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Department of Computer Science - Wolfson Building, Parks Road, Oxford
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SECONDMENTS CONSIDERED. As a member of the departmental administrative support team, The Administrative Assistant will deal with a wide range of matters, sometimes of a highly confidential nature, on behalf of the Department’s academic and research community. This post is to cover the absence of the substantive post holder, who is taking a period of maternity leave. The post is available until 17 March 2025 or the actual return of the substantive post holder, or the resignation of the substantive post holder and employment of a new post holder, whichever is the earliest. The administrative support team will provide a range of services including, but not limited to, booking travel, arranging travel insurance, expense claims, purchasing, diary management, reception cover, conference and event support, administering the departmental visitor and membership schemes, and committee servicing. We are seeking applicants with experience of managing administrative processes who have excellent organisational skills, good communication skills, and ability to work independently and as part of a team. You will be the first point of contact for staff and visitors. You will assist in producing and maintaining a number of sources of information on the website and in publications You will prepare and circulate papers, agendas, minutes and draft briefing notes as appropriate for committees and meetings, and provide full administrative support on financial matters. Applications for this vacancy are to be made online. You will be required to upload a supporting statement as part of your online application. The supporting statement must explain how you meet each of the selection criteria for the post using examples of your skills and experience. The closing date for applications is 12 noon on 29th February 2024. Interviews are expected to be held in March. We are a Stonewall Top 100 Employer, Living Wage, holding an Athena Swan Bronze Award, HR excellence in Research and Race Equality Charter Bronze Award. Our staff and students come from all over the world and we proudly promote a friendly and inclusive culture. Diversity is positively encouraged, through diversity groups and champions, for example http://www.cs.ox.ac.uk/aboutus/women-cs-oxford/index.html , 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. Demonstrating a commitment to provide equality of opportunity. We would particularly welcome applications from women and black and minority ethnic applicants who are currently under-represented within the Computer Science Department. All applicants will be judged on merit, according to the selection criteria.
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Description of Administrative Assistant (maternity cover)
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Administrative Assistant (maternity cover)
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Grade 5: Salary £28,759 - £33,966 per annum with a discretionary range to £37,099 p.a. for exceptional candidates
171010 Job description and selection criteria
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**_SECONDMENTS CONSIDERED._** As a member of the departmental administrative support team, The Administrative Assistant will deal with a wide range of matters, sometimes of a highly confidential nature, on behalf of the Department’s academic and research community. This post is to cover the absence of the substantive post holder, who is taking a period of maternity leave. The post is available until 17 March 2025 or the actual return of the substantive post holder, or the resignation of the substantive post holder and employment of a new post holder, whichever is the earliest. The administrative support team will provide a range of services including, but not limited to, booking travel, arranging travel insurance, expense claims, purchasing, diary management, reception cover, conference and event support, administering the departmental visitor and membership schemes, and committee servicing. We are seeking applicants with experience of managing administrative processes who have excellent organisational skills, good communication skills, and ability to work independently and as part of a team. You will be the first point of contact for staff and visitors. You will assist in producing and maintaining a number of sources of information on the website and in publications You will prepare and circulate papers, agendas, minutes and draft briefing notes as appropriate for committees and meetings, and provide full administrative support on financial matters. Applications for this vacancy are to be made online. You will be required to upload a supporting statement as part of your online application. The supporting statement must explain how you meet each of the selection criteria for the post using examples of your skills and experience. **The closing date for applications is 12 noon on 29th February 2024.** Interviews are expected to be held in March. **We are a Stonewall Top 100 Employer, Living Wage, holding an Athena Swan Bronze Award, HR excellence in Research and Race Equality Charter Bronze Award.** Our staff and students come from all over the world and we proudly promote a friendly and inclusive culture. Diversity is positively encouraged, through diversity groups and champions, for example http://www.cs.ox.ac.uk/aboutus/women-cs-oxford/index.html , 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. Demonstrating a commitment to provide equality of opportunity. We would particularly welcome applications from women and black and minority ethnic applicants who are currently under-represented within the Computer Science Department. All applicants will be judged on merit, according to the selection criteria.
