Applications are invited for an ORCHID Operations Administrator, to join the ORCHID team working in the Nuffield Department of Primary Care Health Sciences on a research programme involving large primary care datasets, and national agencies, other Universities, and collaborators across the country to deliver world class research and surveillance insights. The successful applicant will work with the ORCHID Senior Programme and Operations Managers to run ORCHID related activities. Responsibilities will include managing enquiries and ORCHID project applications, liaising with all parties involved, working with projects through their lifecycles and close out, and ensuring that all guidelines, standard operating procedures, and protocols are followed. You will have strong communication and interpersonal skills that enable you to work with people at all levels to establish productive, collaborative working relationships. You will have with a significant track record of providing comprehensive administrative support to senior managers and you will also have a proactive approach to process change and help us develop and improve our internal processes. You will be based in the Nuffield Department of Primary Care Health Sciences, Gibson Building, Woodstock Road, Oxford, OX2 6GG as your normal place of work. There will be the opportunity for occasional remote working and you may be able to agree a pattern of regular remote working with your line manager. The position is full-time and funded for two years in the first instance. For further information or discuss the post please contact mili.muraleedharan@phc.ox.ac.uk. “Committed to equality and valuing diversity” You will be required to upload a CV and Supporting Statement as part of your online application. The Supporting Statement should include a cover letter and should also clearly describe how you meet each of the selection criteria listed in the job description. Click here for information and advice on writing an effective Supporting Statement. The closing date for applications is **12:00** **noon on 25 September 2024.** Interviews are expected to be held during the week commencing 21 October 2024.
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Job Description _________________________________________________________________________ Summary Job title ORCHID Operations Administrator Division Medical Sciences Department Nuffield Department of Primary Care Health Sciences Location Radcliffe Primary Care Building, Radcliffe Observatory Quarter, Woodstock Road, Oxford, OX2 6GG Grade and salary Grade 6: £32,332 - £38,205 per annum (with a discretionary range to £41,732 per annum) Hours Full time Contract type Fixed-term for two years Reporting to Mili Muraleedharan, Operations Manager Vacancy reference BZ24051 - 172957 The role The ORCHID team at the Nuffield Department of Primary Care Health Sciences work with large primary care datasets, and national agencies, other Universities, and collaborators across the country to deliver world class research and surveillance insights. We are experiencing a period of significant growth and we are seeking to expand our team with an Operations Administrator. The post holder will be expected to undertake some defined administrative tasks but you will have the ability to work independently, handling a varied workload that will alter depending on the priorities. Your key activities will involve working with the ORCHID Senior Programme and Operations Managers to run ORCHID related activities. This will involve managing enquiries and ORCHID project applications, liaising with all parties involved, working with projects through their lifecycles and close out, and ensuring that all guidelines, SOPS, and protocols are followed. With a positive and pro-active attitude you will support the Operations Manager with the day-to-day monitoring of ORCHID administration, and ensure the smooth running of the various processes. A proactive approach to process change will enable you to help us develop and improve our internal processes to ensure we meet expectations from academic colleagues. Responsibilities • • • • • • • • • • Work with the ORCHID Senior Programme and Operations Manager, to manage ORCHID related activities. Oversee the ORCHID user registration procedures from start to finish, ensuring correct records are kept on required training and internal policies. Organise and service the ORCHID Management Committee Meetings including scheduling, preparing agendas, compiling and formatting supporting documentation, drafting minutes, circulate approved minutes to all relevant parties, and identify actions, ensuring they are effectively communicated. Work with the ORCHID managers to establish and improve effective and efficient procedures for all ORCHID project enquiries, applications, and study management. Devise and implement office administrative systems and procedures to enable the smooth and effective running of ORCHID related activities. Liaise with researchers applying for ORCHID data to ensure that they have completed all steps in the data application process. This includes, ensuring essential training has been undertaken, data access payments have been processed and contracts and Data sharing agreements are in place. Contribute to the preparation of audit documentation. Manage the service electronic filing system for all projects from enquiry to archiving, facilitating communications regarding documentation with all parties as necessary. Undertake training and maintain a working knowledge of relevant guidelines and regulations such as GDPR, information governance, ethics approvals, and all ORCHID related SOPs. To undertake other duties appropriate to the grade. 