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Personal Assistant to Professor Eric Beinhocker
Grade 5: £28,759 - £33,966 per annum (pro rata for part time appointments)
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Notation3 description of Personal Assistant to Professor Eric Beinhocker
INET, Manor Road Building, Manor Road, Oxford OX1 3UQ
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Past vacancies at the University of Oxford
Description of Personal Assistant to Professor Eric Beinhocker
_____________________________________________________________________________________________ BLAVATNIK SCHOOL OF GOVERNMENT Summary Job title Personal Assistant to Professor Eric Beinhocker Division Social Sciences Department Blavatnik School of Government Location INET, Manor Road Building, Manor Road, Oxford, OX1 3UQ Grade and salary Grade 5: £28,759 - £ 33,966 per annum (pro rata for part-time appointments) Hours Part time (25 hours per week / 68% FTE) Contract type Fixed-term until 31 December 2025 due to funding Reporting to Professor Eric Beinhocker and Centre Manager (INET Oxford) Vacancy reference 169182 Additional information Whilst this is a grade 5 position, we would be willing to consider candidates with potential but less experience who are seeking a development opportunity, for which an initial appointment would be at grade 4 with the responsibilities adjusted accordingly. This would be discussed with applicants at interview/ appointment, where appropriate. Closing date 12 noon (UK time) on Friday 10 November 2023 The role The post is for a Personal Assistant (PA) to Professor Eric Beinhocker, Executive Director of the Institute for New Economic Thinking at the Oxford Martin School (INET Oxford) and Professor of Public Policy Practice at the Blavatnik School of Government. Based within the INET Oxford research centre in Manor Road Building, the Personal Assistant’s duties will cover all areas of managing the desk and affairs of Professor Beinhocker, including diary management, correspondence management, organising meetings and events, travel arrangements, expense reporting, acquiring and organising research materials, file management, liaising with faculty and students, and fielding internal and external requests for Professor Beinhocker’s time. The postholder will also be an integral member of the INET Oxford professional team and play an important role in the smooth running of the operations for the centre. They will work closely with INET Oxford’s Centre Manager and other members of the centre’s management team, along with professional colleagues in University administration, as well as with academic members of the University. The postholder will also be the point of contact for visitors and staff/students within the Centre and will help the Admin Team provide a welcoming and professional environment. The successful candidate will have relevant administrative experience, with a high level of accuracy, attention to detail, high professional standards, and outstanding prioritisation and organisational skills. They should have strong evidence of tact, discretion and sound judgement when dealing with confidential or sensitive matters, and when interacting with senior level people. Excellent communication skills (both written and verbal), strong interpersonal skills, and the ability to deal with a range of individuals and work flexibly within a team, are essential. Finally, whilst the successful candidate will be given guidance and support from the Executive Director, Centre Manager, and other members of the Admin team, they must be a proactive self-starter, able to organise their work effectively, request help, support, and clarification when needed, while also working independently. Working hours are Monday-Friday, five hours per day, with specific hours to be mutually agreed with the successful candidate. The post offers the possibility of flexible hybrid working, with three days per week in the INET Oxford office at Manor Road and remaining days working from home if desired. Specific office days would be mutually agreed with the successful candidate. Responsibilities Support for the Executive Director: • • • • • Overall diary management for the Executive Director, using initiative to make considered judgements when juggling the demands placed on the schedule and ensuring the Executive Director is fully briefed with any materials needed prior to each meeting; ensuring the diary is always accurate and up to date and contains all information required; coordinate between the Executive Director’s work and personal diaries (e.g., scheduling around holiday times, personal appointments). Organising arrangements for meetings, including securing venues, setting up virtual or hybrid meetings, restaurant bookings, and arranging catering, as required. Handling all incoming correspondence and requests for the Executive Director’s time, progressing matters as appropriate and identifying priority items for immediate attention. Making complex travel arrangements for UK and international travel, including visa arrangements where necessary, and securing University Travel Insurance; ensuring travel arrangements are fully detailed for the Executive Director. Providing full secretarial support, including the preparation of speeches, presentations, academic papers, articles, grant applications, reports, spreadsheets, PowerPoint presentations and other complex documents. 