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Job title VALIDATE Project Coordinator Division Medical Sciences Department Nuffield Department of Medicine Location Jenner Institute, Centre for Clinical Vaccinology and Tropical Medicine, Churchill Hospital, Oxford, OX3 7LE Grade and salary Grade 6: Salary in range £32,332 - £38,205 per annum (pro rata) Hours Full time Contract type Fixed-term contract for 2 years Funding is provided by the MRC Reporting to Samantha Vermaak, VALIDATE Executive Manager & Co-Investigator Vacancy reference 170217 Hybrid working arrangements The successful person will need to work on site for a minimum of 3 days per week About us • • • What we offer https://hr.admin.ox.ac.uk/staff-benefits • 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 • A welcoming and diverse community University of Oxford - www.ox.ac.uk/about/organisation Nuffield Department of Medicine (NDM) - https://www.ndm.ox.ac.uk Unit - Home — The Jenner Institute The role Background – The VALIDATE International Research Network This is an exciting new role, where you will take the lead on coordinating many of the activities run by the VALIDATE Network, working as a critical member of the VALIDATE team at the University of Oxford. VALIDATE (“VAccine deveLopment for complex Intracellular neglecteD pAThogEns”) is an international research network based at, and led by, the University of Oxford that aims to bring together researchers, industry partners, and governmental and non-governmental agencies across the world to accelerate vaccine development for neglected diseases linked to poverty. A second important aim for VALIDATE is to facilitate career progression for our members, particularly Early Career Researchers and (recognising inequity of career progression in our field) members based in Low- and Middle-Income Countries (LMICs) and members identifying as female or non-binary. VALIDATE focuses on three pathogen groups: mycobacteria (causing diseases such as tuberculosis (TB), and leprosy), leishmania species (causing leishmaniasis), and Burkholderia pseudomallei (which causes melioidosis). These diseases impact people in LMICs. Development of efficacious vaccines is the most cost-effective way to control these diseases. The VALIDATE Network aims to make significant progress towards vaccine development for these neglected diseases through maximising the sharing and dissemination of research knowledge and data; encouraging increased collaboration across institutes, disciplines and pathogens; capacity building; and by disseminating pump-priming and other funding. To date the Network has >660 members at over 300 institutes across 75 countries, forming an engaged and interactive community, and this continues to increase. The VALIDATE Project Coordinator is a new role that is crucial to the outputs of the Network. They will work closely with the VALIDATE team, consisting of Professor Helen McShane (Director), Professor Samantha Sampson (Co-Director, Stellenbosch University, South Africa), Samantha Vermaak (Executive Manager), and Blakeley Nixon (Communications and Events Coordinator), to manage the day-to-day running of the VALIDATE Network and its activities, and maximise the Network’s reach and its outputs. Since our start in 2017, VALIDATE has provided fellowships, research and training grants, mentoring, workshops and seminars, annual meetings, an equipment donation scheme, a hub website packed with useful information, as well as public outreach activities. We believe that by working together we will advance research more quickly and effectively, and support the next generation of scientists. You can find out more about VALIDATE at www.validate-network.org. Overview of the role This is a varied role in a small, friendly team, working (mostly virtually) with scientists across the globe. Working closely with the VALIDATE Executive Manager, you will coordinate the management of VALIDATE and its extensive activities (excluding communications and events) – including liaising with and answering queries from members, coordinating grant calls, and performing many administrative tasks (including financial management). This role is complex and varied and involves juggling large quantities of information and staying on top of lots of moving parts across multiple projects, so you need excellent organisation and prioritisation skills, and extreme attention to detail. VALIDATE is rather like a start-up, in that we run a lot of activities through a small team, and everyone therefore has to be on the ball and work quickly and efficiently at a fast-pace. You will need to be a quick learner, and a proactive problem solver who can adapt what you have learned to new situations. We also pride ourselves on excellent communication and interpersonal skills within our team. You will have the ability to work both independently and as part of a team, and to communicate effectively with people at all levels, across the world. You will need to be able to competently follow our processes and procedures, and act professionally at all times. Experience in an administration or project coordination role at a similar level is important. For informal enquiries, please contact Samantha.Vermaak@ndm.ox.ac.uk. 1 Responsibilities You will: • • • • • • • • • • • • • • • • • Work closely with the VALIDATE Executive Manager to manage the planning and day-to-day running of the VALIDATE Network, its activities (excluding events and comms) and administration. Lead on coordinating