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Ashmolean Museum, Beaumont Street, Oxford, OX1 2PH
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Applications are invited for the role of Executive Assistant and Administrator to the Director of Collections and the Heberden Coin Room. About the role Based in the beautiful Ashmolean Museum, this is an important role, which needs to provide an effective and efficient administrative service for the Director as required and to manage an efficient office response to Museum and public needs. You will work with the departmental teams under the Director, and their administrators, to ensure the smooth running of the Directorate. This is a permanent, full-time position, working 37.5 hours per week on-site. Please feel free to contact Liz Bingham ( liz.bingham@ashmus.ox.ac.uk) for an informal chat about the role. For general enquiries or process-related enquiries, please contact our Recruitment Team (recruitment@ashmus.ox.ac.uk) About You You will be an experienced administrator and have the initiative to develop and implement the processes required in this new role. Ideally well versed in Microsoft Office applications, you will be an excellent verbal and written communicator with a confident manner. You will have an eye for detail, and work accurately, and at pace. You will be able to represent the Museum and the Directorate to both internal and external stakeholders and handle, often confidential, information appropriately. What We Offer As an employer, we genuinely care about our employees’ well-being and this is reflected in the range of benefits that we offer including: An excellent contributory pension scheme 38 days of annual leave A comprehensive range of childcare services Family leave schemes Cycle loan scheme Discounted bus travel and Season Ticket travel loans More information is available at https://hr.admin.ox.ac.uk/staff-benefits Diversity Our staff and students come from all over the world, and we proudly promote a friendly and inclusive culture. Diversity is positively encouraged, through diverse groups and champions, as well as a number of family-friendly policies, such as the right to apply for flexible working and support for staff returning from periods of extended absence, for example, shared parental leave. How to apply You will be required to upload your CV (up to two pages) and a supporting statement (200 words per each criterion) as part of your online application. Your supporting statement should list each of the essential and desirable selection criteria, as listed in the job description, and explain how you meet each one. Only applications received online by 12.00 midday (GMT) on Friday 26 January 2024 can be considered. Interviews are expected to take place on Thursday 8 February 2024. *An automatic annual increment each year will be paid up to (and not including) the discretionary range within the University of Oxford’s grade 6 salary scale.
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Job description and selection criteria Job title Executive Assistant to the Director of Collections Division Gardens, Libraries and Museums (GLAM) Department Ashmolean Museum Location Ashmolean Museum, Beaumont Street, Oxford, OX1 2PH Grade and salary Grade 6*: starting from £32,332 per annum Hours Full time (37.5 hours per week) working on-site Contract type Permanent Reporting to Director of Collections Vacancy reference 170409 *An automatic annual increment each year will be paid up to (and not including) the discretionary range within the University of Oxford’s grade 6 salary scale. Additional information You are required to complete and upload a CV (up to two pages) and a supporting statement (200 words per each criterion) which clearly explains how you meet the selection criteria for the post. Please see the ‘How to Apply’ section for further details. CVs alone will not be considered. Please contact the recruitment team if you require the job description in an alternative format. Closing date 12.00 midday GMT Friday 26 January 2024 Job description Overview of the role The Executive Assistant supports the Director of Collections and their team, in the operations and activities outlined below. This is an important role, which needs to provide an effective and efficient administrative service for the Director as required, manage the administrative office and ensure the efficient Directorate response to Museum and public needs. As well responsibility for a range of processes, and duties listed below, there may be other activities requested, commensurate with the grade of this role. Strategic Context The Ashmolean has four major curatorial departments managed by the Director of Collections: Antiquities, Eastern Art, Western Art, and the Heberden Coin Room, each led by a ‘Keeper’/Head of Department. The Keepers are responsible for collections, activities, and initiatives in their departments, on which they collaborate with other departments across the Museum. The Collection departments also include two cross-museum departments: Conservation and Digital Collections, the latter responsible for digitization of the collection and the collection database. The collections and archives at the Ashmolean are a global resource comprising over 1 million objects and works of art covering almost the entire span of human history. We aim to make these accessible on site, in two new collections storage and study facilities currently being constructed, and online, and the breadth and quality of the collections make the Museum one of the most valued art and archaeological resources for research and teaching in the UK and more widely. The Museum has 28 research-active curators, most of whom also teach within the University. Doing justice to the Ashmolean’s collections is impossible in such short compass, but among our world-leading holdings are the most important collection of Minoan (Cretan) antiquities outside Greece; the most significant Pre-Dynastic Egyptian collections outside Egypt; the earliest collection of Classical sculpture and inscriptions in Britain; exceptional collections of European Migration Period metalwork; one of the world’s finest assemblages of Western European drawings; the most select collection in existence of C16th-18th European stringed instruments; the largest and