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NTriples description of Executive Assistant to the Head of Department and Head of Administration and Finance
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Job Description Nt aJob title Executive Assistant to the Head of Department and Head of Administration and Finance Division Medical Sciences Division Department Radcliffe Department of Medicine (RDM) Location RDM, John Radcliffe Hospital site. Although it is anticipated that the majority of time will be spent on-site, some working from home will also possible, to be agreed with the appointee. Grade 6: £32,332 - £38,205 p.a. with a discretionary range to £41,732 p.a. Grade and salary Dependent on experience, the chair of the recruiting panel may offer this post at one grade lower than the advertised grade, with a commensurate adjustment in responsibilities and duties. In this case, this role may be offered at Grade 5 (£28,759 to £33,966) per annum) and a training plan put in place to ensure that you can move to the substantive Grade after 12 months and on successful completion. Hours Full time (37.5 hours per week). Contract type Permanent Reporting to Head of Department, Professor Keith Channon, and Head of Administration and Finance, Dr Jane Sherwood Vacancy reference 164373 Additional information This post carries a one-year probationary period for those not already employed in the University of Oxford. The role In this senior post you will provide high-quality, highly efficient and effective Executive Assistant support to Professor Keith Channon, Head of Department (HoD) and Dr Jane Sherwood, the Head of Administration and Finance (HAF). You will work within the core Radcliffe Department of Medicine Strategic (RDMS) team, an expert and professional team which supports the four divisions and one institute which make up RDM. Your work will support and co-ordinate the work of the HoD and the HAF across RDM and within the RDMS team (which covers finance, research strategy, communications and public engagement, graduate studies and equality and diversity). You will attend and act as minutes secretary to the Senior Leadership Team and the Department’s Career Development Committee. You will assist with RDMS activities such as the organisation of departmental events, making day-to-day purchases for the RDMS team, and updating the Department’s website (training on the content management system ‘haiku’ will be provided if needed). This post is an exciting opportunity for someone who is keen to work in a pivotal supporting role for an internationally leading multi-disciplinary, multi-site medical sciences 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 HoD and HAF, to ensure the best use of their time. This senior post is central to the RDMS team and therefore you must be able to demonstrate the ability to work well in a team environment as well as be comfortable working independently. This role would ideally suit a highly motivated, experienced Executive Assistant with administrative experience who will enjoy contributing to the departmental mission of tackling some of the world’s biggest health challenges by integrating innovative basic biology with cutting edge clinical research. You will run the offices of the HoD and HAF, reviewing and implementing processes and procedures to ensure their effective running. Your work will involve close liaison with other EAs and PAs within RDM. You will think on your feet and provide innovative solutions to issues as they arise, whilst maintaining a professional manner at all times. To facilitate this, you will need to develop successful working relationships with academic and professional services colleagues across the Department, the wider University, and externally. A positive, pro-active and flexible approach is important. Responsibilities 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. Gain a good grasp of the aims and activities of the HoD, HAF and the RDMS team in order to prioritise calls on their time, and where appropriate, to make informed decisions on their behalf. Manage the HoD’s and HAF’s offices, carrying responsibility for the effective day to day organisation of business, and interacting widely with departmental, divisional and NHS staff, administrative colleagues, senior staff within the University, NHS and externally (nationally and internationally). Efficiently manage diaries and email communications, using initiative to make considered judgements when juggling the demands. Prepare briefing notes for the HoD and HAF and reply to a range of issues on their behalf. Identify priority items of business, involving other colleagues as appropriate. 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 HoD’s and HAF’s time and workload. Be the central point of contact for the HoD and HAF, 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. Be responsible for co-ordinating and facilitating UK and international travel arrangements principally for the HoD, including obtaining visas where necessary. Develop successful working relationships with academic and professional support staff colleagues across the Department and in the wider University, including liaising with other RDM EAs and PAs. Share information and exchange best practice. Assist with the efficient organisation of RDM meetings, events and conferences held at a range of venues as appropriate, including managing budgets and value for money. Support for certain RDM committees and working groups such as the Senior Leadership Team and the Career Development Committee. 