(Clinical) Medical School Office (John Radcliffe Hospital) / Medical Sciences Teaching Centre (Science Area, Oxford)
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Academic Administrator (Graduate-entry Medicine)
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Description of Academic Administrator (Graduate-entry Medicine)
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Further to a reorganisation of professional services roles in the School of Medicine and Biomedical Sciences, we are seeking three highly efficient and capable administrators to become members of the academic administration team in the School of Medicine and Biomedical Sciences. These posts provide an excellent opportunity to develop a career in University administration. The Academic Administrator (Graduate-entry Medicine) will assist the Senior Academic Administrator (Graduate-entry Medicine) with the administration of Years 1 and 2 of the Graduate-entry Medicine programme. This will include organising teaching for Graduate-entry medical students, assembling course timetables, making arrangements for incoming students, allocating students to clinical placements, revising and updating course information, and organising clinical examinations (OSCEs) and computer-based examinations. The post holder will also assist with the administration of recruitment events and admission of students to the course. There will be some areas of work for which the post holder will have primary responsibility. The Graduate-entry Medicine programme is an accelerated course for graduates in applied or experimental sciences, with 35-40 students in each course year. Teaching and examining is provided by a large number of academic and/or clinical staff, drawn from clinical and non-clinical departments across the Medical Sciences Division. Students also attend clinical placements in partner NHS Trusts, and in primary care settings. As the responsibility for teaching and examining is shared across multiple University departments, as well as the partner NHS organisations, the organisation of the course is complex. The successful candidate for this position will have the ability to work systematically and to a high level of accuracy, with excellent attention to detail. They will have strong administrative and organisational skills, and will have the ability to manage a broad workload in an efficient manner. They will need to be willing and able to work harmoniously as a team member within a culture of academic leadership, as well as to work independently and to take the initiative to find solutions to problems, or to progress key tasks. They will have an excellent standard of computer-literacy, and will have the ability to handle numerical data with confidence and accuracy. As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including: • Employee Assistant Programme (EAP) • An excellent contributory pension scheme • 38 days annual leave • A comprehensive range of childcare services • Family leave schemes • Cycle loan scheme • Discounted bus travel and Season Ticket travel loans To make informal enquiries about the post, please contact Ms Jo Valentine. (Assistant Registrar, jo.valentine@medsci.ox.ac.uk) or Mrs Alex Bailey (Senior Academic Administrator, alexandra.bailey@medsci.ox.ac.uk) Applications for this vacancy are to be made online. As part of your application you will be required to upload a CV and a supporting statement. This is a permanent, part-time post. It is expected that the post holder will usually be based in the (Clinical) Medical School Office in the John Radcliffe Hospital, although they will sometimes be required to work in the Medical Sciences Teaching Centre, in the University’s Science Area on South Parks Road. You will be required to work mostly on site (with occasional remote working or up to 20% regular remote working). The closing date for applications is 12 noon on **Monday 15 April 2024**. We expect to hold interviews in the week beginning Monday 22 April 2024.
