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_________________________________________________________________________ Summary Job title Grants Assistant (Pre-Award) Division Medical Sciences Division Department Nuffield Department of Orthopaedics, Rheumatology and Musculoskeletal Sciences Location Botnar Research Centre, Windmill Road, Oxford, OX3 7LD Grade and salary Grade 5: £28,759 - £33,966 per annum Hours Full-time Fixed-term for 12 months in the first instance. Contract type The post may also be offered as a secondment opportunity. Reporting to Research Grants Managers Vacancy reference 171986 The role Working within the existing grants team, you will support the Grants Manager (Pre-Award) and the Research Grants Manager (Post-Award) in the management of the department’s increasing grant portfolio. We hope that this initial 12-month fixed-term post/secondment may lead to a longer position within the department, including a continuation of the planned training programme with the potential for regrading/progression within the Department and University as the postholder develops. This could be ideal for someone looking for a long-term career in Research Grant Management or Finance Management. The post will include the following aspects of Grants Management (full training will be provided where necessary): • • • • • Introduction to Research Management and Administration at Oxford Supporting Research Grant Applications Research Contracts Financial Management of Research Awards Research Awards and Associated Personal Administration Main duties and responsibilities Grant Applications • Advise and assist Principal Investigators (PIs) with the preparation of grant budgets for applications • Be responsible for the application process from creating a costing using the web-based costing system (X5) to inputting financial data on online application systems • Ensure that all PIs receive timely and appropriate information and support for them to make grant submissions • Advise PIs of sponsor guidelines ensuring that applications meet such conditions • Attend planning meetings when appropriate, providing accurate guidance to the PIs • Liaise with other Departments within Oxford, other HEI Institutions and NHS Trusts to ensure all institutions costs are included, when required, on applications • Liaise with Research Services to ensure successful application submission • Liaise with sponsors where appropriate to ensure successful application submission • Distribute information about funding opportunities, assist individuals to find appropriate funding sources and assist in maintaining the departmental grants database • Maintain up-to-date knowledge of sponsors’ financial terms and conditions and ensure that they are adhered to • Provide guidance to the Principal Investigators on the implications of awards from the European Union, National Institute of Health and Research Council grants, in respect to auditable requirements Communication • Ensure the timely dissemination of concise information to PIs, researchers and support staff • Participate and contribute to group discussions and meetings • Maintain a strong relationship with Research Services • Any other duties as required by the Research Grants Manager(s) and other duties, to be defined from time to time, which are appropriate to the grade The job description is not intended to be rigid or inflexible and may include other duties and responsibilities as may be determined. You are expected to work flexibly and respond positively to changing needs. Grants Assistant (Pre-award)_JD_FINAL.docx 2 Selection criteria Essential selection criteria • Educated to at least A level standard (or equivalent) with GCSE, grade C or above, (or equivalent) in Maths & English • An ability to analyse, interpret and respond effectively to both detailed written documentation and oral presentations • An ability to exercise tact and discretion when dealing with confidential matters and to develop positive relationships both with NDORMS staff and with colleagues in Research Services • An understanding of the research activities taking place within the Department • Able to prioritise and manage multiple projects with competing deadlines • Excellent IT skills, with knowledge and experience of MS Office applications • Enthusiastic and self-motivated and can demonstrate flexibility in day to day working tasks by working independently and without direct supervision and also as part of a team • Evidence of professional development • Demonstrate an ability to follow departmental guidance in handling sensitive and personal information, including complying with current data protection legislation. Desirable selection criteria • A working knowledge and understanding of the needs of an academic research environment • An understanding of research funding within the UK • Experience of X5 • Experience of Oracle Financials R12 . 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 Grants Assistant (Pre-award)_JD_FINAL.docx 3 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 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 recognised centre of excellence for biomedical and clinical research and teaching. We are the largest academic division in the University of Oxford. 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. For more information please visit: www.medsci.ox.ac.uk Nuffield Department of Orthopaedics, Rheumatology and Musculoskeletal Sciences The Nuffield Department of Orthopaedics, Rheumatology and Musculoskeletal Sciences (NDORMS) is part of the Medical Sciences Division and is the largest European academic department in its field, running a globally competitive programme of research and teaching. Our mission is to discover the causes of musculoskeletal and inflammatory conditions to deliver excellent and innovative care that improves people’s quality of life. Our highly skilled teams have expertise in a broad range of areas, including orthopaedic surgery, inflammation, immunology, rheumatology, medical statistics, epidemiology, and clinical trials. Grants Assistant (Pre-award)_JD_FINAL.docx 4 We currently have 480 staff, 120 post-graduate students, and have a grants portfolio worth over £180 million. The Botnar Research Centre enables and encourages research and education into the causes of musculoskeletal disease and their treatment. The Centre provides world-class facilities for scientists in the field of musculoskeletal research. It takes a multidisciplinary approach, encompassing orthopaedic, rehabilitation and rheumatology clinical scientists, bone oncologists, laboratory scientists, epidemiologists, engineers and statisticians. The Botnar also hosts the Oxford Clinical Trials Research Unit (OCTRU) and the Centre of Statistics in Medicine (CSM), providing excellent statistical support to all aspects of clinical research. The Botnar opened in 2002, with a large annex completed in 2013. The Botnar is now home to around 300 staff and postgraduate students enjoying the international and friendly atmosphere of this workplace and benefits from the vast knowledge of leading experts in the field of musculoskeletal research. To accommodate its rapid growth, the Centre has opened another wing in early 2022. The new space provides