific questions. The disciplines within the MPLS Division regularly appear at the highest levels in rankings, including the Times Higher Education and QS world rankings. Nationally, the quality of the Division’s research outputs and environment, and the resulting impact, was recognised through strong performances in the UK Research Excellence Framework in both 2014 and 2021. MPLS is proud to be the home of some of the most creative and innovative scientific thinkers and leaders working in academe. Our senior researchers have been awarded some of the most significant scientific honours and we have a strong tradition of attracting and nurturing the very best early career researchers who regularly secure prestigious fellowships and faculty positions. MPLS continues in its work to support diversity in its staffing, seeing that it will bring 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 168400_ApprenticeEventsAssistant_JobDescription_Final.doc 5 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). Please upload all documents as PDF files with your name and the document type in the filename. All applications must be received by 12.00 noon UK time on Monday 06 November, 2023. Interviews and the final selection will be managed by the Mathematical Institute. Interviews are anticipated to take place in the week commencing 20 November, 2023. 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 168400_ApprenticeEventsAssistant_JobDescription_Final.doc advice is available at: 6 Non-technical questions about this job should be addressed to the recruiting department directly at vacancies@maths.ox.ac.uk. To return to the online application at any stage, please go to: www.recruit.ox.ac.uk. Please note that you will receive an automated email from our online recruitment portal to confirm receipt of your application. Please check your spam/junk mail if you do not receive this email. Important information for candidates Data Privacy Please note that any personal data submitted to the University as part of the job application process will be processed in accordance with the GDPR and related UK data protection legislation. For further information, please see the University’s Privacy Notice for Job Applicants at: https://compliance.admin.ox.ac.uk/job-applicant-privacy-policy. The University’s Policy on Data Protection is available at: https://compliance.admin.ox.ac.uk/data-protection-policy. The University’s policy on retirement The University operates an Employer Justified Retirement Age (EJRA) for very senior research posts at grade RSIV/D35 and clinical equivalents E62 and E82, which with effect from 1 October 2023 will be 30 September before the 70th birthday. The justification for this is explained at: https://hr.admin.ox.ac.uk/the-ejra. For existing employees on these grades, any employment beyond the retirement age is subject to approval through the procedures: https://hr.admin.ox.ac.uk/the-ejra. There is no normal or fixed age at which staff in posts at other grades have to retire. Staff at these grades may elect to retire in accordance with the rules of the applicable pension scheme, as may be amended from time to time. Equality of opportunity Entry into employment with the University and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. No applicant or member of staff shall be discriminated against because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. 168400_ApprenticeEventsAssistant_JobDescription_Final.doc 7 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. 168400_ApprenticeEventsAssistant_JobDescription_Final.doc 8
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**About the role** We have an exciting opportunity for you to join the University of Oxford in the newly created role of Apprentice Conference and Events Assistant at the Mathematical Institute. The Andrew Wiles Building, home to the Mathematical Institute, is one of Oxford’s premier conference venues with clients from across all sectors. Working alongside our busy and supportive conference and events team, which comprises the Conference and Events Manager and two Assistants, this role will provide you with the opportunity to develop full knowledge of the conference and events life cycle from first point of contact and customer liaison through to event day management. We anticipate the start date for this role to be early January 2024, but this is flexible. **About the apprenticeship** You will be required to complete an 18-month training programme that will cover all aspects of the role and will be delivered through in-house training, as well as other distance learning methods delivered by Ginger Nut Training. You will complete an Events Assistant Level 3 Apprenticeship which is within the Marketing sector and you will gain an Event Assistant Level 3 Standard qualification. For this apprenticeship, you will work at the Mathematical Institute in the stunning Andrew Wiles Building in central Oxford. The Department supports some flexible working. Becoming an apprentice at the University of Oxford is an excellent opportunity to gain practical experience and training. For more information, please visit: https://www.apprenticeships.ox.ac.uk **About you ** This is the ideal role for an entry-level apprentice; you will be passionate about starting your career in events and excited about the opportunity of becoming an apprentice at the University of Oxford. You may be starting your career, or you may be looking for a career change. You will enjoy working as part of a team with the ability to work flexibly and supportively. You will be keen to learn and engage on the job and relish