University of Oxford Department of Computer Science Job description and selection criteria Job title Administrative Assistant (maternity cover) Division MPLS Department Department of Computer Science Location Wolfson Building, Parks Road, Oxford. Grade and salary Grade 5: Salary £28,759 - £33,966 per annum with a discretionary range to £37,099 p.a. for exceptional candidates Hours Part time - 0.6 FTE (22 hours) over a minimum of 3 days onsite) Applications for less hours to be considered to a minimum of 15 hours per week. Contract type Fixed-term until 17 March 2025 – maternity leave cover Reporting to Executive Assistant to the Head of Department Vacancy reference 171010 Additional Information Secondments considered Overview of the role As a member of the departmental administrative support team, you will deal with a wide range of matters, sometimes of a highly confidential nature, on behalf of the department’s academic and research community. The administrative support team will provide a range of services including, but not limited to, booking travel, arranging travel insurance, expense claims, purchasing, diary management, reception cover, conference and event support, administering the departmental visitor and membership schemes, and committee servicing. Maternity (or other family) leave cover post This post is to cover the absence of the substantive postholder, who is taking a period of maternity leave. The post is available until 17 March 2025 or the actual return of the substantive postholder, or the resignation of the substantive postholder and employment of a new postholder, whichever is the earliest. 1 Responsibilities The main duties of the successful candidate will include:  Organise efficiently the arrangements for meetings, including arranging appropriate catering for meetings held in the office and other venues as appropriate, room booking, travel and accommodation.  Make complex travel arrangements for UK and international travel, including making arrangements for visas and insurance where necessary.  Checking, approving and travel requests, insurance and risk assessments, escalating where necessary.  Prepare and circulate papers, agendas, minutes and draft briefing notes as appropriate for committees and meetings.  Provide full administrative support on financial matters: for example, the management of travel, subsistence and other expenses and allowances, invoices for subscriptions.  Managing the process for visitors to and application for memberships of the Department, including arranging visas and access where applicable, maintaining appropriate records and ensuring the departmental website is kept up to date.  Act as the first point of contact for staff and visitors. Dealing effectively with postal correspondence, telephone calls, emails and faxes, diverting such correspondence to other staff where appropriate.  Providing reception cover as required and covering related duties.  Assist in producing and maintaining a number of sources of information on the website and in publications.  Replying to a range of issues and general enquiries interpreting university and external regulations as appropriate, or researching and preparing information/drafting replies.  Diary management, using initiative to make considered judgements when juggling the demands placed on the schedule.  Maintain, and improve as appropriate, record-keeping and filing systems.  Develop successful working relationships with academic and support staff colleagues across the department and in the wider University.  Any other duties commensurate with the grade as requested by the EA to the Head of Department. Selection criteria Essential  Experience of managing administrative processes, including making complex travel arrangements, and reception or customer facing work. 2  The ability to work independently, with minimum supervision, and a willingness to resolve situations, as well as knowing when to refer issues to others.  The ability to manage and prioritise a varied and busy workload and work to deadlines.  The ability to draft correspondence and to produce well-presented reports.  Proficient in minute taking.  Excellent computer skills including: email, Word, Excel and the internet.  A high standard of numeracy; the ability to manage finances.  Experience of working on confidential matters; tact and discretion.  Attention to detail and high level of accuracy.  Experience of events organisation. Pre-employment screening All offers of employment are made subject to standard pre-employment screening, as applicable to the post. If you are offered the post, you will be asked to provide proof of your right-to-work, your identity, and 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 so that we can discuss appropriate adjustments with you), and a declaration of any unspent criminal convictions. We advise all applicants to read the candidate notes on the University’s pre-employment screening procedures, found at: http://www.jobs.ox.ac.uk/pre-employment-checks 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 cuttingedge. Oxford is one of Europe's most entrepreneurial universities. Income from external research contracts in 2016/17 exceeded £564m and we rank first in the UK for university spinouts, with more than 130 companies created to date. 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. 