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Job Description ____________________________________________________________________________ MEDICAL SCIENCES DIVISION Job title Academic Administrator (Year 5 / GE3) Division Medical Sciences Department School of Medicine and Biomedical Sciences Location (Clinical) Medical School Office, John Radcliffe Hospital, Headington. Model of working: mostly on site (with occasional remote working or up to 20% regular remote working). Grade and salary Grade 5: £28,759 - £33,966 (pro rata for part-time) Hours Part-time: 0.6 – 0.8 FTE (equivalent full-time 36.5 per week) Contract type Permanent Reporting to Senior Academic Administrator (Year 5 / GE3) Vacancy reference 173257 The role The mission of the School of Medicine and Biomedical Sciences is to deliver four interdepartmental undergraduate programmes: Pre-clinical Medicine, Clinical Medicine, Graduate-entry Medicine, and Biomedical Sciences. There are approximately 155-160 Clinical Medicine students and 35-40 Graduate-entry Medicine students in each cohort, and teaching and examining is provided by a large number of academic and/or clinical staff, drawn from clinical and non-clinical departments across the division. Students also attend clinical placements in partner NHS Trusts, and in primary care settings. As the responsibility for teaching and examining is shared across multiple departments in the Division, as well as the partner NHS trusts and primary care providers, the organisation of the course is more complex than for most other undergraduate programmes in the university. The support staff for the School are situated in two main locations: the (Clinical) Medical School Office at the John Radcliffe Hospital, and the Medical Sciences Teaching Centre in the University’s science area. The postholder will become part of the Clinical School administration team at the John Radcliffe Hospital. The postholder will organise the Educational Supervisors’ programme for the Clinical School. All Clinical Medicine students are allocated to an Educational Supervisor; a senior clinician who meets them termly, providing longitudinal educational support for the clinical years of the course, and acting as a link between the student, college and the School. The postholder will assist with the annual recruitment of supervisors, send regular email reminders of key dates, organise induction and training sessions for supervisors, allocate students, organise payment and act as a point of contact for supervisors and students. The postholder will assist the Senior Academic Administrator (Year 5/GE3) with the administration of Year 5 of the Clinical Medicine programme, which is shared with Year 3 of the Graduate-entry Medicine programme. They will also assist with the arrangements for incoming Elective students. Within these broad areas, there will be some areas of work for which they have primary responsibility. The School has a small team of academic and/or clinical staff who hold academic responsibility for different sections of the programmes. The postholder will work closely with the Director of Clinical Studies (Dr Catherine Swales), the Associate Director of Clinical Studies (Year 5 / GE3) (Professor Kate Saunders) and the Associate Director of Clinical Studies (Pastoral) (Dr Lois Brand), who is the academic lead for the Educational Supervisors’ programme. Responsibilities 1. 2. Assist the Senior Academic Administrator (Year 5/GE3) with administering Year 5 of the Clinical Medicine programme, which will include: • Allocate Year 5 / GE3 students to specialty rotations, and communicate allocations to students and providers, liaising with staff in clinical departments; • Update course/teaching information on the Virtual Learning Environment (Canvas); • Maintain and update student records (mostly digital); • Monitor student progression during the various rotations; organising and servicing student progression meetings; • Drafting and sending routine circulars to staff and students; • Assist with organisation of clinical examinations (OSCE’s) and computer-based examinations, and assist with examinations on the day, e.g. marshalling, timings, registration; • Collect and process student feedback; following up on issues and problems raised; • Process NHS Bursary travel/accommodation claims from Year 5 / GE3 students; • Administer a small number of prizes available to Oxford clinical students. Assist the Senior Academic Administrator (Year 5 / GE3) with the arrangements for incoming Elective students, which will include: • Processing applications from students; • Arranging for the selection of students by academic post-holders; • Allocating successful students to attachments; • Preparing and compiling information to be sent to incoming students; • Arranging Occupational Health screening and DBS checks (where appropriate) for incoming students; 2 • 3. Organising name badges, security ID and other practical matters for incoming students. Organise the Educational Supervisors’ programme: • Assist with the recruitment of new Educational Supervisors; • Organise training sessions and payment for supervisors; • Allocate students to supervisors; • Act as the administrative point of contact for supervisors and students. 