the opportunity to develop full knowledge of the conference and events lifecycle. You will have an interest in providing great customer service and possess good people skills, with an ability to communicate clearly across various mediums. **What we offer** Our apprentices are never on their own, you will benefit from a supportive environment working in collaboration with the rest of our committed team. You will also be supported by the central apprenticeship team and you will join our growing network of apprentices within the University. You will have the opportunity to become an apprenticeship ambassador for the University and region. We will provide you with a welcoming and inclusive workplace, offering support and development opportunities that will enable you to progress and do your best work. We recognise diversity as our strength, vital for innovation and creativity, and we aspire to build a truly diverse community, which values and respects every individual’s unique contribution. You will receive 38 days’ annual leave inclusive of Bank Holiday and fixed closure dates, discounted travel, an excellent contributory pension scheme, and student discount. You will also be part of the University’s annual apprenticeship awards. **Contact us and apply ** If you would like further information or support in your application, please contact: Evan Nedyalkov – Recruiting Manager – evan.nedyalkov@maths.ox.ac.uk Petra Lahtinen-Kalsi – Training Provider – petra.lahtinen- kalsi@gingernut.co.uk Only applications received before 12.00 noon UK time on Monday 06 November 2023 can be considered. Interviews will be taking place week commencing 20 November 2023. To apply for this apprenticeship please review the job description document below and click 'Apply Now' to submit your online application.
About the role We have an exciting opportunity for you to join the University of Oxford in the newly created role of Apprentice Conference and Events Assistant at the Mathematical Institute. The Andrew Wiles Building, home to the Mathematical Institute, is one of Oxford’s premier conference venues with clients from across all sectors. Working alongside our busy and supportive conference and events team, which comprises the Conference and Events Manager and two Assistants, this role will provide you with the opportunity to develop full knowledge of the conference and events life cycle from first point of contact and customer liaison through to event day management. We anticipate the start date for this role to be early January 2024, but this is flexible. About the apprenticeship You will be required to complete an 18-month training programme that will cover all aspects of the role and will be delivered through in-house training, as well as other distance learning methods delivered by Ginger Nut Training. You will complete an Events Assistant Level 3 Apprenticeship which is within the Marketing sector and you will gain an Event Assistant Level 3 Standard qualification. For this apprenticeship, you will work at the Mathematical Institute in the stunning Andrew Wiles Building in central Oxford. The Department supports some flexible working. Becoming an apprentice at the University of Oxford is an excellent opportunity to gain practical experience and training. For more information, please visit: https://www.apprenticeships.ox.ac.uk About you This is the ideal role for an entry-level apprentice; you will be passionate about starting your career in events and excited about the opportunity of becoming an apprentice at the University of Oxford. You may be starting your career, or you may be looking for a career change. You will enjoy working as part of a team with the ability to work flexibly and supportively. You will be keen to learn and engage on the job and relish the opportunity to develop full knowledge of the conference and events lifecycle. You will have an interest in providing great customer service and possess good people skills, with an ability to communicate clearly across various mediums. What we offer Our apprentices are never on their own, you will benefit from a supportive environment working in collaboration with the rest of our committed team. You will also be supported by the central apprenticeship team and you will join our growing network of apprentices within the University. You will have the opportunity to become an apprenticeship ambassador for the University and region. We will provide you with a welcoming and inclusive workplace, offering support and development opportunities that will enable you to progress and do your best work. We recognise diversity as our strength, vital for innovation and creativity, and we aspire to build a truly diverse community, which values and respects every individual’s unique contribution. You will receive 38 days’ annual leave inclusive of Bank Holiday and fixed closure dates, discounted travel, an excellent contributory pension scheme, and student discount. You will also be part of the University’s annual apprenticeship awards. Contact us and apply If you would like further information or support in your application, please contact: Evan Nedyalkov – Recruiting Manager – evan.nedyalkov@maths.ox.ac.uk Petra Lahtinen-Kalsi – Training Provider – petra.lahtinen-kalsi@gingernut.co.uk Only applications received before 12.00 noon UK time on Monday 06 November 2023 can be considered. Interviews will be taking place week commencing 20 November 2023. To apply for this apprenticeship please review the job description document below and click 'Apply Now' to submit your online application.
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