sotto-Organization di
a un site
locality
primary Site
tiene sede principal en
Academic Administration Division Communications
email
site principal
Title
Description of Executive Assistant and Office Manager
Past vacancies at the University of Oxford
License
sede principale
address
Notation3 description of Executive Assistant and Office Manager
preferred label
ha sede
Address
Graduate Admissions, University Offices, Wellington Square, Oxford, OX1 2JD
country name
Job Description _________________________________________________________________________ Summary Job title Executive Assistant / Office Manager Division Academic Administration Division Department Graduate Admissions and Recruitment University Offices, Wellington Square, Oxford Location Note: GAR operates a hybrid working pattern with a minimum of three days in the office Grade and salary Grade 6: £32,332-£38,205 per annum Hours Full time Contract type Permanent Reporting to Director of Graduate Admissions and Recruitment – the postholder will also work closely with the Deputy Head of AAD Administration Vacancy reference 170623 Additional information The role This is an exciting and pivotal role within the Graduate Admissions and Recruitment (GAR) office to provide: (i) professional, efficient and proactive executive support to the Director of Graduate Admissions and Recruitment (GAR), and (ii) office management for the department and the successful delivery of the UNIQ+ graduate access internship programme. The role will include responsibility for a wide range of matters, sometimes highly confidential and/or urgent, and will include managing diaries and meeting schedules; handling correspondence, predominantly via email; preparing agendas, minutes, presentations, committee reports and preparing management information; supporting formal graduate admissions processes (e.g. appeals); managing UNIQ+ detailed budget and expenditure as well as relevant administrative activity and events support; and responsibility for coordination and tracking of workflow. The Executive Assistant/Office Manager will line-manage the Administrative Assistant, and will also work closely with the Recruitment team within Graduate Admissions and Recruitment who are responsible for UNIQ+. They will also work closely with the AAD Administration team who administers the formal financial and personnel processes for the department, providing the support that allows the office to function efficiently. The post-holder must be well organised and methodical, with excellent attention to detail and communication skills. The role will involve daily contact with senior staff and colleagues across the University, often in circumstances of strict confidentiality. A proactive and flexible approach as well as tact and discretion are vital in this role as are the ability to remain calm under pressure and a positive attitude. The post-holder may occasionally be required to undertake work outside standard working hours, either in the evenings or at weekends or during the Christmas closure period, in order to deliver activity related to the role. This usually occurs during the application peak times (December to March) and the UNIQ+ programme (July/August). Responsibilities/duties Executive support 1. Managing the Director’s busy inbox and diary, handling correspondence professionally and promptly, acting as appropriate to assist the Director in any relevant activity, as well as managing meeting schedules (including for formal committees), This will also involve making sound judgements in order to prioritise calls on the Director’s and other senior team leads’ time and resources. 2. Support the Director in the investigation of formal admissions complaints and criminal convictions, as well as Freedom of Information (FOI) and data access requests, tracking cases and monitoring deadlines, seeking information internally and from third parties, preparing briefings and servicing meetings (producing agenda, papers and minutes). 3. Assist the Director and the Senior Leadership Team (SLT) with ad hoc projects and the development and drafting of strategic planning for the office (such as the office strategic and operational plan), including researching, preparing and presenting reports or briefing papers for the senior staff and contributing to working groups. Office Management 4. Line-manage the Administrative Assistant, carrying out annual PDRs, identifying training needs, managing performance, and ensuring welfare and motivation, and work with the Administrative Assistant to manage and coordinate the procedures supporting hybrid working for the office. 5. Be responsible for all office meetings (SLT, team leads, whole office meetings), including organising business, preparing agendas, writing minutes, and following up on actions. The post-holder will also be expected to take an active role in the different, regular team meetings. 6. Lead the Office in establishing and documenting robust procedures in a range of areas which may pose reputational risk to the University, such as GDPR, Conflict of Interest, Fraud and Bribery. This will include gathering information, documenting risks and mitigating measures. 7. Provide expert support for graduate admissions work at peak times. This will include providing expert advice, primarily by phone and email, to applicants and staff alike in departments and colleges about the complex graduate admissions process and delivering customer service at the highest standard. Support for the UNIQ+ research internship programme 8. Manage, coordinate and provide administrative support for the successful delivery of the UNIQ+ research internship programme which welcomes approximately 150 interns to Oxford each year. This will include a range of administrative tasks, for example, liaising with the University Card Office and all departments on the processing of University card forms, organising a range of events or managing accommodation arrangements. 9. Managing the day-to-day UNIQ+ budget (c. £600k p.a.), in close coordination with the Student Recruitment team, ensuring expenditure is in line with budget, and liaising with the many providers across the University to keep track of invoices, coordinating with AAD Administration to ensure UNIQ+ financial information is incorporated into the department’s overall accounts The post-holder will also provide advice and guidance on making payments to departments, temporary staff, colleges and suppliers. 