3 For more information please visit www.ox.ac.uk/about/organisation Department of Computer Science The Department of Computer Science was established in 1957, making it one of the longestestablished Computer Science departments in the country. It is one of the UK’s leading Computer Science Departments (ranked first in a number of international rankings). The UK Research Excellence Framework (REF) in December 2014 resulted in 74 members of the Department having 53% of their research activity ranked in the top category of 4* (worldleading). Overall, we received an average of 3.34 across the Department (3* being internationally excellent). A significant majority of the Department are active in externally sponsored research, with both government and industrial funding. At present, there are 69 members of academic staff and almost 100 research staff. The Department has close links with government, industry, and other departments within the University. Among the latter are Mathematics, Engineering, Physics, Statistics and a number of life sciences departments. The Department is housed across multiple sites within the University’s South Parks Road Science Area, facilitating strong collaborative links with research groups and institutes in closely allied areas (including the Oxford Internet Institute and the Oxford e-Research Centre). This is an essentially inter-disciplinary activity which is at present attracting major funding from a number of sources. At present, the Department holds over £50m in external research contracts. Research in the Department is currently managed in ten themes:  Algorithms & Complexity Theory, led by Professor Leslie Ann Goldberg, focusses on determining the inherent difficulty of computational problems, classifying problems according to this inherent difficulty, and designing and analysing algorithms that use computational resources as efficiently as possible;  Artificial Intelligence & Machine Learning, led by Professor Michael Wooldridge, focuses on theoretical foundations of AI, multiagent systems, deep learning, reinforcement learning ,and computational linguistics;  Automated Verification, led by Professor Marta Kwiatkowska, investigates theory and practice of formal verification and correct-by-construction synthesis for software and hardware systems;  Computational Biology & Health Informatics, led by Professor Blanca Rodriquez , is concerned with computational approaches for biomedical research and healthcare innovation;  Human-Centred Computing, led by Professor Nigel Shadbolt, includes human-computer interaction, social computing, and the worldwide web;  Data and Knowledge, led by Professor Ian Horrocks, includes databases, knowledge representation and reasoning;  Programming Languages, led by Professor Sam Staton, includes functional programming, program analysis, and programming language foundations;  Quantum, led by Professor Jonathan Barrett, focusses on quantum computing including quantum software, causality in quantum theory, quantum cryptography and foundations of quantum computing;  Security, led by Professor Ivan Martinovic, specialises in cybersecurity, protocol analysis, systems security, trusted computing, and networking.  Systems, led by Professor Niki Trigoni, focusses especially on cyber physical systems. We plan to substantially broaden our research in systems to complement our existing research areas. 4 For more information, please visit: http://www.cs.ox.ac.uk/. The Mathematical, Physical, and Life Sciences Division (MPLS) The Mathematical, Physical, and Life Sciences (MPLS) Division is one of the four academic divisions of the University. Oxford is widely recognised as one of the world's leading science universities. The disciplines within the MPLS Division regularly appear at the highest levels in world rankings. In the results of the six-yearly UK-wide assessment of university research, REF2014, the MPLS division received the highest overall grade point average (GPA) and the highest GPA for outputs. We received the highest proportion of 4* outputs, and the highest proportion of 4* activity overall. More than 50 per cent of MPLS activity was assessed as world leading. The MPLS Division's 10 departments and 3 interdisciplinary units span the full spectrum of the mathematical, computational, physical, engineering and life sciences, and undertake both fundamental research and cutting-edge applied work. Our research addresses major societal and technological challenges and is increasingly focused on key interdisciplinary issues. We collaborate closely with colleagues in Oxford across the medical sciences, social sciences and humanities, and with other universities, research organisations and industrial partners across the globe in pursuit of innovative research geared to address critical and fundamental scientific questions. MPLS is proud to be the home of some of the most creative and innovative scientific thinkers and leaders working in academe. Our senior researchers have been awarded some of the most significant scientific honours (including Nobel prizes and prestigious titles such as FRS and FR.Eng) and we have a strong tradition of attracting and nurturing the very best early career researchers who regularly secure prestigious fellowships. The Division is also the proud holder of eight Athena Swan Awards (4 Silver and 4 Bronze) illustrating our commitment to ensure good practice and to encourage women in science at all levels in the division. We have around 6,000 students and play a major role in training the next generation of leading scientists. Oxford's international reputation for excellence in teaching is reflected in its position at the top of the major league tables and subject assessments. MPLS academics educate students of high academic merit and potential from all over the world. Through a mixture of lectures, practical work and the distinctive college tutorial system, students develop their ability to solve major mathematical, scientific and engineering problems. MPLS is