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 RDM Strategic team as directed by the HAF. Carry out other duties appropriate to the grading and support of the HoD/HAF and that of RDM. Selection criteria Essential 2 1. Educated to degree level or with equivalent professional experience; 2. Experience of providing high-level support at an executive level, ideally at least three-five years; 3. Experience of diary management; 4. Experience of administrative work; 5. Excellent communication and interpersonal skills, professional demeanour and a positive and flexible approach to work in order to promote the profile of RDM and build and maintain effective working relationships; 6. The ability to draft complex correspondence and produce well-presented reports; 7. Experience of working on confidential matters; tact and discretion; 8. Demonstrable experience of managing multiple tasks and meeting tight deadlines whilst maintaining attention to detail and a high level of accuracy; 9. The ability to manage and prioritise a varied and busy workload and work to deadlines; 10. 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; 11. A high standard of numeracy; the ability to manage finances/budgets. Desirable 1. Experience of working in a HEI or similar large and complex organisation; 2. Experience of events organisation; 3. Experience with University on-line systems including haiku content management system, Sympa email lists and Oracle Financials. Probation The successful applicant will be given a permanent contract, subject to completion of a satisfactory one-year probationary period if they are appointed from outside the University of Oxford. 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 Additional security pre-employment checks This job includes duties that will require additional security pre-employment checks. • University security screening (eg identity 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. 3 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 1520 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. Radcliffe Department of Medicine (RDM) The Radcliffe Department of Medicine (RDM) within the Medical Sciences Division is one of the largest departments in the University of Oxford. Headed by Professor Keith Channon, RDM is a multi-disciplinary department which aims to tackle some of the world’s biggest health challenges by integrating innovative basic biology with cutting edge clinical research. The Department was formed in 2012 and comprises: • The Division of Cardiovascular Medicine (CVM) • The Investigative Medicine Division (IMD) • The Nuffield Division of Clinical Laboratory Sciences (NDCLS) • The Oxford Centre for Diabetes, Endocrinology and Metabolism (OCDEM) • The majority of research groups from the MRC Weatherall Institute of Molecular Medicine (WIMM) The Department has internationally renowned programmes in a range of areas, including cardiovascular sciences, diabetes and endocrinology, immunology, haematology and pathology. Our work is underpinned by excellence in molecular medicine, stem cell biology, genomics and clinical laboratory science. The Department employs in the region of 650 staff, has around 150 postgraduate research students and has an annual turnover of around £70m. RDM supports a culture that is inclusive and supportive of all members, including those with caring responsibilities and those who work flexibly for other reasons. We are proud to be a family friendly department, and are committed to creating a working environment that offers opportunities for working parents/carers to achieve their professional goals and develop their careers without having a detrimental effect on family life. To support this, we have a range of family friendly policies and practices including maternity, paternity and adoption leave, shared parental leave and unpaid parental leave, flexible/part-time working and scheduling meetings within core hours (9.30 a.m. -2.30 p.m.). Many of our staff work flexibly, with arrangements managed informally or formally. The University of Oxford is a member of the Athena SWAN Charter and holds an institutional Silver Athena SWAN award. RDM holds a departmental Silver Athena SWAN award in recognition of our efforts to introduce organisational and cultural practices that promote gender equality in SET to create a better working environment for both men and women For more information on the Department please visit: www.rdm.ox.ac.uk The Medical Sciences Division The Medical Sciences Division is an internationally recognized centre of excellence for biomedical and clinical research and teaching. We are the largest academic division in the University of Oxford. World-leading programmes, housed in state-of-the-art facilities, cover the full range of scientific endeavour from the molecule to the population. With our NHS partners we also foster the highest possible standards in patient care. For more information please visit: http://www.medsci.ox.ac.uk 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. 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 is 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 Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, travel discounts, and a variety of professional development opportunities. Our range of other employee benefits and discounts also includes free entry to the Botanic Gardens and University colleges, and discounts at University museums. See https://hr.admin.ox.ac.uk/staff-benefits University Club and sports facilities Membership of the University Club is free for all University staff. The University Club offers social, sporting, and hospitality facilities. Staff can also use the University Sports Centre on Iffley Road at discounted rates, including a fitness centre, powerlifting room, and swimming pool. See www.club.ox.ac.uk and https://www.sport.ox.ac.uk/. Information for staff new to Oxford If you are relocating to Oxfordshire from overseas or elsewhere in the UK, the University's Welcome Service website includes practical information about settling in the area, including advice on relocation, accommodation, and local schools. See https://welcome.ox.ac.uk/ There is also a visa loan scheme to cover the costs of UK visa applications for staff and their dependents. See https://staffimmigration.admin.ox.ac.uk/visa-loan-scheme Family-friendly benefits With one of the most generous family leave schemes in the Higher Education sector, and a range of flexible working options, Oxford aims to be a family-friendly employer. We also subscribe to the Work+Family Space, a service that provides practical advice and support for employees who have caring responsibilities. The service offers a free telephone advice line, and the ability to book emergency back-up care for children, adult dependents and elderly relatives. See https://hr.admin.ox.ac.uk/myfamily-care Childcare The University has excellent childcare services, including five University nurseries as well as 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. 6