additional 1000m2 of office and 1000m2 of laboratory space. The laboratory space includes a GMP clean room facility suitable for the manufacturing of biomaterials for human implantation. Sharing the site of the Nuffield Orthopaedic Centre, the largest specialist academic musculoskeletal hospital in the UK, puts the Botnar in a unique position to foster the collaboration between basic scientists and clinicians, which is essential to success in medical research. Grants Assistant (Pre-award)_JD_FINAL.docx 5 Athena Swan The Athena SWAN Awards specifically recognise success in developing employment practices to further and support the careers of women in science, technology, engineering, maths and medicine (STEMM) departments in academia. In May 2015 the charter was expanded to recognise work undertaken in arts, humanities, social sciences, business and law (AHSSBL), and in professional and support roles. Within NDORMS, we feel that we have an established culture of equality but are using the process to spur on-going improvement that benefits everyone involved in the Department. Our on-going progress was rewarded in May 2014 with an Athena Swan Bronze Award and in October 2015 with a Silver Award. Our development in this area has resulted in a number of commitments to our staff, central to which are: ➢ establishing an open, supportive and family-friendly research environment ➢ supporting career progression through teaching programmes, personal development reviews and mentoring ➢ proactive communication of support policies such as flexible working, provision of leave, promotion and career support schemes NDORMS aims to actively promote the implementation of the University’s family-friendly policies to help foster a family friendly working environment, including provision of family leave (such as policies for maternity, paternity, parental, carers and adoption leave), flexible/part-time working and scheduling inclusive meetings. The University’s childcare services support staff with a Childcare Voucher Scheme to help staff save tax and national insurance on childcare costs, offer information on nursery providers and a nursery fee Salary Sacrifice Scheme, work in partnership with playscheme providers to help support families during school holidays and signpost staff to parenting, local authority and other organisations that help support families and parents. The Department is also committed to ensuring that staff undertaking part-time or flexible working receive the same access to benefits and entitlements as full-time staff, including the same opportunities for training and promotion, a pro-rata entitlement to leave including bank holidays and careful consideration of requests to work part-time (particularly for those by staff returning from maternity leave). For more information please visit: http://www.admin.ox.ac.uk/personnel/staffinfo/benefits/family/ and http://www.admin.ox.ac.uk/personnel/during/flexible/ We are also actively working to uphold the University’s aim of providing an inclusive environment and equal career opportunities by promoting equality, valuing diversity and maintaining a working, learning and social environment in which the rights and dignity of all staff are respected. Separate University policies are also in place to ensure race, disability and gender equality. For more information, please visit: http://www.admin.ox.ac.uk/eop/ Grants Assistant (Pre-award)_JD_FINAL.docx 6 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 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 Help and support is available from: https://hrsystems.admin.ox.ac.uk/recruitment-support If you require any further assistance please email recruitment.support@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 e-recruitment system to confirm receipt of your application. Please check your spam/junk mail if you do not receive this email. Grants Assistant (Pre-award)_JD_FINAL.docx 7 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 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. Grants Assistant (Pre-award)_JD_FINAL.docx 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/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 My Family Care, 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. Grants Assistant (Pre-award)_JD_FINAL.docx 9
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Grants Assistant (Pre-Award) This post may be offered as a secondment opportunity.
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Description of Grants Assistant (Pre-Award) This post may be offered as a secondment opportunity.
Grants Assistant (Pre-award)_JD_FINAL.pdf
NDORMS, Botnar Research Centre, Windmill Road, Oxford, OX3 7LD
Nuffield Department of Orthopaedics, Rheumatology and Musculoskeletal Sciences (NDORMS)
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We are seeking to recruit an enthusiastic and highly organised Grants Assistant to support the Grants Manager (Pre-Award) and the Research Grants Manager (Post-Award) in the management of the department’s increasing grant portfolio. You will be based within the Nuffield Department of Orthopaedics, Rheumatology and Musculoskeletal Sciences (NDORMS) located at the Botnar Research Centre, Oxford. We hope that this initial 12-month fixed-term post/secondment may lead to a longer position within the department, including a continuation of the planned training programme with the potential for regrading/progression within the Department and University as the postholder develops. This could be ideal for someone looking for a long-term career in Research Grant Management or Finance Management. The post will include the following aspects of Grants Management (full training will be provided where necessary): • Introduction to Research Management and Administration at Oxford • Supporting Research Grant Applications • Research Contracts • Financial Management of Research Awards • Research Awards and Associated Personal Administration You will be responsible for a range of duties, including advising and assisting Principal Investigators with the preparation of grant budgets for applications as well as being responsible for the application process from creating a costing using the web-based costing system (X5) to inputting financial data on online application systems. You will advise PIs of sponsor guidelines and liaise with Research Services to ensure successful application submission as well as distributing information about funding opportunities. You must be educated to at least A level standard (or equivalent) with GCSE grade C or above (or equivalent) in Maths & English. You will have the ability to analyse, interpret and respond effectively to detailed written documentation and prioritise and manage multiple projects with competing deadlines. Excellent IT skills, with knowledge and experience of MS Office applications is also essential. A working knowledge and understanding of the needs of an academic research environment is desirable. This is a full-time appointment for 12 months in the first instance. The closing date for this position is 12 noon on 12 April 2024. You will be required to upload a CV and supporting statement as part of your online application.
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