4. Deputise for the Senior Academic Administrator (Year 5 / GE3) if required in the case of illness/absence. 5. Act as Secretary to one or more educational committees: arranging meetings, drafting agendas, papers and minutes. 6. Act as a member of the support staff team on the day for clinical examinations (OSCE’s) organised by other members of the office team, e.g. marshalling, timings, registration. 7. Such other duties and responsibilities as may from time to time be required by the Director of Clinical Studies, the Associate Directors of Clinical Studies, or the Senior Academic Administrator (Year 5 / GE3). Selection criteria 1. Ability to work systematically and to a high level of accuracy, with excellent attention to detail. 2. Excellent administrative, organisational and analytical skills; ability to manage a broad workload in an efficient manner. A high standard of personal organisation. 3. Willingness and ability to work harmoniously as a team member within a culture of academic leadership, as well as to work independently and to take the initiative to find solutions to problems, or to progress key tasks. 4. Experience of work in academic administration. 5. Excellent written and oral communication skills; excellent interpersonal skills; a mature and responsible attitude. 6. Excellent level of numeracy: ability to handle numerical data with confidence and accuracy. 7. Ability to provide a high level of customer service. 8. Tact and discretion; a good understanding of the principles of information security and protection of personal data. 9. Excellent standard of computer-literacy: ability to type, proficiency in the use of software including Microsoft Word, and Excel. Willingness and ability to learn to use new systems (training will be provided where required). 10. Excellent level of achievement in school and/or Further/Higher Education qualifications. Desirable selection criteria 1. Experience of work in academic administration in the University of Oxford. 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. If you have previously worked for the University we will also verify key information such as your dates of employment and reason for leaving your previous role with the department/unit where you worked. You will also be asked to complete a health declaration so that you can tell us about any health conditions or disabilities for which you may need us to make appropriate adjustments. About the University of Oxford Welcome to the University of Oxford. We aim to lead the world in research and education for the benefit of society both in the UK and globally. Oxford’s researchers engage with academic, commercial and cultural partners across the world to stimulate high-quality research and enable innovation through a broad range of social, policy and economic impacts. We believe our strengths lie both in empowering individuals and teams to address fundamental questions of global significance, while providing all our staff with a welcoming and inclusive workplace that enables everyone to develop and do their best work. Recognising that diversity is our strength, vital for innovation and creativity, we aspire to build a truly diverse community which values and respects every individual’s unique contribution. While we have long traditions of scholarship, we are also forward-looking, creative and cuttingedge. Oxford is one of Europe's most entrepreneurial universities and we rank first in the UK for university spin-outs, and in recent years we have spun out 15-20 new companies every year. We are also recognised as leaders in support for social enterprise. Join us and you will find a unique, democratic and international community, a great range of staff benefits and access to a vibrant array of cultural activities in the beautiful city of Oxford. For more information, please visit www.ox.ac.uk/about/organisation. Medical Sciences Division The Medical Sciences Division is an internationally recognized centre of excellence for biomedical and clinical research and teaching, and the largest academic division in the University of Oxford. It includes 11 clinical departments, 5 non-clinical departments and two Institutes/Centres. All of the Division’s departments are in receipt of Athena SWAN awards that recognise advancement of gender equality: representation, progression and success for all. World-leading programmes, housed in state-of-the-art facilities, cover the full range of scientific endeavour from the molecule to the population. With our NHS partners we also foster the highest possible standards in patient care. The Medical Sciences Division is one of the four academic divisions within the University, (Humanities Division, Social Sciences Division, Mathematical, Physical and Life Sciences Division, and the Medical Sciences Division). Each division has its own academic Head of Division and a divisional secretariat, led by the Divisional Secretary. 4 The division is responsible for academic oversight of the teaching and research of its various departments, for strategic and operational planning, and for personnel and resource management. Much of the discussion and decision-making is undertaken by the divisional board and its principal committees. The Divisional Office for Medical Sciences is based at the John Radcliffe Hospital. The administrative and secretarial staff of the Divisional Office is formally part of the Academic Administration Division of the University administration, and report to the Divisional Registrar. The University of Oxford is a member of the Athena SWAN Charter holds an institutional Silver Athena SWAN award. For more information on the division, please visit www.medsci.