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*Internal Applicants Only* Administrative Officer (Fixed Term until 31 October 2024) The University of Oxford is a stimulating work environment, which enjoys an international reputation as a world-class centre of excellence. Our research plays a key role in tackling many global challenges, from reducing our carbon emissions to developing vaccines during a pandemic. The AAD Administration team, which is part of the Academic Registrar’s Office, provides administrative support to the 11 departments across the Academic Administration Division. We are a hard-working, friendly and supportive team juggling HR, finance, IT, space and office administration among a wide range of matters, often highly confidential and/or urgent. 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 • 38 days annual leave • A comprehensive range of childcare services • Family leave schemes • Cycle loan scheme • Discounted bus travel and Season Ticket travel loans • Membership to a variety of social and sports clubs This role also offers the opportunity for hybrid working, with a minimum of three days a week in the office. About the Role This is an excellent opportunity to work, learn and develop at the heart of the division, and to gain valuable insight into the student-facing support services it provides. This role could also be offered as a secondment opportunity. The Administrative Officer provides support to the Deputy Heads and Head of AAD Administration in Finance, HR and general administration, including (but not limited to): HR: overseeing recruitment processes, from induction to exit; answering questions from other AAD colleagues on HR issues, including those relating to the HR platforms we use; setting up casual workers and undertaking right to work checks; supporting HR processes; facilitating the organisation and safe-keeping of HR data. Finance: raising purchase orders and preparing invoices, processing expenses and payroll-related forms; setting up new suppliers; responding to finance queries; and advising colleagues on finance rules and procedures. General administration: answering queries by email, Teams, phone and in person; setting up meetings and minute-taking; maintaining and updating the AAD Sharepoint site; identifying and recommending improvements to the office management. About You We are seeking someone with a positive and proactive attitude, who is looking to strengthen their skills as they build a career in administration. The post-holder will work closely with their team, with the Academic Registrar, and with colleagues across the AAD and the wider University. You will be well organised and methodical, with excellent attention to detail. You will have good oral and written communication skills, sound judgement, and tact and discretion, and you will have the ability to remain calm under pressure and to approach work with a positive attitude. Application Process You will be required to upload a covering letter/supporting statement, CV and the details of two referees as part of your online application. The closing date for applications is 12 noon on Thursday 16 May. Interviews will take place on the week commencing 27 May and will be held in person in central Oxford.
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Job Description _________________________________________________________________________ ACADEMIC REGISTRAR’S OFFICE Job title Administrative Officer Division Academic Administration Division Department Academic Registrar’s Office Location University Offices, Wellington Square and other locations in the city centre Grade and salary Grade 5, £28,759 - £33,966 per annum Hours Full time: 36.5 hours per week Contract type fixed-term contract until 31 October 2024 Reporting to Project Manager-AAD Administration The role The AAD Administration team, which is part of the Academic Registrar’s Office, provides administrative support to the 11 departments across the Academic Administration Division. Team members work collaboratively but also independently, with individuals taking primary responsibility for supporting named departments but also having a good general understanding of how the other departments function. It is a hard-working, friendly and supportive team and the work is varied and, at times, challenging, juggling HR, finance, IT, space and office administration among a wide range of matters, often highly confidential and/or urgent. We are seeking someone with a positive and proactive attitude, who is looking to strengthen their skills as they build a career in administration. The post-holder will work closely with their team, with the Academic Registrar, and with colleagues across the AAD and the wider University. As well as providing professional, quality, first-line support to two or three named departments, the post-holder will also spend time supporting other sections of AAD during their busy periods, and covering for absent staff within AAD Administration and more widely across AAD, thus having the opportunity to gain valuable knowledge and experience of the breadth and depth of the Division’s work. The post-holder must be well organised and methodical, with excellent attention to detail. You will have good oral and written communication skills, sound judgement, and tact and discretion, and you will have the ability to remain calm under pressure and to approach work with a positive attitude. Responsibilities Human Resources 1. Provide proactive support to AAD Administration and the wider division with HR activities, including overseeing recruitment processes from induction to exit. 2. Deal with enquiries from other AAD colleagues and senior officers on personnel issues, including complex and technical issues related to PeopleXD and Teamseer. 