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Radcliffe Department of Medicine (RDM), John Radcliffe Hospital, Headington, Oxford
Description of Executive Assistant to the Head of Department and Head of Administration and Finance
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Executive Assistant to the Head of Department and Head of Administration and Finance
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Notation3 description of Executive Assistant to the Head of Department and Head of Administration and Finance
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John Radcliffe Hospital West Wing, Headley Way
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We have an exciting vacancy within the Radcliffe Department of Medicine for an experienced Executive Assistant to provide high-quality and highly efficient support to the Head of Department, and the Head of Administration and Finance. This varied and stimulating role is based within the core RDM Strategic team, working alongside a variety of professional services colleagues to ensure the smooth running of the Department. In joining our internationally-leading multi-disciplinary, multi-site medical sciences department, you will liaise with a wide range of academic and professional staff, including in RDM, the wider University, the NHS and national and international organisations. You will be the central point of contact for enquiries to the Head of Department and the Head of Administration and Finance. With your excellent organisational, administrative and communication skills, you will be able to work autonomously as well as in a team, exercising a high level of discretion, confidentiality and judgement. You will bring significant experience of working as an executive/personal assistant or in a similar administrative role. In a busy environment, you will be able to work productively and ensure the effective organisation of the offices of the Head of Department and Head of Administration and Finance by reviewing processes and procedures and implementing enhancements. This full-time post is available immediately. A flexible working pattern will allow for a blend of on-site working and working from home, as agreed. Informal enquiries are welcome to either HoD Prof Keith Channon (keith.channon@cardiov.ox.ac.uk) or HAF Dr Jane Sherwood ( jane.sherwood@rdm.ox.ac.uk ). _This is a grade 6 post but under-fill at Grade 5 will be considered with amended duties, a 12-month development plan and mentoring._ Applications for this vacancy are to be made online, and as part of the application you will be required to upload a CV and supporting statement demonstrating how you fulfil the selection criteria. The closing date will be **Thursday 16 November 2023** , although applications will be considered on a rolling basis. Interviews will be held in due course.
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We have an exciting vacancy within the Radcliffe Department of Medicine for an experienced Executive Assistant to provide high-quality and highly efficient support to the Head of Department, and the Head of Administration and Finance. This varied and stimulating role is based within the core RDM Strategic team, working alongside a variety of professional services colleagues to ensure the smooth running of the Department. In joining our internationally-leading multi-disciplinary, multi-site medical sciences department, you will liaise with a wide range of academic and professional staff, including in RDM, the wider University, the NHS and national and international organisations. You will be the central point of contact for enquiries to the Head of Department and the Head of Administration and Finance. With your excellent organisational, administrative and communication skills, you will be able to work autonomously as well as in a team, exercising a high level of discretion, confidentiality and judgement. You will bring significant experience of working as an executive/personal assistant or in a similar administrative role. In a busy environment, you will be able to work productively and ensure the effective organisation of the offices of the Head of Department and Head of Administration and Finance by reviewing processes and procedures and implementing enhancements. This full-time post is available immediately. A flexible working pattern will allow for a blend of on-site working and working from home, as agreed. Informal enquiries are welcome to either HoD Prof Keith Channon (keith.channon@cardiov.ox.ac.uk) or HAF Dr Jane Sherwood ( jane.sherwood@rdm.ox.ac.uk ). This is a grade 6 post but under-fill at Grade 5 will be considered with amended duties, a 12-month development plan and mentoring. Applications for this vacancy are to be made online, and as part of the application you will be required to upload a CV and supporting statement demonstrating how you fulfil the selection criteria. The closing date will be Thursday 16 November 2023, although applications will be considered on a rolling basis. Interviews will be held in due course.
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John Radcliffe West Wing and Children's Hospital
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Past vacancies at the University of Oxford