dedicated to bringing the wonder and potential of science to the attention of audiences far beyond the world of academia. We have a strong commitment to supporting public engagement in science through initiatives including the Oxford Sparks portal (http://www.oxfordsparks.net/) and a large variety of outreach activities; these are crucial activities given so many societal and technological issues demand an understanding of the science that underpins them. We also endeavour to bring the potential of our scientific efforts forward for practical and beneficial application to the real world and our desire is to link our best scientific minds with industry and public policy makers. For more information about the MPLS division, please visit: http://www.mpls.ox.ac.uk/ How to Apply Before submitting an application, you may find it helpful to read the ‘Tips on applying for a job at the University of Oxford’ document, at https://www.jobs.ox.ac.uk/how-to-apply 5 7 If you would like to apply, click on the Apply Now button on the ‘Job Details’ page and follow the on-screen instructions to register as a new user or log-in if you have applied previously. Please provide details of two referees and indicate whether we can contact them now. You will also be asked to upload a CV and a supporting statement. The supporting statement should explain how you meet 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. All applications must be received by midday 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 departments. 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) Should you experience any difficulties using the online application system, please email recruitment.support@admin.ox.ac.uk. Further help and support is available from https://hrsystems.admin.ox.ac.uk/recruitment-support. To return to the online application at any stage, please go to: www.recruit.ox.ac.uk. Please note that you will be notified of the progress of your application by automatic emails from our e-recruitment system. Please check your spam/junk mail regularly to ensure that you receive all emails. Important information for Candidates Pre-employment screening Please note that the appointment of the successful candidate will be subject to standard preemployment screening, as applicable to the post. This will include right-to-work, proof of identity and references. We advise all applicants to read the candidate notes on the University’s preemployment screening procedures, found at: www.ox.ac.uk/about/jobs/preemploymentscreening/. 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 6 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 all academic posts and some academic-related posts. From 1 October 2017, 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. 7 Benefits of working at the University Employee Benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, travel discounts, and a variety of professional development opportunities. Our range of other employee benefits and discounts also includes free entry to the Botanic Gardens and University colleges, and discounts at University museums. See https://hr.admin.ox.ac.uk/staff-benefits University Club and sports facilities Membership of the University Club is free for all University staff. The University Club offers social, sporting, and hospitality facilities. Staff can also use the University Sports Centre on Iffley Road at discounted rates, including a fitness centre, powerlifting room, and swimming pool. See www.club.ox.ac.uk and https://www.sport.ox.ac.uk/. Information for staff new to Oxford If you are relocating to Oxfordshire from overseas or elsewhere in the UK, the University's Welcome Service website includes practical information about settling in the area, including advice on relocation, accommodation, and local schools. See https://welcome.ox.ac.uk/ There is also a visa loan scheme to cover the costs of UK visa applications for staff and their dependents. See https://staffimmigration.admin.ox.ac.uk/visa-loan-scheme Family-friendly benefits With one of the most generous family leave schemes in the Higher Education sector, and a range of flexible working options, Oxford aims to be a family-friendly employer. We also subscribe to the Work+Family Space, a service that provides practical advice and support for employees who have caring responsibilities. The service offers a free telephone advice line, and the ability to book emergency back-up care for children, adult dependents and elderly relatives. See https://hr.admin.ox.ac.uk/my-family-care Childcare The University has excellent childcare services, including five University nurseries as well as University-supported places at many other private nurseries. For full details, including how to apply and the costs, see https://childcare.admin.ox.ac.uk/ Disabled staff We are committed to supporting members of staff with disabilities or long-term health conditions. For further details, including information about how to make contact, in confidence, with the University’s Staff Disability Advisor, see https://edu.admin.ox.ac.uk/disability-support Staff networks The University has a number of staff networks including the Oxford Research Staff Society, BME staff network, LGBT+ staff network and a disabled staff network. You can find more information at https://edu.admin.ox.ac.uk/networks The University of Oxford Newcomers’ Club The University of Oxford Newcomers' Club is an organisation run by volunteers that aims to assist the partners of new staff settle into Oxford, and provides them with an opportunity to meet people and make connections in the local area. See www.newcomers.ox.ac.uk. 8
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