2 Selection criteria Essential selection criteria • • • • • • • • • • Educated to degree level, or with equivalent work experience, with a significant track record of providing comprehensive administrative support to senior managers. Excellent critical thinking ability. Self-starter with a problem-solving focus and the ability to recognise and manage issues, creating solutions, and understand when to refer issues to others. Ability to work flexibly and without supervision, combining a structured and organised approach to your work. Ability to work under pressure, organise own work load and take initiative as appropriate and work to deadlines Strong communication and interpersonal skills that enable you to work with people at all levels to establish productive, collaborative working relationships. Management of confidential matters, demonstrating tact and discretion. Proven ability to organise meetings and make all administrative arrangements connected with these. Excellent written communication skills, including for correspondence and reports. Excellent IT skills including the ability to use standard computer programmes (Outlook, Word, Excel, PowerPoint, Teams). Excellent attention to detail, including a high level of accuracy. Desirable selection criteria • • • • Experience of working in a university or research-based environment. Website management skills. An interest in health research and clinical care. An interest in health research and clinical care. 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 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 cutting-edge. Oxford is one of Europe's most entrepreneurial universities and we rank first in the UK for university spinouts, 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. Nuffield Department of Primary Care Health Sciences A top ranked centre for academic primary care in the UK, we lead world-class research and training to rethink the way healthcare is delivered in general practice and other primary care settings, both across the UK and globally. Integrating evidence and innovation, our main research focus is on enhancing prevention, early diagnosis and management of common illness. Our research is led by internationally renowned scientists, many of whom are practising GPs and primary care clinicians, but many others are psychologists, epidemiologists, sociologists, and public health academics. We cover the broad range of issues that you might expect to address in the community, including cardiovascular and metabolic disease, infectious diseases and childhood illness, diet, smoking and cancer. We also focus on understanding and improving the experiences of patients, rigorously evaluating the effectiveness of treatments and diagnostics, utilising big data, developing digital health interventions and working internationally. We have methodological expertise in novel clinical trial design and implementation, clinical decision making and diagnostics, clinical epidemiology, medical statistics, behavioural science, modelling, qualitative research and the wider application of social science theory and methods to address practical and theoretical challenges in health and care settings. The department was established in October 1998 (as the Department of Primary Health Care) with the appointment of a foundation chair in general practice, and was made a free-standing department in 2011 with the first Oxford statutory chair in primary care. We provide a strong multi-disciplinary training environment, a full programme of academic support and good IT facilities. Our ability to collaborate with other epidemiological and community based research groups across the University and with GP surgeries locally and nationally enables us to utilise a broad range of relevant expertise into our teaching and research. 4 Our main research themes coalesce around cardiovascular disease and diabetes, infection, cancer, health behaviours, and digital health, with several cross-cutting themes, including disease prevention, early diagnosis, and patient self-management, big data and new clinical themes. We place inclusivity and diversity at the forefront of our approach to research from design and conduct through to the dissemination of our findings. The department has exceptional infrastructure, including the long-established Primary Care Clinical Trials Unit, one of the most expert CTU’s for trials conducted in community settings. We also host the Oxford Institute for Digital Health, the Bennett Institute for Applied Data Science, the Oxford Centre for EvidenceBased Medicine; the Interdisciplinary Research in Health Sciences research group (which uses both quantitative and qualitative methods to examine the human, organisational and societal issues relating to the delivery of healthcare and the improvement of health services) and the Medical Sociology and Health Experiences Research Group (MS&HERG), which is a centre of excellence in qualitative research methods and conducts studies of experiences of health and illness, digital health and organisation and delivery of care. The department is a founding member of the National Institute for Health Care Research (NIHR) School of Primary Care Research, houses both the NIHR Applied Research Collaboration (ARC), Oxford Thames Valley and the NIHR MedTech and In Vitro Diagnostics Co-operative (MIC), and leads several themes of the Oxford University Hospital and Oxford Health BRCs. In terms of methodologies, as well as our critical mass of social scientists and computer/information scientists, the department supports one of the largest groups of medical statisticians in medical sciences and a growing team of health economists. Clinicians in our department teach a number of threads in the undergraduate course in Medicine and we place students in GP practices as part of their training. We run a very successful, well established MSc programme in Evidence Based Health Care, and a new MSc in Translational Health Science with the Department of Continuing Education. In 2023 we will accept students to a new MSc in Applied Digital Health and to an MSc in Global Health Care Leadership run in partnership with the Said Business School. The University of Oxford is a member of the Athena Swan Charter to promote women in Science, Engineering, Technology and Medicine and holds an Athena Swan Silver award at institutional level. The Nuffield Department of Primary Care Health