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"""Job Description _________________________________________________________________________ Summary Job title Communications and Events Assistant College Reuben College Location Central Oxford Grade and salary Grade 4: £25,138 to £28,759 per annum pro rato On duty provision of lunch free of charge (when the kitchen is open) Hours Full time (36.5 hours) Contract type Permanent Reporting to Communications and Events Manager Vacancy reference 173117 The role Reuben College was established as a graduate society of Oxford University in 2019 and is named in recognition of a generous gift from the Reuben Foundation. It is located at the heart of Oxford, next to the Museum of Natural History, in an extensively refurbished historical building. The Communications and Events Assistant is a recently established role to support the Communications and Events Manager and Events Assistant and provide resilience for the busy team. The number of events being run at the College has grown quickly since moving into the refurbished building in October, and is expected to increase further as the hiring out of College spaces grows in frequency. This role will support a variety of tasks in both communications and event management; predominately assisting with the responsibilities of the Communications and Events team. It is expected that initially the postholder will spend an equal amount of time split between the communications and events elements; however, the role is likely to change over time depending on the needs of the College. Responsibilities Communications • • Draft and proofread content for the department’s internal and external communications channels including print, digital and social media platforms – in particular the weekly newsletter; Contribute to the implementation of the College’s communications strategy, including planning and scheduling content distribution, and uploading content to the College’s intranet, website and/or social media feeds; • • • • Assist with the production of promotional materials for communications activities, including coordinating with designers, suppliers, etc as necessary; Be responsible for maintaining mailing lists and/or contact databases, and coordinating the distribution of communications to the appropriate internal and external audiences; Assist in the evaluation of communications activities through a range of tools such as online surveys, feedback forms, and digital analytics; Work with the communications team to ensure that all communications follow the College and University’s guidelines on branding. Events • • • • Act as first point of contact for the team by handling phone, email and written enquiries, knowing when to escalate enquiries to another member of the team; Assist with the organisation of internal College and external-facing events, including regular term time events, large conferences and alumni events; Provide assistance for client events; such as liaising with teams across the College, creating materials, providing AV support, and booking travel and accommodation; Handle room bookings of rentable College spaces - keep a log of queries, give tours to potential clients, generate quotes etc. General • • • Perform other responsibilities as may be required from time to time to support colleagues, cover absences, and ensure the smooth running of the College, as required, including deputising for the Communications and Events Manager at meetings, and in their absence; Undertake any necessary training identified and continuing professional development in order to stay upto-date professionally (including annual Information Governance training) and participate in an annual review of professional development and performance Respect Health and Safety, Equality and other regulations, in line with the values of the College Selection criteria Essential selection criteria • • • • • • • • • Educated to A-level or equivalent professional experience; Strong attention to detail and accuracy in all areas of work; High level of computer literacy, proficient in the use of email packages, Microsoft Word and Excel; Excellent written and oral communication skills; Excellent interpersonal skills, with an ability to communicate clearly with stakeholders; Organisation and administrative skills; Competent using a range of computer-based and online applications; The ability to work independently, proactively and under pressure; Able to work flexibly as part of a team and able to prioritise conflicting demands. Desirable selection criteria • • • • Experience working in a large organisation and/or in higher education; Experience of communications activities, both print and digital; Experience in organising and coordinating events, conferences, courses and/or training programmes; Experience using AV equipment and website content management systems. 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. Please read the candidate notes on the University’s pre-employment screening procedures at: https://www.jobs.ox.ac.uk/pre-employment-checks College Reuben College was established as a graduate society of Oxford University in 2019, and is named in recognition of a generous founding gift from the Reuben Foundation. Admitting its first 130 students in October 2021, the College is dedicated to fostering interdisciplinary exchange within an inclusive and impact-oriented academic community. In its first years, the College’s academic interests cluster around four themes, one each from the University’s four Divisions: Artificial Intelligence and Machine Learning, Environmental Change, Cellular Life, and Ethics & Values. From the start of the 2023/24 academic year, the College will be based in newly refurbished premises in the former Radcliffe Science Library, adjacent to the Museum of Natural History in Parks Road. The College has a single accommodation block for c. 100 students. Increasing its supply of student accommodation is one of the College’s priorities. Over the next 5 years, the number of students will increase to 650 full and part-time students studying for both Masters and DPhil degrees, and the long-term staffing structure will be established. The College is a Graduate Society of the University and as such is governed by its financial policies and procedures, including its banking and payroll functions. The College’s financial transactions are recorded in the University’s Oracle Financials System which also drives its financial reporting. The College’s annual budget and quarterly forecasts are prepared in the University’s Budgeting & Forecasting Tool. In addition, the College operates a number of its own systems which facilitate student payments on tuition fees, rental and other charges. In the medium term, the College is planning to become an independent entity, established by Royal Charter, akin to the other 38 colleges of Oxford University. Independence will necessitate a major review of the College’s financial systems and procedures, and it will no longer be governed by central University regulations and procedures. For more information please visit: Welcome to Reuben College | Reuben College (ox.ac.uk) 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. 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 at human.resources@reuben.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. 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 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. 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 ildcare 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 """^^ . _:N2b805b465c4749ed9d2fd3afbbd0d91f . "finance code" . . . "2024-07-01T12:00:00+01:00"^^ . "Standard Grade 4: 25,138 to 28,759 per annum" . . "sede principale"@it . . "text/html" . . . "page" . . . . . . . . "OxPoints"@en . . "homepage" . . "value" . "a un site"@fr . . . "site" . . . "false"^^ . . . "Communications & Events Assistant" . 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About the role

This is a new and exciting opportunity to join Reuben College and be part of our Communications & Events team. The College was established as a graduate society of Oxford University in 2019, and is located in an extensively refurbished historic building at the heart of Oxford, next to the Museum of Natural History.  The Communications and Events Assistant is a recently established role to support the team and provide resilience. You will support a variety of tasks in both the communications and event management. Some College events take place outside standard working hours (such as evenings and weekends) and as part of the team you will be required to be flexible with your working hours to cover some of these.

 

About You

You will be able to communicate effectively with a wide range of people and have excellent written and oral communication skills.  You will enjoy administration and organisation, with the ability to prioritise conflicting demands in your job.   As part of a small team you will know how to work flexibly and support your colleagues; and feel comfortable working independently when needed. Experience in organising and coordinating events is desirable but not essential.

 

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 post is offered on a full-time and permanent basis. It is an office-based role with the possibility of working one day a week from home.

 

If you would like to discuss this role on an informal basis, please email the Communications & Events Manager at sarah.davidson@reuben.ox.ac.uk.

 

Application Process

You will be required to upload your CV and a supporting statement, explaining how you meet each one of the selection criteria listed in the job description.

 

Only applications received before noon Monday 1 July 2024 can be considered.

 

Interviews will be held the week commencing 15 July 2024.

 

Committed to equality and valuing diversity

 
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