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**About the role** A thrilling opportunity has arisen for an Executive Assistant to join the Ashmolean Museum. You will provide high-level administrative and strategic support to the Director. You will respond to the demands of the busy Directorate and take the initiative to contribute to its smooth running. You will ensure the Director’s Office is an efficient and effective interface between the Director, the Museum, the Board (the Visitors of the Ashmolean), the senior management team (EMG) and other key Museum contacts and stakeholders. Your focus will be on supporting the Director, identifying and anticipating their needs, connecting them with staff, managing their diary, responding to enquiries on their behalf, planning and organising meetings, making travel arrangements and ensuring that their workload is prioritised and well executed. This will require diplomacy, discretion, and the ability to build strong working relationships within the Ashmolean, across GLAM, the University and the sector. This is a permanent, full-time post, working 37.5 hours per week. On-site working is required the majority of the time. **About you** This is a role with a broad and varied remit and we are seeking an energetic and self-motivated team player who possesses: * A flexible and positive approach * First-rate administrative, organisational and IT skills * Excellent written and verbal communication skills * Initiative and confidence in decision-making * Proven ability to manage and prioritise a demanding workload Ready to embark on role where you can showcase your exceptional skills? Seize the opportunity and apply now! **What We Offer** 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 * A comprehensive range of childcare services * Family leave scheme * 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 and a Supporting Statement** 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. General queries about the recruitment and application process should be directed to the Recruitment team within our Human Resources department (recruitment@ashmus.ox.ac.uk). Only applications received online before 12:00 midday (GMT/BST) on Monday 12 February 2024 can be considered. Interviews are expected to take place on Friday 23 February 2024.
Job description and selection criteria Job title Executive Assistant to the Director Division Gardens, Libraries and Museums (GLAM) Department Ashmolean Museum Location Ashmolean Museum, Beaumont Street, Oxford, OX1 2PH Grade and Salary Grade 6: £32,332 – £38,205 per annum Hours Full-time (37.5 hours per week) Contract type Permanent Reporting to Director of the Ashmolean Museum Vacancy reference 170639 Additional information You are required to submit a CV and a supporting statement with your application, outlining how you meet each of the selection criteria for the role (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 on Monday 12 February 2024 Job description Overview of the role This role provides high level administrative and strategic support to the Director. You will manage the demands of the busy Director’s office and take initiative to support its smooth running. You will ensure the Director’s Office is an efficient and effective interface between the Director, the Museum, the Board (the Visitors of the Ashmolean), the senior management team (EMG) and other key Museum contacts and stakeholders. Your focus will be on supporting the Director, identifying and anticipating their needs, connecting them with staff, managing their diary, responding to enquiries on their behalf, planning and organising meetings, making travel arrangements and ensuring that their work load is prioritised and well executed. This will require diplomacy and discretion and the ability to build strong working relationships within the Ashmolean, across GLAM, the University, the Board of Visitors and its chair, and external stakeholders. It will help if you have had some experience of working with fundraising and a keen interest in the Museum sector. This is a role with a broad and varied remit. It requires an energetic and self-motivated team player with a flexible and positive approach. You will have first rate administrative, organisational and IT skills, excellent written and verbal communication skills, initiative and confidence in decision making and a proven ability to manage and prioritise a demanding workload. The EA to the Director works directly for them and is responsible for organising their office and schedule in order to maximise their time and expedite progress of the Ashmolean’s priority areas. They use judgement and personal discretion to adjust the Director’s schedule where necessary and re-prioritise meetings and business to meet changing circumstances, sometimes at short notice. The EA plays a lead role in supporting the Museum’s internal communications and chairs a cross-museum Administrators Group to encourage effective cross-departmental working and mutual support. The EA liaises closely with the Ashmolean development team to ensure fundraising requirements are prioritised, stewardship standards are adhered to, correspondence with major donors and other key stakeholders is timely and accurate, and that information is proactively and effectively shared. Responsibilities  Managing the Director’s diary using initiative to make considered judgements when juggling the demands placed on the schedule  Managing four email accounts, including the Director's, identifying priorities and where appropriate replying to a range of issues on their behalf  Keeping the Director appraised of time-sensitive and priority issues, ensuring appropriate follow up  Coordinating and managing the Museum’s Board of Visitors and Executive Management Group meetings including organising business, preparing agendas, writing minutes, identifying and communicating actions and decisions and ensuring business is dealt with in a timely manner Page 2 of 8  Supervising one or more administrative members of staff and devising and implementing office administrative systems and procedures  