10. Any other duties as required by the Director or within the grade of the post. Selection criteria Essential selection criteria 1. Educated to A-level standard or equivalent. Executive Assistant / Office Manager January 2024 2 2. Experience of providing professional executive support at a senior level, including handling inboxes, diaries and meetings and the ability to work with people at all levels. 3. Experience of managing and delivering administrative activity which involves a high number of stakeholders. 4. Excellent organisational and time management skills, with the ability to work under pressure and to a deadline. 5. Excellent written and oral communication skills, with the ability to draft correspondence, summarise and present complex information to others, as well as writing agendas, minutes and reports. 6. Ability to work independently and using own initiative, but also collaboratively as part of a team, ensuring high levels of communication and customer service. 7. A thorough working knowledge of standard software packages (Word, Excel, PowerPoint, etc.) and a familiarity and confidence with using complex IT systems (training will be provided). 8. Problem-solving and experience of dealing with sensitive and confidential matters with tact and discretion and a willingness to resolve issues. Desirable selection criteria 1. Experience of using the University’s Oracle 12 System. 2. Experience of working in the higher education sector. 3. Experience of working with financial information. 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. If you have previously worked for the University we will also verify key information such as your dates of employment and reason for leaving your previous role with the department/unit where you worked. 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 https://www.jobs.ox.ac.uk/pre-employment-checks screening procedures at: 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. Executive Assistant / Office Manager January 2024 3 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. Graduate Admissions and Recruitment The post is located in the Graduate Admissions and Recruitment Office, which is based at the University Offices, Wellington Square. The Office is part of the Academic Administration Division (AAD), one of the largest units within the University Administration and Services. Oxford has over 13,000 graduate students, representing more than 50% of the full-time student population. Almost two thirds of our graduate students are from outside the UK, and are drawn from some 140 countries worldwide, demonstrating the highly international character and global reach of Oxford. The effectiveness of our admissions procedures and the attractiveness of the funding packages which we are able to offer applicants are of key importance in the recruitment of the highest calibre graduate students at national and international level. Success in this area is crucial to maintaining the pre-eminent global position of the University and its colleges, in a fiercely competitive international arena. A particular benefit for all graduate students at Oxford is that they are a member not only of their department or faculty (which provides their academic teaching and supervision), but of one of Oxford’s 38 colleges and 6 permanent private halls. The colleges provide a multidisciplinary intellectual life, along with facilities such as accommodation, meals, sporting and other social activities, and undergraduate and graduate bursaries and scholarships. The Graduate Admissions and Recruitment Office responds to the challenges of the strategic priorities within the University’s 2018 Strategic Plan (https://www.ox.ac.uk/strategicplan), namely further improving Oxford’s graduate admissions processes. The Graduate Admissions and Recruitment Office comprises a committed and lively team of 25 colleagues whose busy, enjoyable and wide-ranging work covers the following main areas: - developing and co-ordinating Oxford’s processes for recruiting and admitting all our graduate students, supporting the work of the University’s departments, faculties and colleges; advancing a communications and marketing strategy to enable the recruitment of the highest calibre graduate students to Oxford; facilitating the receipt and processing of over 30,000 applications for graduate study per year, including handling applicants’ enquiries; For more information please visit https://www.ox.ac.uk/admissions/graduate. Academic Administration Division The Academic Administration Division (AAD) is the University’s group of services focused on students and learning. We provide support and information that students need to thrive in their academic and personal lives, and encourage the professional and educational development of our staff. We operate in close collaboration with colleagues in central, divisional, departmental, and college administration, as well as with academic staff and students. The AAD’s work supports the student career from pre-admission through to graduation and beyond, and promotes the development of coherent systems and services across Oxford to underpin this. We focus on: - Student recruitment: Attracting the best undergraduate and postgraduate students through outreach and admissions, and advising students through the admissions process. - Student services: Offering high-quality services to students once they arrive at Oxford, including counselling and disability services, sports, language courses, a careers service, and fees and funding. - Student administration: Managing the University’s student data, registration, examinations, and degree ceremonies, advising on visas and immigration; and developing our student systems. - Educational policy: Helping to develop and implement educational policies, upholding legislation, and providing quality assurance. Executive Assistant / Office Manager January 2024 4 We also support academic and professional staff and the wider Oxford community through our language, sport, and professional and educational development services. The AAD comprises: the Careers Service, Education Policy Support, Graduate Admissions and Recruitment, the Language Centre, the Centre for Teaching and Learning, Student Fees and Funding, Student Registry, Student Systems, Student Welfare and Support Services, Undergraduate Admissions and Outreach, and University Sport. They are supported by two professional support functions: AAD Administration and AAD Communications. For more information, see: https://academic.admin.ox.ac.uk/about/aad 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/recruitmentsupport-faqs Non-technical questions about this job should be addressed to the recruiting department directly aadadminsupport@admin.