3. Oversee and manage the casual worker process on behalf of AAD: setting up casual workers, undertaking right to work checks and advising AAD colleagues on rules and procedures. Brief staff on process changes as required. 4. Undertake research on behalf of the department – by seeking advice from Personnel or looking online – in order to interpret HR procedures, and advise departments accordingly. 5. Support HR processes such as Reward and Recognition and the Learning and Development Panel, undertaking associated financial transactions. 6. Facilitate the organisation and safe-keeping of all HR data, including staff records, recruitment materials, annual leave and absence records, in line with the legal requirements of the Data Protection Act and Freedom of Information, and University policy. 7. Run and analyse Personnel reports, such as casual worker quality validation report and monthly changes report; advise Personnel on changes required. Compile information on internal transfers and other FTE/headcount related queries and analyse the staff in post report. 8. Support and promote secondment opportunities and the sharing and redeployment of staff at critical periods or to undertake discrete, time-limited project work. 9. Organise the recruitment of temporary staff, when required, to include the organisation of access to University buildings and systems as appropriate. Undertake proof of right to work checks for new staff. 10. Carry out departmental inductions for new staff. Finance Provide support to AAD Administration with all finance-related activities to ensure that the Division manages its resources effectively and to budget. The duties of the Administrative Officer will include, but are not limited to, the following: 1. 2. 3. 4. 5. 6. 7. Raise purchase orders and prepare invoices and internal trades using the Oracle Financials system; liaise with external customers and suppliers. Manage the process for recharging for IT Services projects or similar. Process expenses and credit card statements. Process HR and payroll-related finance administration, for example casual payroll and payroll claim forms. Manage and monitor the set-up of new suppliers as appropriate. Respond to financial enquiries, ensuring that tasks are carried out in accordance with the appropriate University procedures and regulations, liaising as necessary to help solve financial queries. Support the Deputy Heads of AAD Administration with monthly, quarterly and year-end planning and processes. Carry out quantitative and qualitative analysis using tools such as Excel, and distill the information for presentation to the Head of AAD Administration and the Academic Registrar. Advise AAD colleagues on rules and procedures; regularly provide advice on financial transactional procedures and policies, including technical or complex issues relating to Oracle and to the financial management process. General administration 1. Act as an initial point of contact for AAD Administration. Take responsibility for responding to and dealing with emails to the shared inbox (in particular those coming from the named departments for whom the post-holder has primary first-line support responsibility) or forwarding them to the relevant contact, in a timely and professional manner, recognising the confidential nature of many matters. 172685 - G5 Administrative Officer JD 2 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. Identify, recommend and support the implementation of improvements to office management, operational systems and procedures; create, maintain and improve filing and record-keeping systems and calendars for AAD Administration, including the development of electronic filing systems or other office management systems. Support AAD Administration with the investigation of queries, collating information and drafting responses as directed. Maintain email distribution lists and circulate appropriate information to AAD section heads and colleagues, in consultation with senior colleagues. Set up team meetings on behalf of the Head or Deputy Heads of AAD Administration, and contribute as a member of the team; organise other meetings, book rooms, circulate papers, take minutes. Coordinate and arrange events as required. Update and maintain SharePoint and any other information-sharing tools, and liaise with departments on IT issues and best practice. Undertake routine diary management for the Academic Registrar and deputise for their Executive Officer in times of absence, providing professional executive support. Mentor and support new administrative support staff; maintaining and updating the induction pack used as a template across AAD. Brief and train individuals across AAD on systems and processes, as appropriate. Liaise daily with administrative staff across the AAD to build up relationships and encourage greater understanding of the Division’s aims and priorities. Learning and Development analysis for the year (such as number of applications on specific courses). Undertake and manage discrete projects on behalf of AAD Administration, such as revising induction packs in line with current best practice. Perform any other duties that fall within the purpose and grade of this post as determined and directed by the line manager. Selection criteria Essential selection criteria            Educated to GCSE (A-C in Maths and English) or equivalent and/or previous experience in an administrative support role. Experience of supporting administrative processes. The ability to work independently, with minimum supervision, and a willingness to resolve situations, as well as knowing when to refer issues to others. Ability to organise events and make administrative arrangements. Ability to clearly and accurately communicate processes and procedures verbally and in writing Demonstrable ability to prioritise workload and produce accurate, detailed work within deadlines Experience of providing a high level of customer service Ability to learn and adapt to new processes and procedures and to take on new tasks with appropriate training and guidance. The ability to exercise discretion and handle confidential information appropriately. Ability to use standard computer programs (Outlook, Word, Excel, Powerpoint) and experience of using a database. Previous experience of working effectively as part of a team. Desirable selection criteria 1. 