Acting as a trusted point of contact for internal and external contacts, communicating at a high level on often complex and confidential issues ensuring that all contacts are given a positive image of the Museum  Using initiative in identifying priority items of business to help manage the Director’s workload and undertaking or delegating tasks to other staff accordingly  Researching, coordinating and preparing reports, presentations and briefing papers for the Director and other stakeholders as required  Making the Director’s travel arrangements including organising visas where necessary  Providing support for financial administration for example, the management of travel, subsistence and other expenses and allowances, completing Barclaycard claims and raising purchase orders for subscriptions etc  Chairing the Museum’s Administrators Group  Leading on maintaining and improving internal communications, drafting the Director’s newsletters and taking oversight responsibility for the Museum’s intranet 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 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 busy office of a senior member of staff Experience of diary and email management, including making complex travel arrangements Excellent written and oral communication skills and the ability to draft correspondence and to produce well-presented reports Excellent interpersonal skills, ability to build good working relationships and trust quickly Experience of working on confidential matters; use of tact and discretion Experience of managing committees or Boards including minute taking and the preparation of papers and agendas. Excellent computer skills including Outlook, Word, Excel, Powerpoint and Teams Page 3 of 8    A high standard of numeracy; the ability to manage budgets and expense claims The ability to manage and prioritise a varied and busy workload and work to deadlines Attention to detail and high level of accuracy Desirable selection criteria   Experience of using University of Oxford databases and financial information systems (e.g. DARS or Oracle Financials) Experience of working in the museum or heritage sector or other cultural organisations 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 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/ Page 4 of 8 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. The Ashmolean Museum 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 Page 5 of 8 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). 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. All applications must be received by midday UK time 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 Page 6 of 8 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. 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/dataprotection-policy. The University’s policy on retirement The University operates an Employer Justified Retirement Age (EJRA) for all academic posts and some academic-related posts. The University has adopted an EJRA of 30 September before the 69th birthday for all academic and academic-related staff in posts at grade 8 and above. The justification for this is explained at: https://hr.admin.ox.ac.uk/the-ejra For existing employees, 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 grades 1–7 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. Page 7 of 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/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 Chi 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 8 of 8
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About the role A thrilling opportunity has arisen for an Executive Assistant to join the Ashmolean Museum. You will provide high-level administrative and strategic support to the Director. You will respond to the demands of the busy Directorate and take the initiative to contribute to its smooth running. You will ensure the Director’s Office is an efficient and effective interface between the Director, the Museum, the Board (the Visitors of the Ashmolean), the senior management team (EMG) and other key Museum contacts and stakeholders. Your focus will be on supporting the Director, identifying and anticipating their needs, connecting them with staff, managing their diary, responding to enquiries on their behalf, planning and organising meetings, making travel arrangements and ensuring that their workload is prioritised and well executed. This will require diplomacy, discretion, and the ability to build strong working relationships within the Ashmolean, across GLAM, the University and the sector. This is a permanent, full-time post, working 37.5 hours per week. On-site working is required the majority of the time. About you This is a role with a broad and varied remit and we are seeking an energetic and self-motivated team player who possesses: A flexible and positive approach First-rate administrative, organisational and IT skills Excellent written and verbal communication skills Initiative and confidence in decision-making Proven ability to manage and prioritise a demanding workload Ready to embark on role where you can showcase your exceptional skills? Seize the opportunity and apply now! What We Offer 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 A comprehensive range of childcare services Family leave scheme 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 and a Supporting Statement 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. General queries about the recruitment and application process should be directed to the Recruitment team within our Human Resources department (recruitment@ashmus.ox.ac.uk). Only applications received online before 12:00 midday (GMT/BST) on Monday 12 February 2024 can be considered. Interviews are expected to take place on Friday 23 February 2024.
Standard Grade 6: £32,332 – £38,205 per annum
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170639 Job Description and Selection Criteria.pdf
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Ashmolean Museum, Beaumont Street, Oxford, OX1 2PH
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