2 • • • • Maintaining files and records of presentations, publications and activities. Maintaining, and improving as appropriate, efficient administrative procedures and processes, including record-keeping and filing systems. Providing administrative support on financial matters, including the management of travel, subsistence and other expenses, reconciliation of the company credit card and preparing the annual submission for UK/US tax records. Coordinating the Executive Director’s Academic Visitors, including working effectively with a host Department, creating an itinerary, checking accommodation and travel and arranging any reimbursements. General support for the INET Oxford centre: • • • • • Assist the Centre Manager in the organisation of meetings, seminars and conferences and be prepared to attend and carry out further duties such as registration and general event support. Act as the first point of contact for visitors. Deal effectively with queries and diverting such correspondence to other staff where appropriate. Act as Secretary for the INET Oxford Management committee meeting, including preparing and circulating documents and minuting the meeting. Work with the Centre Manager and other team members to allocate ad hoc tasks and organise temporary cover for the administration office as required. Help the INET admin team with housekeeping duties, including reporting maintenance issues and general tidying/restocking of the kitchen area. Please note the postholder may be asked to work outside normal office hours on occasion to support events which will be remunerated as time off in lieu. Selection criteria Essential selection criteria • • • • • • • • Previous administrative/PA experience, including managing busy diaries, complex travel itineraries and administrative projects. Excellent prioritisation and organisational skills, with the ability to work on a variety of tasks at the same time whilst maintaining high standards, including coping with unpredictable volumes of work, busy periods and tight deadlines. High levels of accuracy and attention to detail when making arrangements, drafting and proof-reading documents, handling data and providing information. Evidence of tact, discretion and sound judgement when dealing with extremely confidential or sensitive matters. Excellent written and verbal communication skills, with the ability to draft wellwritten correspondence and clearly communicate with a variety of colleagues and stakeholders. Excellent skills in office IT systems and experience with platforms such as Zoom and MS Teams for online and hybrid meetings or events. Ability to learn new applications as required. A high standard of numeracy, including confidence dealing with expense reports and finances. Ability to deal effectively with a wide range of people and to work flexibly as part of a team. 3 • Highly pro-active, self-organising, and a self-starter. Desirable selection criteria • • • Experience of working within higher/further education. Experience of Committee servicing/minuting meetings. Experience of events organisation. 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 4 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. The Blavatnik School of Government Our vision is of a world better led, a world better served and a world better governed. We are a global school committed to improving the quality of government and public policymaking worldwide, through three routes: teaching current and future leaders; applied research; and engagement with government and practitioners. The School was founded in 2010 and our founding dean is Professor Ngaire Woods. We admitted the first 38 Master of Public Policy (MPP) students in 2012 and we currently accept around 120 MPP students and five doctoral students a year. The Blavatnik School of Government holds a bronze Athena Swan award to recognise advancement of gender equality: representation, progression and success for all. You can find more information on the Blavatnik School of Government’s website. INET Oxford The Institute for New Economic Thinking at the Oxford Martin School (INET Oxford, www.inet.ox.ac.uk) was established in May 2012 as a result of a major grant to the University by the Institute for New Economic Thinking (INET, www.ineteconomics.org). INET is a philanthropic foundation based in New York that was founded in 2009 to promote innovative, cross-disciplinary, policy-relevant economic research. INET Oxford was established in INET and the University of Oxford to become a major centre for leadingedge economic research addressing questions ranging from how do we prevent future financial crises, to how do we address rising inequality, to how do we tackle the threat of climate change? 5 INET Oxford has six major research programmes: Complexity Economics, Economic Modelling, the Economics of Sustainability, Employment Equity and Growth, Ethics and Economics, and the Future of Capitalism, each led by a senior academic Director or CoDirectors. The Programme Directors and Centre Manager report to the Executive Director of INET Oxford, Professor Eric Beinhocker, and together form INET Oxford’s Management Committee. INET Oxford is a research centre based within the Oxford Martin School (http://www.oxfordmartin.ox.ac.uk/) and its faculty, researchers and graduate students have affiliations and collaborations with a number of the University Departments and Schools, including the Department of Economics, the Mathematical Institute, the Department of Computer Science, the Department of Social Policy and Intervention, the Faculty of Philosophy, the School of Geography and the Environment, the Department of Sociology, the Saïd Business School, the Blavatnik School of Government, and the Smith School of Enterprise and the Environment. INET Oxford is housed in the Manor Road Social Sciences building. INET Oxford is committed to promoting sustainable working practices as part of the wider University of Oxford Sustainability Strategy. We therefore encourage our team to work in a way which reduces their environmental impact and uses resources effectively. This may be achieved by thinking about our methods of travel, or our use of resources in the office, amongst others. The University provides schemes and initiatives which support this aim. For more information please visit www.inet.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). If, for any reason, you have taken a career break or have had an atypical career and wish to disclose this in your application, the selection committee will take this into account. The selection committee will also be mindful of the impact that the Covid-19 pandemic may have had on candidates’ careers as a result of additional caring responsibilities or other factors. 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. 6 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 illhealth/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 https://staff.web.ox.ac.uk/recruitment-support-faqs is available at: Non-technical questions about this job should be addressed to the recruiting department directly via recruit@bsg.