international pump-priming, fellowship, training and other VALIDATE grant calls, including the preparation of application documents, processing applications and outcomes, addressing queries from members, and keeping the relevant webpages up to date. Lead on coordinating the VALIDATE mentoring scheme. Manage grant awardees: set up and maintain administrative and financial links with all awardees, collect and compile their grant reports, approve invoice payments and expense claims. Work with Oxford University’s Research Services for the setting up of research contracts between relevant parties, and flag and manage any contract modifications required. Carry out relevant financial administration for activities (e.g. raising requisitions, approving project invoices and member expense claims), liaising closely with the Executive Manager and department finance team. Lead on coordination of Network membership, processing new membership applications, responding to queries from members, adding members to our website, and keeping our membership database up to date and accurate. Oversee and coordinate VALIDATE’s PKDL/leprosy diagnostics research project (taking place in India and Bangladesh), including setting up virtual collaborator meetings, and drafting reports to the project funder. Liaise with researchers worldwide to maintain accurate records of research activity under VALIDATE, including outputs such as publications, external funding leveraged, and intellectual property generated. Coordinate bimonthly Network Management Board meetings. Assist the Executive Manager with VALIDATE grant report writing, financial management, and with future VALIDATE grant applications. Assist the Executive Manager with leadership of the Early Career Researcher Career Development Network (ECDN) and its activities. Support the Communications and Events Coordinator with the delivery of virtual and in-person events, including the Annual Meetings, public outreach, and workshops (in-person and virtual events, including occasional international travel). Support the Communications and Events Coordinator with proof-reading of communications. Any other duties consistent with your grade. Participate in and support the public engagement and widening access activities of the Department and the University. This is anticipated to be not more than 2 days per year. Undertake mandatory training as required by the University, Division and Department. The specific list of training courses may change from time-to-time, in response to both legal and internal University requirements. 2 Selection criteria Essential • • • • • • • • • • • • • • • A degree, in Biology or another relevant subject. Demonstrable experience of project coordination. Quick and efficient worker, happy in a fast-paced work environment. Quick learner who enjoys taking on new challenges and is able to adapt knowledge to new situations. Proactive, with critical thinking ability and good problem-solving skills. Highly organised with an ability to manage a vast amount of relatively complex information and to prioritise a demanding workload with competing deadlines to successfully meet goals. Excellent verbal and written communication skills. Strong administration skills, including extreme attention to detail. A proven ability to work to high standards consistently. Professional approach to work. Autonomous - takes responsibility for own workload, actions, development and mistakes. Able to work independently, but also a strong team player. Ability to stay calm under pressure. Ability to follow processes and procedures (and create/improve them), while also being adaptable. Excellent computer skills (Microsoft Office). Desirable • • • • • Hold a higher degree or equivalent. Experience of research project coordination in an academic institute. Experience of the University processes and finance systems (especially R12). A professional understanding of GDPR. Ability to edit websites using Mosaic. 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 Hazard-specific / Safety-critical duties This job includes hazards or safety-critical activities. If you are offered the post, you will be asked to complete a health questionnaire which will be assessed by our Occupational Health Service, and the offer of employment will be subject a successful outcome of this assessment. The hazards or safety-critical duties involved are as follows: • Travel outside of Europe or North America on University Business 3 How to apply Applications are made through our e-recruitment system and you will find all the information you need about how to apply on our Jobs website https://www.jobs.ox.ac.uk/how-to-apply. If you would like to apply, click on the Apply Now button on the ‘Job Details’ page and follow the onscreen instructions to register as a new user or log-in if you have applied previously. 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). Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description. Please upload all documents as PDF files with your name and the document type in the filename. Please note using a long file name may prevent you from uploading your documents. • http://www.ox.ac.uk/about_the_university/jobs/professionalandmanagement/ 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 recruitment@ndm.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 4 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. 5