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Job Description ____________________________________________________________________________ MEDICAL SCIENCES DIVISION Job title Academic Administrator (Graduate-entry Medicine) Division Medical Sciences Department School of Medicine and Biomedical Sciences Clinical School Office, John Radcliffe Hospital, Headington. Location Model of working: mostly on site (with occasional remote working or up to 20% regular remote working). Grade and salary Grade 5: £28,759 - £33,966 Hours Part-time: 0.6 – 0.8 FTE (full-time equivalent 36.5 hours) Contract type Permanent Reporting to Senior Academic Administrator (Graduate-entry Medicine) Vacancy reference 171357 The role The mission of the School of Medicine and Biomedical Sciences to deliver four interdepartmental undergraduate programmes: Pre-clinical Medicine, Clinical Medicine, Graduate-entry Medicine, and Biomedical Sciences. The support staff for the School are situated in two main locations: the (Clinical) Medical School Office at the John Radcliffe Hospital, and the Medical Sciences Teaching Centre (MSTC) in the University’s science area. It is expected that the postholder will usually be based in the (Clinical) Medical School Office, although they will sometimes be required to work in the MSTC. The postholder will assist the Senior Academic Administrator (Graduate-entry Medicine with the administration of the Graduate-entry Medicine programme. Within these broad areas, there will be some areas of work for which they will have primary responsibility. The Graduate-entry Medicine programme is an accelerated course for graduates in applied or experimental sciences, with 35-40 students in each course year. Teaching and examining is provided by a large number of academic and/or clinical staff, drawn from clinical and nonclinical departments across the Medical Sciences Division. Students also attend clinical placements in partner NHS Trusts, and in primary care settings. As the responsibility for teaching and examining is shared across multiple University departments, as well as the partner NHS organisations, the organisation of the course is complex. The School has a small team of academic and/or clinical staff who hold academic responsibility for different sections of the programmes. The postholder will work closely with the Director of Graduate-entry Medical Studies (Dr David McCartney), the Director of Clinical Studies (Dr Catherine Swales), and their team of Deputy and Associate Course Directors. Responsibilities 1. Assist the Senior Academic Administrator (Graduate-entry Medicine) with administering Years 1 and 2 of the Graduate-entry programme, which will include: • Arrangements relating to the timetabling of teaching sessions (including room bookings, AV arrangements, communication and liaison with speakers, uploading of slides); • Exam administration including organisation and timetabling of examiner meetings, minute taking, exam script processing, liaison with examiners and exam feedback to students; • Organisation of Clinical Examinations (OSCEs); • General communications with students, monitoring the admissions and general Graduate Entry Inbox and replying to queries; • Keeping course/teaching information on the Virtual Learning Environment (Canvas) updated; • Arrangements relating to admissions such as communication with new incoming students, organisation of occupational health checks and DBS checks; • Book taxis for student travel to clinical placements; • Organise feedback from students including student meetings such as the JCC and end of term feedback meetings, and follow up on student feedback surveys; • Process travel expenses claims from students (including the NHS Travel and Dual Accommodation Expenses (TDAE)) for Graduate Entry students. 2. Act as Secretary to one or more educational committees: arranging meetings, drafting agendas, papers and minutes. 3. Provide advice and/or administrative support to members of academic staff, including Director of Graduate-entry Medical Studies and Deputy/Associate Course Directors, teaching staff, College Tutors and Examiners. 4. Deputising for the Senior Academic Administrator (Graduate-entry Medicine) if required in the case of illness/absence. 5. Act as a member of the support staff team on the day for clinical examinations (OSCE’s) organised by other members of the office team, e.g. marshalling, timings, registration. 6. Such other duties and responsibilities as may from time to time be required by the Senior Academic Administrator (Graduate-entry Medicine), the Director of Graduate-entry Medical Studies, he Assistant Registrar, or the Clinical School Administration Manager. 2 Selection criteria 1. Ability to work systematically and to a high level of accuracy, with excellent attention to detail. 2. Excellent administrative, organisational and analytical skills; ability to manage a broad workload in an efficient manner. A high standard of personal organisation. 3. Willingness and ability to work harmoniously as a team member within a culture of academic leadership, as well as to work independently and to take the initiative to find solutions to problems, or to progress key tasks. 4. Recent experience of academic administrative work. 5. Excellent written and oral communication skills; excellent interpersonal skills; a mature and responsible attitude. 6. Excellent level of numeracy: ability to handle numerical data with confidence and accuracy. 7. Ability to provide a high level of customer service. 