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. The documents to upload should include your CV and supporting statement/cover letter. All applications must be received by midday UK time on the closing date stated in the online advertisement. Information for priority candidates A priority candidate is a University employee who is seeking redeployment because they have been advised that they are at risk of redundancy, or on grounds of ill-health/disability. Priority candidates are issued with a redeployment letter by their employing department(s). If you are a priority candidate, please ensure that you attach your redeployment letter to your application (or email it to the contact address on the advert if the application form used for the vacancy does not allow attachments). 5 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 divoff.jobs@medsci.ox.ac.uk To return to the online application at any stage, please go to: www.recruit.ox.ac.uk. Please note that you will receive an automated email from our online recruitment portal to confirm receipt of your application. Please check your spam/junk mail if you do not receive this email. Important information for candidates Data Privacy Please note that any personal data submitted to the University as part of the job application process will be processed in accordance with the GDPR and related UK data protection legislation. For further information, please see the University’s Privacy Notice for Job Applicants at: https://compliance.admin.ox.ac.uk/job-applicant-privacy-policy. The University’s Policy on Data Protection is available at: https://compliance.admin.ox.ac.uk/data-protection-policy. The University’s policy on retirement The University operates an Employer Justified Retirement Age (EJRA) for very senior research posts at grade RSIV/D35 and clinical equivalents E62 and E82 of 30 September before the 70th birthday. The justification for this is explained at: https://hr.admin.ox.ac.uk/the-ejra. For existing employees on these grades, any employment beyond the retirement age is subject to approval through the procedures: https://hr.admin.ox.ac.uk/the-ejra. There is no normal or fixed age at which staff in posts at other grades have to re tire. Staff at these grades may elect to retire in accordance with the rules of the applicable pension scheme, as may be amended from time to time. Equality of opportunity Entry into employment with the University and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. No applicant or member of staff shall be discriminated against because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. 6 Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, flexible working options, travel discounts including salary sacrifice schemes for bicycles and electric cars and other discounts. Staff can access a huge range of personal and professional development opportunities. See https://hr.admin.ox.ac.uk/staff-benefits Employee Assistance Programme As part of our wellbeing offering staff get free access to Health Assured, a confidential employee assistance programme, available 24/7 for 365 days a year. Find out more https://staff.admin.ox.ac.uk/health-assured-eap University Club and sports facilities Membership of the University Club is free for University staff. It offers social, sporting, and hospitality facilities. Staff can also use the University Sports Centre on Iffley Road at discounted rates, including a fitness centre, powerlifting room, and swimming pool. See www.club.ox.ac.uk and https://www.sport.ox.ac.uk/. Information for staff new to Oxford If you are relocating to Oxfordshire from overseas or elsewhere in the UK, the University's Welcome Service includes practical information about settling in the area, including advice on relocation, accommodation, and local schools. See https://welcome.ox.ac.uk/ There is also a visa loan scheme to cover the costs of UK visa applications for staff and their dependants. See https://staffimmigration.admin.ox.ac.uk/visa-loan-scheme Family-friendly benefits We are a family-friendly employer with one of the most generous family leave schemes in the Higher Education sector. Our Childcare Services team provides guidance and support on childcare provision, and offers a range of high quality childcare options at affordable prices for staff. In addition to 5 University nurseries, we partner with a number of local providers to offer in excess of 450 full time nursery places to our staff. Eligible parents are able to pay for childcare through salary sacrifice, further reducing costs. See https://childcare.admin.ox.ac.uk/. We also subscribe to the Work+Family Space, a service that provides practical advice and support for employees who have caring responsibilities for dependants of all types. See https://hr.admin.ox.ac.uk/my-family-care are Supporting disability and health-related issues (inc menopause) We are committed to supporting members of staff with disabilities or long-term health conditions, including