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. 7 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. 8 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. 9
**INTERNAL APPLICATIONS ONLY** **About the Blavatnik School of Government** Our vision is of a world better led, a world better served and a world better governed. We are a global school committed to improving the quality of government and public policymaking worldwide, through three routes: **teaching** **current and future leaders** ; **generating** **research with impact** ; and **engaging** **with governments and practitioners**. **What we offer** The Blavatnik School is a collaborative, friendly, and dynamic department based in an award-winning building in Jericho. In term time, we host regular events and talks with well-known guest speakers (usually 2-3 each week) – all of which that are open to staff. On the social side, we have regular coffee/cake mornings for staff, a Halloween event to which children of staff are invited and Christmas and summer parties for all staff. As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including: * An excellent contributory pension scheme * 38 days annual leave * A comprehensive range of childcare services * Family leave schemes * Cycle loan scheme * Discounted bus travel and Season Ticket travel loans * Membership to a variety of social and sports clubs * Opportunities for hybrid working. More information about working at the Blavatnik School of Government can be found on our jobs page. **About the role** The Blavatnik School of Government is seeking a Personal Assistant to support **Professor Eric Beinhocker** , Executive Director of INET Oxford and Professor of Public Policy Practice at the Blavatnik School of Government. Based within the INET Oxford research centre in the Manor Road Building, the Personal Assistant’s duties will cover all areas of managing the desk and affairs of Professor Beinhocker. This will include; dealing with a wide range of matters (sometimes highly confidential or sensitive) and exercising judgement about the course of action required, organising travel, meetings and events, diary management and financial reporting and expenses. The postholder will also be an integral component of the INET Oxford team and play an important role in the smooth running of the operations for the centre. The contract is fixed-term until 31 December 2025 (with the possibility of extension subject to funding). **About you** You will have previous administrative experience, relevant to the role, with a high level of accuracy and a keen eye for detail. You should have strong evidence of tact, discretion and sound judgement when dealing with confidential or sensitive matters, and excellent communication and interpersonal skills. A high standard of numeracy, outstanding prioritisation and organisational skills, with the ability to work on a variety of tasks at the same time whilst maintaining high standards, are also essential. **Application process** You will be required to upload a covering letter/supporting statement, CV and the details of two referees as part of your online application. The closing date for applications is **12:00 noon (UK time) on Friday 10 November 2023.**
INTERNAL APPLICATIONS ONLY About the Blavatnik School of Government Our vision is of a world better led, a world better served and a world better governed. We are a global school committed to improving the quality of government and public policymaking worldwide, through three routes: teaching current and future leaders; generating research with impact; and engaging with governments and practitioners. What we offer The Blavatnik School is a collaborative, friendly, and dynamic department based in an award-winning building in Jericho. In term time, we host regular events and talks with well-known guest speakers (usually 2-3 each week) – all of which that are open to staff. On the social side, we have regular coffee/cake mornings for staff, a Halloween event to which children of staff are invited and Christmas and summer parties for all staff. As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including: An excellent contributory pension scheme 38 days annual leave A comprehensive range of childcare services Family leave schemes Cycle loan scheme Discounted bus travel and Season Ticket travel loans Membership to a variety of social and sports clubs Opportunities for hybrid working. More information about working at the Blavatnik School of Government can be found on our jobs page. About the role The Blavatnik School of Government is seeking a Personal Assistant to support Professor Eric Beinhocker, Executive Director of INET Oxford and Professor of Public Policy Practice at the Blavatnik School of Government. Based within the INET Oxford research centre in the Manor Road Building, the Personal Assistant’s duties will cover all areas of managing the desk and affairs of Professor Beinhocker. This will include; dealing with a wide range of matters (sometimes highly confidential or sensitive) and exercising judgement about the course of action required, organising travel, meetings and events, diary management and financial reporting and expenses. The postholder will also be an integral component of the INET Oxford team and play an important role in the smooth running of the operations for the centre. The contract is fixed-term until 31 December 2025 (with the possibility of extension subject to funding). About you You will have previous administrative experience, relevant to the role, with a high level of accuracy and a keen eye for detail. You should have strong evidence of tact, discretion and sound judgement when dealing with confidential or sensitive matters, and excellent communication and interpersonal skills. A high standard of numeracy, outstanding prioritisation and organisational skills, with the ability to work on a variety of tasks at the same time whilst maintaining high standards, are also essential. Application process You will be required to upload a covering letter/supporting statement, CV and the details of two referees as part of your online application. The closing date for applications is 12:00 noon (UK time) on Friday 10 November 2023.
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