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Job Description _________________________________________________________________________ Summary Job title Executive and Administrative Assistant to the Deputy CIO Division UAS Department IT Services Location Banbury Road/Dartington House Grade and salary Grade 6: £32,332 - £38,205 per annum with a discretionary range up to £41,732 Hours Full-time (37.5 hours per week). We would consider a part-time appointment (minimum of 0.8 FTE, 30 hours per week) with a commensurate adjustment in the responsibilities and duties. Contract type Permanent Reporting to Dr Stuart Lee, Deputy Chief Information Officer (CIO) and Felicity Laidler-Green, Senior Administrator Vacancy reference 168880 Additional information This post carries a one-year probationary period The role In this senior post you will provide high quality, highly efficient and effective Executive Assistant support to Dr Stuart Lee, Deputy CIO, as well as providing administrative support to other Senior Managers and key areas within IT Services, alongside existing PAs and Administrators. You will work within the core Office of the Chief Information Officer (OCIO) in the IT Services department. The OCIO is an expert and professional team which supports the five main groups across the department and is also instrumental in providing support to the Digital Transformation Programme spanning the wider University. Your work will support and co-ordinate the work of the Deputy CIO and the office of the CIO (which covers multiple functions such as project and service management, finance, HR, communications, governance, information strategy, risk management and assurance, digital strategy and transformation, and innovation). This will include taking responsibility from time to time for initiatives as directed by the deputy CIO and working with other EA/PAs to co-ordinate activities such as the organisation of departmental events, supporting the work of other Senior Managers, and supporting the Digital Transformation programme. This post is an exciting opportunity for someone who is keen to work in a pivotal supporting role for a dynamic, strategic, and evolving professional service department. You will need to demonstrate an exceptional level of organisational ability and efficient time management and must be confident in making decisions on behalf of the deputy CIO and senior managers, to ensure the best use of their time. This post is central to the OCIO, alongside EA/PA and administrative colleagues, and therefore you must be able to demonstrate the ability to work well in a team environment as well as be comfortable working independently when the Deputy CIO is not available. This role would ideally suit a highly motivated, experienced Executive Assistant with administrative experience who enjoys an organisational challenge within a professional services environment. You will run the office of deputy CIO, reviewing and implementing processes and procedures to ensure the effective running of the offices and workload alongside existing administrative resources. Your work will involve close liaison with other EAs and PAs within IT Services. You will think on your feet and provide innovative solutions to problems as they arise, whilst always maintaining a professional manner. To facilitate this, you will need to develop successful working relationships with academic and support staff colleagues across the Department, the wider University, and externally. A positive, pro-active, and flexible approach is important. Please note that the Digital Transformation Programme brings exciting opportunities and change, and so the responsibilities of this post may evolve over time, in discussion with the post-holder. Responsibilities 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. Manage the Deputy CIO’s office, carrying responsibility for the effective day to day organisation of business, and interacting widely with departmental, divisional, and administrative colleagues, senior staff within IT Services and the wider University, as well as external liaisons. Efficiently manage diaries and large volumes of email communication, using initiative to make considered judgements when juggling the demands. Identify priority items of business, involving other colleagues as appropriate. Collaborating with EA/PA and administrative colleagues within IT Services to provide joined up support to the wider department. Be responsible for co-ordinating and facilitating complex UK and international travel arrangements principally for the deputy CIO, including obtaining visas where necessary. Manage and maintain comprehensive departmental records, taking a proactive approach to suggesting, developing, and implementing systems to increase the efficiency of the administration of the Deputy CIO’s time and workload. Always maintaining the strictest confidence. Be the central point of contact for the deputy CIO, preparing briefing notes and replying to a range of issues on their behalf and reporting back as required. Deal appropriately and effectively with a wide range of people with different needs. Develop successful working relationships with academic and professional support staff colleagues across the department and in the wider University, including liaising with other IT Services EAs and PAs. Share information and exchange best practice. Assist with the efficient organisation of meetings, events and conferences held at the University and other venues as appropriate, including managing budgets and value for money. Support for certain IT Services committees, working groups and programmes. This includes organising meetings, booking venues, preparation of agendas, minute taking, and following up on action points to ensure they are completed in a timely manner and decisions are implemented. Provide administrative support from time to time to the senior managers of IT Services, as directed by the Deputy CIO and Senior Administrator. Carry out other duties appropriate to the grading and support of the Deputy CIO and that of the wider IT Services department. Selection criteria Essential selection criteria 1. 