those experiencing negative effects of menopause. Information about the University’s Staff Disability Advisor, is at https://edu.admin.ox.ac.uk/disability-support. For information about how we support those going through menopause see https://hr.admin.ox.ac.uk/menopause-guidance Staff networks The University has a number of staff networks including for research staff, BME staff, LGBT+ staff, disabled staff network and those going through menopause. Find out more at https://edu.admin.ox.ac.uk/networks The University of Oxford Newcomers' Club The University of Oxford Newcomers' Club is run by volunteers that aims to assist the partners of new staff settle into Oxford, and provides them with an opportunity to meet people and make connections in the local area. See www.newcomers.ox.ac.uk. Research staff The Researcher Hub supports all researchers on fixed-term contracts. They aim to help you settle in comfortably, make connections, grow as a person, extend your research expertise and approach your next career step with confidence. Find out more https://www.ox.ac.uk/research/support-researchers/researcher-hub Oxford’s Research Staff Society is a collective voice for our researchers. They also organise social and professional networking activities for researchers. Find out more https://www.ox.ac.uk/research/supportresearchers/connecting-other-researchers/oxford-research-staff-society 7
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(Clinical) Medical School Office, Level 2 John Radcliffe Hospital, Headington, Oxford OX3 9DU
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THIS IS A RE-ADVERTISEMENT – PREVIOUS APPLICANTS NEED NOT APPLY Further to a reorganisation of Professional Services roles in the School of Medicine and Biomedical Sciences, we are seeking three highly efficient and capable administrators to become members of the academic administration team in the School of Medicine and Biomedical Sciences. These posts provide an excellent opportunity to develop a career in University administration. The Academic Administrator (Year 5 / GE3) will have primary responsibility for organising the Educational Supervisors’ programme. All Clinical Medicine students are allocated to a senior clinician who meets them termly, providing longitudinal educational support. The post holder will assist with the annual recruitment of supervisors, send reminders of key dates, organise induction and training for supervisors, allocate students, organise payment, and act as a point of contact for supervisors and students. The post holder will also assist the Senior Academic Administrator (Year 5 / GE3) with the administration of the second year (Year 5) of the Clinical Medicine programme, which is shared with Year 3 of the Graduate-entry Medicine programme. This will include allocating students to groups for specialty rotations, monitoring the progression of students, and organising clinical examinations (OSCEs) and computer-based examinations. They will also assist with the arrangements for medical students from overseas undertaking their ‘elective’ placements in Oxford. There are approximately 155-160 students in each of the three years of the Clinical Medicine course, and 35-40 students on each year of the Graduate-entry Medicine programme. Teaching and examining is provided by a large number of academic and/or clinical staff, drawn from clinical and non-clinical departments across the Medical Sciences Division. Students also attend clinical placements in partner NHS Trusts, and in primary care settings. As the responsibility for teaching and examining is shared across multiple University departments, as well as the partner NHS organisations, the organisation of the course is complex. The successful candidate for this position will have the ability to work systematically and to a high level of accuracy, with excellent attention to detail. They will have strong administrative and organisational skills, and will have the ability to manage a broad workload in an efficient manner. They will need to be willing and able to work harmoniously as a team member within a culture of academic leadership, as well as to work independently and to take the initiative to find solutions to problems, or to progress key tasks. They will have an excellent standard of computer-literacy, and will have the ability to handle numerical data with confidence and accuracy. As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including: • Employee Assistant Programme (EAP) • An excellent contributory pension scheme • 38 days annual leave • A comprehensive range of childcare services • Family leave schemes • Cycle loan scheme • Discounted bus travel and Season Ticket travel loans To make informal enquiries about the post, please contact Mrs Kirstie Vreede (Head of Administration and Finance: kirstie.vreede@medsci.ox.ac.uk Applications for this vacancy are to be made online. As part of your application you will be required to upload a CV and a supporting statement. This is a permanent, part-time post, based at the (Clinical) Medical School Office, Academic Centre, Level 2, John Radcliffe Hospital. You will be required to work mostly on site (with occasional remote working or up to 20% regular remote working). The closing date for applications is 12 noon on Monday 1 July 2024.