most important collections of both greenware ceramics of the 3rd-11th centuries, and of 20th century Chinese paintings outside China; and one of the top ten coin collections in the world. The Museum also holds important archival and documentary material, including archives relevant to local archaeology for over a century and a half; the Sir John and Sir Arthur Evans Archives; the Kish (Iraq) excavation archives and the Pissarro Family Archive. The Ashmolean mounts a vibrant public programme including between 6 and 9 exhibitions and temporary displays a year, including two to three major (paying) loan exhibitions, the majority of which are curated internally. Responsibilities • Managing the Director’s diary, using initiative to make considered judgements when juggling the demands placed on the schedule, and identifying priority items of business for immediate action Page 2 of 9 • Supervising the administration of the departments within the Directorate of Collections, and devising and implementing office administrative systems and processes across all the member departments • Providing administrative support for the Heberden Coin Room • Identifying priority items of business and allocating tasks to staff accordingly • Replying on a range of issues on behalf of the Director of Collections • Researching and preparing reports and briefing papers for senior staff • Acting as a trusted point of contact for telephone/email enquiries, including dealing with senior members of the University, influential contacts and the general public requiring confidentiality and professionalism • Organising efficiently the arrangements for meetings and events held within the Ashmolean and other venues • Coordinating committee work, including organising business, preparing agendas, writing minutes and ensuring that business is dealt with in a timely manner. Identifying actions and ensuring decisions are effectively implemented • Producing reports and other documents as required within deadlines • Making complex travel arrangements for UK and international travel, including making arrangements for visas if needed • Providing and writing material relating to the Department of Collections and updating the Museum’s intranet (The ARK) • Providing administrative oversight on financial matters: for example, the management of travel, subsistence and other expenses and allowances, invoices for subscriptions • Sitting on the Administrator’s committee/forum to share information and exchange best practise with colleagues across the Museum • Developing successful working relationships with academic and support staff colleagues across the department and in the wider University Other duties • Participate in a regular Annual Review • Undertake any necessary training identified • Comply with health and safety regulations • Comply with the policies and procedures set out in the Handbook for University Support Staff/Academic Related Staff • Any other duties that may be required from time to time commensurate with the grade of the job Page 3 of 9 The Ashmolean Museum reserves the right to make reasonable amendments to the job description in consultation with the post-holder at any time. Selection criteria Essential selection criteria • Experience of managing the office of a senior member of staff • Experience of diary management, including making complex travel arrangements • A high standard of written and oral communication skills to draft correspondence and to produce well-presented reports • Excellent interpersonal and relationship skills • A willingness and ability to work independently and to take the initiative to find solutions • Excellent computer skills including: All Microsoft Office applications • A high level of accuracy and numeracy; the ability to manage finances • Experience of working on confidential matters; tact and discretion • The ability to manage and prioritise a varied and busy workload and work to deadlines Desirable selection criteria • Experience of using financial information systems (e.g. Oracle Financials) • 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 Page 4 of 9 The Ashmolean Museum The Ashmolean Museum Who we are: Open since 1683, we are the University of Oxford’s Museum of art and archaeology. Situated in the heart of the city, we are an iconic cultural destination open to everyone every day. With c.900,000 visitors a year (pre-Covid), we are the most visited university museum in the world. What we do: We preserve and share our collections and knowledge to promote research, learning and enjoyment. Why we do what we do: To illuminate our shared humanity. We have three strategic pillars: Collections: We care for, develop, and widen access to our collections. Research and Teaching: We enable, lead and deliver world-class research and teaching. Audiences: We provide engaging and inspiring experiences for increasingly diverse audiences. In the next five years, we have five enabling priorities: 1. To support, develop and inspire our teams; 2. To promote equity and value diversity in all that we do; 3. To ensure we have the resources to deliver our work; 4. To work towards our commitment to achieve net zero carbon by 2035. Our environmental responsibility will inform our actions; 5. To ensure we have a building and infrastructure fit for purpose and our future. For more information visit https://www.ashmolean.org/ 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, Page 5 of 9 commercial and cultural partners across the world to stimulate high-quality research and enable innovation through a broad range of social, policy and economic impacts. We believe our strengths lie both in empowering individuals and teams to address fundamental questions of global significance, while providing all our staff with a welcoming and inclusive workplace that enables everyone to develop and do their best work. Recognising that diversity is our strength, vital for innovation and creativity, we aspire to build a truly diverse community which values and respects every individual’s unique contribution. While we have long traditions of scholarship, we are also forward-looking, creative and cuttingedge. Oxford is one of Europe's most entrepreneurial universities and we rank first in the UK for university spin-outs, and in recent years we have spun out 15-20 new companies every