2. Experience of working within an HE institution or within a service industry environment. Some experience of financial administration, including the ability to be numerate and accurate, with excellent attention to detail and a methodical approach. 172685 - G5 Administrative Officer JD 3 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 About the University of Oxford Welcome to the University of Oxford. We aim to lead the world in research and education for the benefit of society both in the UK and globally. Oxford’s researchers engage with academic, commercial and cultural partners across the world to stimulate high-quality research and enable innovation through a broad range of social, policy and economic impacts. We believe our strengths lie both in empowering individuals and teams to address fundamental questions of global significance, while providing all our staff with a welcoming and inclusive workplace that enables everyone to develop and do their best work. Recognising that diversity is our strength, vital for innovation and creativity, we aspire to build a truly diverse community which values and respects every individual’s unique contribution. While we have long traditions of scholarship, we are also forward-looking, creative and cutting-edge. Oxford is one of Europe's most entrepreneurial universities and we rank first in the UK for university spin-outs, and in recent years we have spun out 15-20 new companies every year. We are also recognised as leaders in support for social enterprise. 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. Academic Administration Division The Academic Administration Division (AAD) is the University’s group of services focused on students and learning. We provide support and information that students need to thrive in their academic and personal lives, and encourage the professional and educational development of our staff. We operate in close collaboration with colleagues in central, divisional, departmental, and college administration, as well as with academic staff and students. The AAD’s work supports the student career from pre-admission through to graduation and beyond, and promotes the development of coherent systems and services across Oxford to underpin this. We focus on: - Student recruitment: Attracting the best undergraduate and postgraduate students through outreach and admissions, and advising students through the admissions process. - Student services: Offering high-quality services to students once they arrive at Oxford, including counselling and disability services, sports, language courses, a careers service, and fees and funding. - Student administration: Managing the University’s student data, registration, examinations, and degree ceremonies, advising on visas and immigration; and developing our student systems. 172685 - G5 Administrative Officer JD 4 - Educational policy: Helping to develop and implement educational policies, upholding legislation, and providing quality assurance. We also support academic and professional staff and the wider Oxford community through our language, sport, and professional and educational development services. The AAD comprises: the Careers Service, Education Policy Support, Graduate Admissions and Recruitment, the Language Centre, the Centre for Teaching and Learning, Student Fees and Funding, Student Registry, Student Systems, Student Welfare and Support Services, Undergraduate Admissions and Outreach, and University Sport. They are supported by two professional support functions: AAD Administration and AAD Communications. For more information, see: About the Academic Administration Division | Academic Support (ox.ac.uk) How to apply Applications are made through our online recruitment portal. Information about how to apply is available on our Jobs website https://www.jobs.ox.ac.uk/how-to-apply. Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description. As part of your application you will be asked to provide details of two referees and indicate whether we can contact them now. You will be asked to upload a CV and a supporting statement. The supporting statement must explain how you meet each of the selection criteria for the post using examples of your skills and experience. This may include experience gained in employment, education, or during career breaks (such as time out to care for dependants) Please upload all documents as PDF files with your name and the document type in the filename. All applications must be received by midday UK time on the closing date stated in the online advertisement. Information for priority candidates A priority candidate is a University employee who is seeking redeployment because they have been advised that they are at risk of redundancy, or on grounds of ill-health/disability. Priority candidates are issued with a redeployment letter by their employing department(s). If you are a priority candidate, please ensure that you attach your redeployment letter to your application (or email it to the contact address on the advert if the application form used for the vacancy does not allow attachments). If you need help Application FAQs, including technical troubleshooting advice is available at: https://staff.web.ox.ac.uk/recruitment-support-faqs Non-technical questions about this job should be addressed to the recruiting department directly: aadadminsupport@admin.ox.ac.uk To return to the online application at any stage, please go to: www.recruit.ox.ac.uk. Please note that you will receive an automated email from our online recruitment portal to confirm receipt of your application. Please check your spam/junk mail if you do not receive this email. 