2. 3. 4. Educated to degree level or with equivalent professional experience; Experience of providing high-level support at an executive level, managing the office of a senior member of staff; Experience of diary management, including making complex travel arrangements Experience of administrative work; Job Description and Selection Criteria- 168880 Executive and Administrative Assistant to the Deputy Chief Information Officer JD 2 5. Excellent communication and interpersonal skills, professional demeanour and a positive and flexible approach to work in order to promote the profile of IT Services and build and maintain effective working relationships; 6. The ability to draft complex correspondence and produce well-presented reports; 7. Proficient in audio/touch typing 8. Excellent computer skills including Microsoft Office (in particular Outlook, Word, Excel and PowerPoint) and confidence in using the internet, with the willingness to proactively embrace changing office technologies; 9. A high standard of numeracy; the ability to manage finances 10. Experience of working on confidential matters; tact and discretion 11. The ability to manage and prioritise a varied and busy workload and work to deadlines; 12. Demonstrable experience of managing multiple tasks and meeting tight deadlines whilst maintaining attention to detail and a high level of accuracy Desirable selection criteria 13. Experience of working in a HEI or similar large and complex organisation; 14. Experience of events organisation. 15. Experience with University systems. 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 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. Job Description and Selection Criteria- 168880 Executive and Administrative Assistant to the Deputy Chief Information Officer JD 3 IT SERVICES The role of IT Services is to ensure that the University of Oxford has the robust, reliable, and high-performing IT facilities it requires to support the distinctive needs of those engaged in teaching, learning, research, administration and strategic planning. IT Services, headed by the University’s Chief Information Officer, has around 320 staff across 2 buildings, an annual revenue budget of £22m and an IT capital plan of £60M across three years. The department is divided into groups covering infrastructure services, projects and programmes, software development, and customer services. Our aim is to attract and retain a workforce that is diverse, skilled, creative, and committed. We encourage flexibility in how we work, and welcome part time and flexible working arrangements. As a department we encourage a culture where we respect each other, are accountable for what we do, where we collaborate, give and receive constructive feedback and challenge one another. IT Services is a place where we value and recognise both our own and the contributions of others. By doing so we want to create a great culture to work in and a place where we all feel we belong. For more information please visit: http://www.it.ox.ac.uk/ University Administration and Services (UAS) University Administration and Services (UAS) is the collective term for the professional services departments of the University. UAS comprises structures to: • • • support the University’s core academic purposes of teaching, learning and research; ensure the University can meet the requirements of government, funding bodies and other external agencies; and facilitate the attainment of the objectives set out in the University’s Strategic Plan. The offices of the UAS sections are spread across the city centre, with the main University Offices located in Wellington Square. For more information please visit: http://www.admin.ox.ac.uk Job Description and Selection Criteria- 168880 Executive and Administrative Assistant to the Deputy Chief Information Officer JD 4 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 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 hr@it.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. Job Description and Selection Criteria- 168880 Executive and Administrative Assistant to the Deputy Chief Information Officer JD 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-privacypolicy. The University’s Policy on Data Protection is available at: https://compliance.admin.ox.ac.uk/dataprotection-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 of 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. Job Description and Selection Criteria- 168880 Executive and Administrative Assistant to the Deputy Chief Information Officer JD 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 dependants. 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. Oxford Research Staff Society (OxRSS) A society run by and for Oxford University research staff. It offers researchers a range of social and professional networking opportunities. Membership is free, and all researchers employed by Oxford University are welcome to join. Subscribe at researchstaff-subscribe@maillist.ox.ac.uk to join the mailing list to find out about upcoming events and other information for researchers, or contact the committee on committee@oxrss.ox.ac.uk. For more information, see www.ox.ac.uk/oxrss, Twitter @ResStaffOxford, and Facebook www.facebook.com/oxrss. Job Description and Selection Criteria- 168880 Executive and Administrative Assistant to the Deputy Chief Information Officer JD 7