Sciences holds a departmental Gold Athena Swan award (awarded in March 2023 and the first Gold in the University of Oxford) to recognise advancement of gender equality: representation, progression and success for all. The Nuffield Department of Primary Care Health Sciences currently holds a Gold National Union of Students (NUS) Green Impact award. Green Impact is an environmental accreditation scheme championed by the National Union of Students and is designed to support environmentally and socially sustainable practice. The department supports sustainability initiatives in the following areas: supporting and leading change; energy; water; materials and waste; sustainable travel; biodiversity and nature; and food. Our staff are mostly located in the superbly renovated Grade II listed Radcliffe Primary Care Building on the Radcliffe Observatory Quarter (ROQ), the University’s most prestigious development site for a generation, and close to the city centre (see http://www.ox.ac.uk/roq/ for more information). Some staff are located nearby in the Gibson Building at the ROQ and some, including clinical teachers are based in Eagle House nearby off Walton Street. 5 Car parking is very restricted at both sites with only a small percentage of staff being granted an annual parking permit and priority being given to those with access needs. Bus Pass, Train Pass, bicycle loans and Season Ticket Loan Schemes are all in operation for staff. For more information please visit: http://www.phc.ox.ac.uk 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: http://www.medsci.ox.ac.uk/ 6 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) If you are applying for a research post and you have had periods of working part-time, please indicate this on your CV or in your supporting statement. This will ensure that any outputs such as publications are fairly judged when considered alongside the expected outputs of full-time workers. Where posts are advertised full-time, we may be able to consider part-time working or job share arrangements depending on the requirements of the role. If you want to work part-time and this option is not expressly stated in the advert or job information, please email hr@phc.ox.ac.uk to enquire whether the role you are applying for might be available on a part-time basis. Please upload all documents as PDF files with your name and the document type in the filename. Please do not upload full published papers or certificates as part of your supporting documents. 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 https://staff.web.ox.ac.uk/recruitment-support-faqs advice is available at: Non-technical questions about this job should be addressed to the recruiting department directly recruitment@phc.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. 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 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 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. 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 dependants. 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. Oxford Research Staff Society (OxRSS) A society run by and for Oxford University research staff. It offers researchers a range of social and professional networking opportunities. Membership is free, and all researchers employed by Oxford University are welcome to join. Subscribe at researchstaff-subscribe@maillist.ox.ac.uk to join the mailing list to find out about upcoming events and other information for researchers, or contact the committee on committee@oxrss.ox.ac.uk. For more information, see www.ox.ac.uk/oxrss, Twitter @ResStaffOxford, and Facebook www.facebook.com/oxrss. 9
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Applications are invited for an ORCHID Operations Administrator, to join the ORCHID team working in the Nuffield Department of Primary Care Health Sciences on a research programme involving large primary care datasets, and national agencies, other Universities, and collaborators across the country to deliver world class research and surveillance insights. The successful applicant will work with the ORCHID Senior Programme and Operations Managers to run ORCHID related activities. Responsibilities will include managing enquiries and ORCHID project applications, liaising with all parties involved, working with projects through their lifecycles and close out, and ensuring that all guidelines, standard operating procedures, and protocols are followed. You will have strong communication and interpersonal skills that enable you to work with people at all levels to establish productive, collaborative working relationships. You will have with a significant track record of providing comprehensive administrative support to senior managers and you will also have a proactive approach to process change and help us develop and improve our internal processes. You will be based in the Nuffield Department of Primary Care Health Sciences, Gibson Building, Woodstock Road, Oxford, OX2 6GG as your normal place of work. There will be the opportunity for occasional remote working and you may be able to agree a pattern of regular remote working with your line manager. The position is full-time and funded for two years in the first instance. For further information or discuss the post please contact mili.muraleedharan@phc.ox.ac.uk. “Committed to equality and valuing diversity” You will be required to upload a CV and Supporting Statement as part of your online application. The Supporting Statement should include a cover letter and should also clearly describe how you meet each of the selection criteria listed in the job description. Click here for information and advice on writing an effective Supporting Statement. The closing date for applications is 12:00 noon on 25 September 2024. Interviews are expected to be held during the week commencing 21 October 2024.
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Description of ORCHID Operations Administrator
BZ24051_ORCHID Operations Administrator_JD.pdf
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