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-privacypolicy. The University’s Policy on Data Protection is available at: https://compliance.admin.ox.ac.uk/dataprotection-policy. Executive Assistant / Office Manager January 2024 5 The University’s policy on retirement The University operates an Employer Justified Retirement Age (EJRA) for very senior research posts at grade RSIV/D35 and clinical equivalents E62 and E82 of 30 September before the 70th birthday. The justification for this is explained at: https://hr.admin.ox.ac.uk/the-ejra. For existing employees on these grades, any employment beyond the retirement age is subject to approval through the procedures: https://hr.admin.ox.ac.uk/the-ejra. There is no normal or fixed age at which staff in posts at other grades have to retire. Staff at these grades may elect to retire in accordance with the rules of the applicable pension scheme, as may be amended from time to time. Equality of opportunity Entry into employment with the University and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. No applicant or member of staff shall be discriminated against because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. Executive Assistant / Office Manager January 2024 6 Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, travel discounts, and a variety of professional development opportunities. Our range of other employee benefits and discounts also includes free entry to the Botanic Gardens and University colleges, and discounts at University museums. See https://hr.admin.ox.ac.uk/staff-benefits University Club and sports facilities Membership of the University Club is free for all University staff. The University Club offers social, sporting, and hospitality facilities. Staff can also use the University Sports Centre on Iffley Road at discounted rates, including a fitness centre, powerlifting room, and swimming pool. See www.club.ox.ac.uk and https://www.sport.ox.ac.uk/. Information for staff new to Oxford If you are relocating to Oxfordshire from overseas or elsewhere in the UK, the University's Welcome Service website includes practical information about settling in the area, including advice on relocation, accommodation, and local schools. See https://welcome.ox.ac.uk/ There is also a visa loan scheme to cover the costs of UK visa applications for staff and their dependants. See https://staffimmigration.admin.ox.ac.uk/visa-loan-scheme Family-friendly benefits With one of the most generous family leave schemes in the Higher Education sector, and a range of flexible working options, Oxford aims to be a family-friendly employer. We also subscribe to the Work+Family Space, a service that provides practical advice and support for employees who have caring responsibilities. The service offers a free telephone advice line, and the ability to book emergency back-up care for children, adult dependents and elderly relatives. See https://hr.admin.ox.ac.uk/my-family-care Childcare The University has excellent childcare services, including five University nurseries as well as University-supported places at many other private nurseries. For full details, including how to apply and the costs, see https://childcare.admin.ox.ac.uk/ Disabled staff We are committed to supporting members of staff with disabilities or long-term health conditions. For further details, including information about how to make contact, in confidence, with the University’s Staff Disability Advisor, see https://edu.admin.ox.ac.uk/disability-support Staff networks The University has a number of staff networks including the Oxford Research Staff Society, BME staff network, LGBT+ staff network and a disabled staff network. You can find more information at https://edu.admin.ox.ac.uk/networks The University of Oxford Newcomers' Club The University of Oxford Newcomers' Club is an organisation run by volunteers that aims to assist the partners of new staff settle into Oxford, and provides them with an opportunity to meet people and make connections in the local area. See www.newcomers.ox.ac.uk. Oxford Research Staff Society (OxRSS) A society run by and for Oxford University research staff. It offers researchers a range of social and professional networking opportunities. Membership is free, and all researchers employed by Oxford University are welcome to join. Subscribe at researchstaff-subscribe@maillist.ox.ac.uk to join the mailing list to find out about upcoming events and other information for researchers, or contact the committee on committee@oxrss.ox.ac.uk. For more information, see www.ox.ac.uk/oxrss, Twitter @ResStaffOxford, and Facebook www.facebook.com/oxrss. Executive Assistant / Office Manager January 2024 7
notation
street address
subOrganization of
Voice
HTML description of Executive Assistant and Office Manager
Format
OxPoints
Unit price specification
We are seeking an experienced, dynamic and flexible Executive Assistant / Office Manager to provide pivotal, timely and efficient executive and administrative support to the Director and the busy Graduate Admissions and Recruitment Office. This role will line-manage the Assistant Administrator, and work closely with the Director to manage her inbox and diary, as well as support a range of team meetings and working groups. The post-holder will also be responsible for the smooth running of our office, including in terms of compliance with GDPR. They will also assist the different teams within the office at peak times, and in particular they will provide dedicated administrative support for the delivery of our UNIQ+ research internship programme for students from disadvantaged backgrounds. The successful candidate will have experience of providing prompt and accurate executive support; they will be a strong team player with first-rate organisational skills, able to work systematically, sometimes under pressure, and to a high level of accuracy. They will have a proven ability to prioritise and manage a varied workload in an efficient manner. They will also have excellent written and verbal communication skills and demonstrable experience of working independently. The closing date for applications is 12 noon on Monday 19 February, with interviews expected to be held week commencing 4 March 2024.
telephone
tiene sede en
Subject
RDF/XML description of Executive Assistant and Office Manager
postal code
valid through (0..1)
Turtle description of Executive Assistant and Office Manager
sous-Organization de
extended address
Job Description 170623 - Executive Assistant and Office Manager
NTriples description of Executive Assistant and Office Manager
has site
Fax
Source
has exact match
Is Part Of
es suborganización de