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Join Our Team: Executive and Administrative Assistant to the Deputy CIO Are you ready to be part of an institution that's making a global impact? The University of Oxford, renowned as a world-class center of excellence, is seeking a dynamic Executive and Administrative Assistant to support Dr. Stuart Lee, the Deputy Chief Information Officer (CIO) in the IT Services Department. This role offers a fantastic opportunity for hybrid working, providing you with flexibility and work-life balance. This post is an exciting opportunity for someone who is keen to work in a pivotal supporting role for a dynamic, strategic, and evolving professional service department. Why Choose Us At the University of Oxford, we prioritise our employees' well-being. We offer a range of benefits, including: 30 days of annual leave (plus the 8 public holidays) Flexible approach to hybrid working Extensive personal and professional development plans and opportunities to foster growth A comprehensive range of childcare services to support working parents Very generous maternity, adoption, paternity, and shared parental leave schemes for growing families An excellent contributory pension scheme to secure your financial future Subsidised membership of the University Sports Centre to promote wellbeing Cycle loan scheme to encourage sustainable commuting Discounted bus travel and Season Ticket travel loans for convenient transportation Moreover, the University hosts a wide array of social groups and sports clubs, making your experience here about much more than just work. About the Role As an Executive Assistant, you will: Organisational Expertise: Demonstrate exceptional organisational ability and efficient time management. Decision-Making: Make decisions on behalf of senior managers to optimize their time. Collaborative Work: Collaborate closely with other EAs and PAs within IT Services. Office Management: Run the Deputy CIO's office and implement effective processes. About You To excel in this exciting role, you should: Highly Motivated: Be a highly motivated and experienced Executive Assistant with administrative expertise. Organisational Enthusiast: Enjoy organisational challenges in a professional services environment. Skills: Possess organizational, administrative, interpersonal, communication, and secretarial skills. Efficiency Under Pressure: Work efficiently under pressure and exercise discretion, confidentiality, and judgment. University Experience: Previous University experience is desirable. Senior-Level Experience: Extensive experience working as a personal/executive assistant or in a similar senior-level administrative role. Application Process You will be required to upload a cover letter/supporting statement, CV and the details of two referees as part of your online application. The closing date for applications to be submitted is Monday 20 November at 12:00 noon.
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**Join Our Team: Executive and Administrative Assistant to the Deputy CIO** Are you ready to be part of an institution that's making a global impact? The University of Oxford, renowned as a world-class center of excellence, is seeking a dynamic Executive and Administrative Assistant to support Dr. Stuart Lee, the Deputy Chief Information Officer (CIO) in the IT Services Department. This role offers a fantastic opportunity for hybrid working, providing you with flexibility and work-life balance. This post is an exciting opportunity for someone who is keen to work in a pivotal supporting role for a dynamic, strategic, and evolving professional service department. **Why Choose Us** At the University of Oxford, we prioritise our employees' well-being. We offer a range of benefits, including: * 30 days of annual leave (plus the 8 public holidays) * Flexible approach to hybrid working * Extensive personal and professional development plans and opportunities to foster growth * A comprehensive range of childcare services to support working parents * Very generous maternity, adoption, paternity, and shared parental leave schemes for growing families * An excellent contributory pension scheme to secure your financial future * Subsidised membership of the University Sports Centre to promote wellbeing * Cycle loan scheme to encourage sustainable commuting * Discounted bus travel and Season Ticket travel loans for convenient transportation Moreover, the University hosts a wide array of social groups and sports clubs, making your experience here about much more than just work. **About the Role** As an Executive Assistant, you will: * **Organisational Expertise** : Demonstrate exceptional organisational ability and efficient time management. * **Decision-Making** : Make decisions on behalf of senior managers to optimize their time. * **Collaborative Work** : Collaborate closely with other EAs and PAs within IT Services. * **Office Management** : Run the Deputy CIO's office and implement effective processes. **About You** To excel in this exciting role, you should: * **Highly Motivated** : Be a highly motivated and experienced Executive Assistant with administrative expertise. * **Organisational Enthusiast** : Enjoy organisational challenges in a professional services environment. * **Skills** : Possess organizational, administrative, interpersonal, communication, and secretarial skills. * **Efficiency Under Pressure** : Work efficiently under pressure and exercise discretion, confidentiality, and judgment. * **University Experience** : Previous University experience is desirable. * **Senior-Level Experience** : Extensive experience working as a personal/executive assistant or in a similar senior-level administrative role. **Application Process** You will be required to upload a cover letter/supporting statement, CV and the details of two referees as part of your online application. The closing date for applications to be submitted is **Monday 20 November** at 12:00 noon.
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