year. We are also recognised as leaders in support for social enterprise. Join us and you will find a unique, democratic and international community, a great range of staff benefits and access to a vibrant array of cultural activities in the beautiful city of Oxford. For more information, please visit www.ox.ac.uk/about/organisation Gardens, Libraries and Museums (GLAM) The Gardens, Libraries and Museums (GLAM) group includes the providers of the major academic services to the divisions, and also departments with responsibilities including, but extending beyond, the immediate teaching and research needs of the University. The collections embodied within these departments are an essential part of the University’s wider nature and mission. They are part of its heritage as the country’s oldest University and now form a resource of national and international importance for teaching, research and cultural life; they also make a major contribution to the University’s outreach and access missions. For more information please visit: https://www.glam.ox.ac.uk/home 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 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). All applications must be received by midday UK time on the closing date stated in the online advertisement. Supporting Statement Please note that if you do not upload a completed supporting statement and a CV, we will be unable to consider your application for this role. Page 6 of 9 The inclusion of the supporting statement and CV is a mandatory step in the online application process. Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description in your supporting statement. All applications must be received by 12:00 midday (GMT/BST) on the closing date stated in the online advertisement. References Please give the details of two people who have agreed to provide a reference for you. If you have previously been employed, your referees should be people who have managed you for a considerable period, and at least one of them should be your formal line manager in your most recent job. Otherwise they may be people who have supervised you in a recent college, school, or voluntary experience. It is helpful if you can tell us briefly how each referee knows you (e.g. ‘line manager’, ‘college tutor’). Your referees should not be related to you. Your referees will be asked to comment on your suitability for the post and to provide details of the dates of your employment; and of any disciplinary processes which are still considered ‘live’. We will only take up references at offer stage. 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 https://staff.web.ox.ac.uk/recruitment-support-faqs advice is available at: Non-technical questions about this job should be addressed to the recruiting department directly on recruitment@ashmus.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. Relocation At the moment, the Ashmolean Museum is not offering relocation expenses to this post. Important information for candidates Page 7 of 9 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/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, 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. Photographs: Copyright Ashmolean Museum, University of Oxford Page 8 of 9 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/staffbenefits 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 Page 9 of 9
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Applications are invited for the role of Executive Assistant and Administrator to the Director of Collections and the Heberden Coin Room. **About the role** Based in the beautiful Ashmolean Museum, this is an important role, which needs to provide an effective and efficient administrative service for the Director as required and to manage an efficient office response to Museum and public needs. You will work with the departmental teams under the Director, and their administrators, to ensure the smooth running of the Directorate. This is a permanent, full-time position, working 37.5 hours per week on-site. Please feel free to contact Liz Bingham ( liz.bingham@ashmus.ox.ac.uk) for an informal chat about the role. For general enquiries or process-related enquiries, please contact our Recruitment Team (recruitment@ashmus.ox.ac.uk) **About You** You will be an experienced administrator and have the initiative to develop and implement the processes required in this new role. Ideally well versed in Microsoft Office applications, you will be an excellent verbal and written communicator with a confident manner. You will have an eye for detail, and work accurately, and at pace. You will be able to represent the Museum and the Directorate to both internal and external stakeholders and handle, often confidential, information appropriately. **What We Offer** As an employer, we genuinely care about our employees’ well-being and this is reflected in the range of benefits that we offer including: * An excellent contributory pension scheme * 38 days of annual leave * A comprehensive range of childcare services * Family leave schemes * Cycle loan scheme * Discounted bus travel and Season Ticket travel loans More information is available at https://hr.admin.ox.ac.uk/staff-benefits **Diversity** Our staff and students come from all over the world, and we proudly promote a friendly and inclusive culture. Diversity is positively encouraged, through diverse groups and champions, as well as a number of family-friendly policies, such as the right to apply for flexible working and support for staff returning from periods of extended absence, for example, shared parental leave. **How to apply** You will be required to upload your CV (up to two pages) and a supporting statement (200 words per each criterion) as part of your online application. Your supporting statement should list each of the essential and desirable selection criteria, as listed in the job description, and explain how you meet each one. Only applications received online by 12.00 midday (GMT) on Friday 26 January 2024 can be considered. Interviews are expected to take place on Thursday 8 February 2024. *An automatic annual increment each year will be paid up to (and not including) the discretionary range within the University of Oxford’s grade 6 salary scale.
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