8. Excellent standard of computer-literacy: ability to type, proficiency in the use of software including Microsoft Word, and Excel. Willingness and ability to learn to use new systems (training will be provided where required). 9. Excellent level of achievement in school and/or Further/Higher Education qualifications. Desirable selection criteria 1. Recent and direct experience of on-course administration or admissions administration. 2. Experience of academic administration in the University of Oxford. 3. An understanding of medical education. 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. 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. 3 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. Medical Sciences Division The Medical Sciences Division is an internationally recognized centre of excellence for biomedical and clinical research and teaching, and the largest academic division in the University of Oxford. It includes 11 clinical departments, 5 non-clinical departments and two Institutes/Centres. All of the Division’s departments are in receipt of Athena SWAN awards that recognise advancement of gender equality: representation, progression and success for all. World-leading programmes, housed in state-of-the-art facilities, cover the full range of scientific endeavour from the molecule to the population. With our NHS partners we also foster the highest possible standards in patient care. The Medical Sciences Division is one of the four academic divisions within the University, (Humanities Division, Social Sciences Division, Mathematical, Physical and Life Sciences Division, and the Medical Sciences Division). Each division has its own academic Head of Division and a divisional secretariat, led by the Divisional Secretary. The division is responsible for academic oversight of the teaching and research of its various departments, for strategic and operational planning, and for personnel and resource management. Much of the discussion and decision-making is undertaken by the divisional board and its principal committees. The Divisional Office for Medical Sciences is based at the John Radcliffe Hospital. The administrative and secretarial staff of the Divisional Office is formally part of the Academic Administration Division of the University administration, and report to the Divisional Registrar. The University of Oxford is a member of the Athena SWAN Charter holds an institutional Silver Athena SWAN award. For more information please visit www.medsci.ox.ac.uk. 4 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. The documents to upload should include your CV and supporting statement/cover letter. All applications must be received by midday UK time on the closing date stated in the online advertisement. Information for priority candidates A priority candidate is a University employee who is seeking redeployment because they have been advised that they are at risk of redundancy, or on grounds of ill-health/disability. Priority candidates are issued with a redeployment letter by their employing department(s). If you are a priority candidate, please ensure that you attach your redeployment letter to your application (or email it to the contact address on the advert if the application form used for the vacancy does not allow attachments). If you need help Application FAQs, including technical troubleshooting advice is available at: https://staff.web.ox.ac.uk/recruitment-support-faqs Non-technical questions about this job should be addressed to the recruiting department directly divoff.jobs@medsci.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. 5 Important information for candidates Data Privacy Please note that any personal data submitted to the University as part of the job application process will be processed in accordance with the GDPR and related UK data protection legislation. For further information, please see the University’s Privacy Notice for Job Applicants at: https://compliance.admin.ox.ac.uk/job-applicant-privacy-policy. The University’s Policy on Data Protection is available at: https://compliance.admin.ox.ac.uk/data-protection-policy. The University’s policy on retirement The University operates an Employer Justified Retirement Age (EJRA) for very senior research posts at grade RSIV/D35 and clinical equivalents E62 and E82 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 re tire. 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. 6 Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, flexible working options, travel discounts including salary sacrifice schemes for bicycles and electric cars and other discounts. Staff can access a huge range of personal and professional development opportunities. See https://hr.admin.ox.ac.uk/staff-benefits Employee Assistance Programme As part of our wellbeing offering staff get free access to Health Assured, a confidential employee assistance programme, available 24/7 for 365 days a year. Find out more https://staff.admin.ox.ac.uk/health-assured-eap University Club and sports facilities Membership of the University Club is free for University staff. It 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 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 We are a family-friendly employer with one of the most generous family leave schemes in the Higher Education sector. Our Childcare Services team provides guidance and support on childcare provision, and offers a range of high quality childcare options at affordable prices for staff. In addition to 5 University nurseries, we partner with a number of local providers