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Standard Grade 5: £28,759 - £33,966 per annum (pro rata for part-time)
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THIS IS A RE-ADVERTISEMENT – PREVIOUS APPLICANTS NEED NOT APPLY Further to a reorganisation of Professional Services roles in the School of Medicine and Biomedical Sciences, we are seeking three highly efficient and capable administrators to become members of the academic administration team in the School of Medicine and Biomedical Sciences. These posts provide an excellent opportunity to develop a career in University administration. The Academic Administrator (Year 5 / GE3) will have primary responsibility for organising the Educational Supervisors’ programme. All Clinical Medicine students are allocated to a senior clinician who meets them termly, providing longitudinal educational support. The post holder will assist with the annual recruitment of supervisors, send reminders of key dates, organise induction and training for supervisors, allocate students, organise payment, and act as a point of contact for supervisors and students. The post holder will also assist the Senior Academic Administrator (Year 5 / GE3) with the administration of the second year (Year 5) of the Clinical Medicine programme, which is shared with Year 3 of the Graduate-entry Medicine programme. This will include allocating students to groups for specialty rotations, monitoring the progression of students, and organising clinical examinations (OSCEs) and computer-based examinations. They will also assist with the arrangements for medical students from overseas undertaking their ‘elective’ placements in Oxford. There are approximately 155-160 students in each of the three years of the Clinical Medicine course, and 35-40 students on each year of the Graduate- entry Medicine programme. Teaching and examining is provided by a large number of academic and/or clinical staff, drawn from clinical and non-clinical departments across the Medical Sciences Division. Students also attend clinical placements in partner NHS Trusts, and in primary care settings. As the responsibility for teaching and examining is shared across multiple University departments, as well as the partner NHS organisations, the organisation of the course is complex. The successful candidate for this position will have the ability to work systematically and to a high level of accuracy, with excellent attention to detail. They will have strong administrative and organisational skills, and will have the ability to manage a broad workload in an efficient manner. They will need to be willing and able to work harmoniously as a team member within a culture of academic leadership, as well as to work independently and to take the initiative to find solutions to problems, or to progress key tasks. They will have an excellent standard of computer-literacy, and will have the ability to handle numerical data with confidence and accuracy. As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including: • Employee Assistant Programme (EAP) • An excellent contributory pension scheme • 38 days annual leave • A comprehensive range of childcare services • Family leave schemes • Cycle loan scheme • Discounted bus travel and Season Ticket travel loans To make informal enquiries about the post, please contact Mrs Kirstie Vreede (Head of Administration and Finance: kirstie.vreede@medsci.ox.ac.uk Applications for this vacancy are to be made online. As part of your application you will be required to upload a CV and a supporting statement. This is a permanent, part-time post, based at the (Clinical) Medical School Office, Academic Centre, Level 2, John Radcliffe Hospital. You will be required to work mostly on site (with occasional remote working or up to 20% regular remote working). The closing date for applications is 12 noon on **Monday 1 July 2024**.
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0.1 JD_Academic Administrator (Yr 5 GE3) 173257 May24.pdf
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