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We are seeking to appoint a VALIDATE Project Coordinator to join the team at the Jenner Institute. VALIDATE (“VAccine deveLopment for complex Intracellular neglecteD pAThogEns”) is an international research network based at, and led by, the University of Oxford that connects over 660 researchers worldwide and aims to accelerate vaccine development for neglected diseases linked to poverty, and to support the career progression of our members. This is a varied and busy role. Working closely with the VALIDATE Executive Manager, you will coordinate the management and administration of VALIDATE and its extensive activities. You will lead on coordinating our international grant calls, our mentoring scheme, and membership administration. You will manage our grant awardees throughout their grant cycle, carry out financial administration such as raising requisitions and approving payment of project invoices, and draft reports to VALIDATE’s funders. You will liaise with researchers worldwide to maintain accurate records of research activity and outputs under VALIDATE, and you will support VALIDATE event delivery, including our upcoming 2024 Annual Meeting in Thailand. It is essential that you hold a degree, in Biology or another relevant subject, and have demonstrable experience of project coordination. You will be a quick learner who enjoys taking on new challenges and is able to proactively adapt knowledge to new situations to solve problems. It is essential you are highly organised with an ability to manage a vast amount of relatively complex information and to prioritise a demanding workload with competing deadlines to successfully meet goals. You will have strong administration skills, including extreme attention to detail and excellent communication skills, and will have a proven ability to work to high standards consistently. You will be autonomous and take responsibility for your own workload and actions, but also be a strong team player. You will stay calm under pressure and be a quick and efficient worker, happy in a fast-paced work environment. Applications for this vacancy are to be made online and you will be required to upload a supporting statement and CV as part of your online application. Your supporting statement must explain how you meet each of the selection criteria for the post using examples of your skills and experience. This position is offered full time on a fixed term contract for 2 years and is funded by the MRC Partnership Grant. Only applications received before 12 midday on 5 February 2024 will be considered. Please quote **170217** on all correspondence.
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Grade 6: Salary in range £32,332 - £38,205 per annum (pro rata)
Jenner Institute, Centre for Clinical Vaccinology and Tropical Medicine, Churchill Hospital, Oxford, OX3 7LE
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We are seeking to appoint a VALIDATE Project Coordinator to join the team at the Jenner Institute. VALIDATE (“VAccine deveLopment for complex Intracellular neglecteD pAThogEns”) is an international research network based at, and led by, the University of Oxford that connects over 660 researchers worldwide and aims to accelerate vaccine development for neglected diseases linked to poverty, and to support the career progression of our members. This is a varied and busy role. Working closely with the VALIDATE Executive Manager, you will coordinate the management and administration of VALIDATE and its extensive activities. You will lead on coordinating our international grant calls, our mentoring scheme, and membership administration. You will manage our grant awardees throughout their grant cycle, carry out financial administration such as raising requisitions and approving payment of project invoices, and draft reports to VALIDATE’s funders. You will liaise with researchers worldwide to maintain accurate records of research activity and outputs under VALIDATE, and you will support VALIDATE event delivery, including our upcoming 2024 Annual Meeting in Thailand. It is essential that you hold a degree, in Biology or another relevant subject, and have demonstrable experience of project coordination. You will be a quick learner who enjoys taking on new challenges and is able to proactively adapt knowledge to new situations to solve problems. It is essential you are highly organised with an ability to manage a vast amount of relatively complex information and to prioritise a demanding workload with competing deadlines to successfully meet goals. You will have strong administration skills, including extreme attention to detail and excellent communication skills, and will have a proven ability to work to high standards consistently. You will be autonomous and take responsibility for your own workload and actions, but also be a strong team player. You will stay calm under pressure and be a quick and efficient worker, happy in a fast-paced work environment. Applications for this vacancy are to be made online and you will be required to upload a supporting statement and CV as part of your online application. Your supporting statement must explain how you meet each of the selection criteria for the post using examples of your skills and experience. This position is offered full time on a fixed term contract for 2 years and is funded by the MRC Partnership Grant. Only applications received before 12 midday on 5 February 2024 will be considered. Please quote 170217 on all correspondence.
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