172685 - G5 Administrative Officer JD 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-privacypolicy. 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 very senior research posts at grade RSIV/D35 and clinical equivalents E62 and E82, which with effect from 1 October 2023 will be 30 September before the 70th birthday. The justification for this is explained at: https://hr.admin.ox.ac.uk/the-ejra. For existing employees on these grades, any employment beyond the retirement age is subject to approval through the procedures: https://hr.admin.ox.ac.uk/the-ejra. There is no normal or fixed age at which staff in posts at other grades have to retire. Staff at these grades may elect to retire in accordance with the rules of the applicable pension scheme, as may be amended from time to time. Equality of opportunity Entry into employment with the University and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. No applicant or member of staff shall be discriminated against because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. 172685 - G5 Administrative Officer JD 6 Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, travel discounts, and a variety of professional development opportunities. Our range of other employee benefits and discounts also includes free entry to the Botanic Gardens and University colleges, and discounts at University museums. See https://hr.admin.ox.ac.uk/staff-benefits University Club and sports facilities Membership of the University Club is free for all University staff. The University Club offers social, sporting, and hospitality facilities. Staff can also use the University Sports Centre on Iffley Road at discounted rates, including a fitness centre, powerlifting room, and swimming pool. See www.club.ox.ac.uk and https://www.sport.ox.ac.uk/. Information for staff new to Oxford If you are relocating to Oxfordshire from overseas or elsewhere in the UK, the University's Welcome Service website includes practical information about settling in the area, including advice on relocation, accommodation, and local schools. See https://welcome.ox.ac.uk/ There is also a visa loan scheme to cover the costs of UK visa applications for staff and their 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. 172685 - G5 Administrative Officer JD 7
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***Internal Applicants Only*** __ **Administrative Officer (Fixed Term until 31 October 2024) ** __ The University of Oxford is a stimulating work environment, which enjoys an international reputation as a world-class centre of excellence. Our research plays a key role in tackling many global challenges, from reducing our carbon emissions to developing vaccines during a pandemic. The AAD Administration team, which is part of the Academic Registrar’s Office, provides administrative support to the 11 departments across the Academic Administration Division. We are a hard-working, friendly and supportive team juggling HR, finance, IT, space and office administration among a wide range of matters, often highly confidential and/or urgent. **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 • 38 days annual leave • A comprehensive range of childcare services • Family leave schemes • Cycle loan scheme • Discounted bus travel and Season Ticket travel loans • Membership to a variety of social and sports clubs This role also offers the opportunity for hybrid working, with a minimum of three days a week in the office. **About the Role** This is an excellent opportunity to work, learn and develop at the heart of the division, and to gain valuable insight into the student-facing support services it provides. **This role could also be offered as a secondment opportunity.** The Administrative Officer provides support to the Deputy Heads and Head of AAD Administration in Finance, HR and general administration, including (but not limited to): HR: overseeing recruitment processes, from induction to exit; answering questions from other AAD colleagues on HR issues, including those relating to the HR platforms we use; setting up casual workers and undertaking right to work checks; supporting HR processes; facilitating the organisation and safe- keeping of HR data. Finance: raising purchase orders and preparing invoices, processing expenses and payroll-related forms; setting up new suppliers; responding to finance queries; and advising colleagues on finance rules and procedures. General administration: answering queries by email, Teams, phone and in person; setting up meetings and minute-taking; maintaining and updating the AAD Sharepoint site; identifying and recommending improvements to the office management. **About You** We are seeking someone with a positive and proactive attitude, who is looking to strengthen their skills as they build a career in administration. The post- holder will work closely with their team, with the Academic Registrar, and with colleagues across the AAD and the wider University. You will be well organised and methodical, with excellent attention to detail. You will have good oral and written communication skills, sound judgement, and tact and discretion, and you will have the ability to remain calm under pressure and to approach work with a positive attitude. **Application Process** You will be required to upload a covering letter/supporting statement, CV and the details of two referees as part of your online application. The closing date for applications is 12 noon on Thursday 16 May. Interviews will take place on the week commencing **27 May** and will be held in person in central Oxford.
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