to offer in excess of 450 full time nursery places to our staff. Eligible parents are able to pay for childcare through salary sacrifice, further reducing costs. See https://childcare.admin.ox.ac.uk/. We also subscribe to the Work+Family Space, a service that provides practical advice and support for employees who have caring responsibilities for dependants of all types. See https://hr.admin.ox.ac.uk/my-family-care are Supporting disability and health-related issues (inc menopause) We are committed to supporting members of staff with disabilities or long-term health conditions, including those experiencing negative effects of menopause. Information about the University’s Staff Disability Advisor, is at https://edu.admin.ox.ac.uk/disability-support. For information about how we support those going through menopause see https://hr.admin.ox.ac.uk/menopause-guidance Staff networks The University has a number of staff networks including for research staff, BME staff, LGBT+ staff, disabled staff network and those going through menopause. Find out more at https://edu.admin.ox.ac.uk/networks The University of Oxford Newcomers' Club The University of Oxford Newcomers' Club is 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. Research staff The Researcher Hub supports all researchers on fixed-term contracts. They aim to help you settle in comfortably, make connections, grow as a person, extend your research expertise and approach your next career step with confidence. Find out more https://www.ox.ac.uk/research/support-researchers/researcher-hub Oxford’s Research Staff Society is a collective voice for our researchers. They also organise social and professional networking activities for researchers. Find out more https://www.ox.ac.uk/research/supportresearchers/connecting-other-researchers/oxford-research-staff-society 7
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Further to a reorganisation of professional services roles in the School of Medicine and Biomedical Sciences, we are seeking three highly efficient and capable administrators to become members of the academic administration team in the School of Medicine and Biomedical Sciences. These posts provide an excellent opportunity to develop a career in University administration. The Academic Administrator (Graduate-entry Medicine) will assist the Senior Academic Administrator (Graduate-entry Medicine) with the administration of Years 1 and 2 of the Graduate-entry Medicine programme. This will include organising teaching for Graduate-entry medical students, assembling course timetables, making arrangements for incoming students, allocating students to clinical placements, revising and updating course information, and organising clinical examinations (OSCEs) and computer-based examinations. The post holder will also assist with the administration of recruitment events and admission of students to the course. There will be some areas of work for which the post holder will have primary responsibility. The Graduate-entry Medicine programme is an accelerated course for graduates in applied or experimental sciences, with 35-40 students in each course year. Teaching and examining is provided by a large number of academic and/or clinical staff, drawn from clinical and non-clinical departments across the Medical Sciences Division. Students also attend clinical placements in partner NHS Trusts, and in primary care settings. As the responsibility for teaching and examining is shared across multiple University departments, as well as the partner NHS organisations, the organisation of the course is complex. The successful candidate for this position will have the ability to work systematically and to a high level of accuracy, with excellent attention to detail. They will have strong administrative and organisational skills, and will have the ability to manage a broad workload in an efficient manner. They will need to be willing and able to work harmoniously as a team member within a culture of academic leadership, as well as to work independently and to take the initiative to find solutions to problems, or to progress key tasks. They will have an excellent standard of computer-literacy, and will have the ability to handle numerical data with confidence and accuracy. As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including: • Employee Assistant Programme (EAP) • An excellent contributory pension scheme • 38 days annual leave • A comprehensive range of childcare services • Family leave schemes • Cycle loan scheme • Discounted bus travel and Season Ticket travel loans To make informal enquiries about the post, please contact Ms Jo Valentine. (Assistant Registrar, jo.valentine@medsci.ox.ac.uk) or Mrs Alex Bailey (Senior Academic Administrator, alexandra.bailey@medsci.ox.ac.uk) Applications for this vacancy are to be made online. As part of your application you will be required to upload a CV and a supporting statement. This is a permanent, part-time post. It is expected that the post holder will usually be based in the (Clinical) Medical School Office in the John Radcliffe Hospital, although they will sometimes be required to work in the Medical Sciences Teaching Centre, in the University’s Science Area on South Parks Road. You will be required to work mostly on site (with occasional remote working or up to 20% regular remote working). The closing date for applications is 12 noon on Monday 15 April 2024. We expect to hold interviews in the week beginning Monday 22 April 2024.
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