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The Oxford Internet Institute – founded in 2001 - is a multidisciplinary research and teaching department of the University of Oxford, dedicated to the social science of the Internet. We are recruiting a part-time Executive Assistant to the Senior Executive Team (0.6 FTE over 4 days per week, with the expectation of 2 days per week minimum in the office) available from 1st August 2024 for a fixed-term duration to 30 September 2025. Working in central Oxford as part of a busy professional services team, you will provide administrative support for three senior members of staff. You will work closely with the Graduate Studies Support team and with colleagues in the wider Administration team. Duties of the role: - Diary management for Director of Graduate Studies, Director of Research and Head of Administration and Finance - Organising arrangements for meetings, travel, media requests - Provide administrative support to the DGS and Graduate Studies Support team by supporting small projects. The successful candidate will have a friendly and professional approach, experience in providing executive support to senior management, and good oral and written communication skills. Experience of working in a Higher Education environment is desired but not essential. Full details of the requirements for this post can be found in the Job Description link below. If you would like to discuss this role, please contact Marie Lemon – marie.lemon@oii.ox.ac.uk. You will be required to upload a supporting statement, a CV, and details of two referees as part of your online application. The closing date for applications is 12.00 midday on 27th June 2024. Interviews for those short-listed are currently planned to take place on Thursday 11th July 2024. Committed to equality and valuing diversity
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Executive Assistant to Senior Executive Team (SET)
Job Description _________________________________________________________________________ Summary Job title Executive Assistant to Senior Executive Team Division Social Sciences Division Department Oxford Internet Institute Location 1 St Giles – Oxford - OX1 3JS Grade and salary Grade 5: £28,759-33,966 per annum pro rata Hours Part time – 0.6 FTE across 4 days per week (with the expectation of 2 days per week minimum in the office) Contract type Fixed-term to 30 September 2025 Reporting to Executive Assistant to the Director Vacancy reference 173405 Additional Information This role will not attract sufficient points to obtain a sponsored Skilled Worker visa under the UK Visa & Immigration points based system. Applications are welcome from candidates who do not currently have the right to work in the UK, but who can demonstrate they will be eligible to obtain a valid work visa via another route. The role We are excited to offer an opportunity to join a dynamic professional services team at the Oxford Internet Institute, University of Oxford. As a Governance and Resources team member, you will provide high-quality and effective administrative and executive support for three senior staff members (Senior Executive Team). Your role will involve liaising with visitors, managing correspondence and telephone calls, arranging meetings, and maintaining diary and travel arrangements. You will also collaborate with the Graduate Studies Support team and colleagues in the wider Administration team during peak periods, gaining a broader understanding of the department's activities, and providing reception cover as needed. We are looking for someone with a professional outlook who can consistently deliver exceptional customer service. The ideal candidate will have a wide range of office and administrative skills, a flexible “can do” attitude, and the ability to effectively manage and plan work to handle competing demands. Strong written and interpersonal communication skills and the ability to handle confidential and sensitive information with a high level of trust are essential. This position is ideal for someone interested in pursuing a career in University administration. The successful candidate will be encouraged to take advantage of the many training opportunities offered by the University. Responsibilities Executive Assistant to the Senior Executive Team • • • • • • • • • Manage the diaries of the Director of Graduate Studies, Director of Research, and the Head of Administration and Finance, using initiative to balance and prioritise the demands on their schedules, e.g. managing media requests and/or internal academic reporting (e.g., student reports). Arrange complex UK and international travel, including itineraries, flights, accommodation, travel insurance, risk assessments, visas, and manage expenses and reimbursements. Act as an ambassador through email and other correspondence, and by meeting and greeting visitors as needed. Manage incoming correspondence and emails, identifying priority items, drafting responses, or redirecting enquiries appropriately Provide full administrative support on financial matters: for example, the management of travel, subsistence, and other expenses, invoices for travel reimbursement and other procurements as needed, in line with the processes and procedures and using relevant systems. Provide administrative support, including drafting documents such as letters, references and reports. Maintain and improve, as appropriate, record-keeping and filing systems for important and confidential documents. Prepare and circulate papers, agendas, and minutes and draft briefing notes as appropriate. Develop effective working relationships with academic and professional services colleagues across the department and the wider University. Provide administrative support to the Director of Graduate Studies and Graduate Studies Support Team for example in scheduling meetings and research student examinations, making room bookings, and preparing papers for teaching-related committees. Other Duties • • • Assist the Departmental Committee Secretary in drafting the agenda and taking minutes at meetings each term, booking rooms and catering as necessary. Contribute to the departmental welcome experience, including covering reception if needed. Perform any other comparable duties as required by the Executive Assistant to the Director and Head of Administration and Finance Selection criteria Essential selection criteria 1. Educated to A-Level standard or with equivalent experience 2. Experience providing executive assistant support to senior management, including complex diary management, organising meetings and making travel arrangements. 2 3. Excellent organisational abilities in managing and prioritising a varied and busy workload to deadlines with experience in managing competing priorities and using initiative in setting your own objectives. 4. Sound judgment and the ability to quickly and independently acquire the knowledge necessary to handle issues and facilitate constructive solutions. 5. High levels of computer literacy with experience in Word, Excel, PowerPoint, data entry, email, and web usage. Ability to adapt to changing office technologies. 6. High standard of literacy and highly competent in drafting correspondence and producing and proof-reading reports and briefings. 7. Ability to effectively engage with a diverse range of people within and outside the University, work independently as well as collaboratively as part of a team, and liaise with colleagues on overlapping work interests. 8. Excellent interpersonal and communication skills and a flexible approach. 9. Awareness of Data Protection and information security guidelines, and ability to handle confidential and sensitive matters with tact and discretion.. Desirable selection criteria 1. Experience of working within a Higher Education institution. 2. Numeracy skills and experience using financial information systems (e.g., Oracle Financials). 3. Equality, Diversity and Inclusion awareness: An understanding of the needs of and/or experience of working with an ethnically diverse and neurodivergent population. 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 3 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. The Oxford Internet Institute (OII) The Oxford Internet Institute – founded in 2001 - is a multidisciplinary research and teaching department of the University of Oxford, dedicated to the social science of the Internet. Digital connections are now embedded in almost every aspect of our daily lives, and research on individual and collective behaviour online is crucial to understanding our social, economic, and political world. Research: We have unprecedented access to a huge volume of rich social data, and are developing new theories, concepts and methods to analyse it. Teaching: Our Masters and doctoral programmes bring students from all over the world, to work with our faculty at the cutting edge of their fields. Policy: We provide the empirical data and conceptual analysis that is so needed to design policy solutions to societal problems. Our academic faculty and graduate students are drawn from many different disciplines: we believe this combined approach is essential to tackle society’s ‘big questions’. Together, we aim to positively shape the development of our digital world for the public good. The OII aims to operate at the cutting edge in both quantitative and qualitative methodologies that cut across disciplines and topics. The core of our activity is to develop rigorous peer-reviewed research and disseminate the outputs in high-quality journals, while ensuring that research helps inform and shape policy and practice. Our research focuses on areas critical to the public interest and has already delivered significant impact. Our faculty were among the first to draw the world’s attention to “fake news” and defined the concept of “big data”. They have undertaken ground-breaking research into technology and wellbeing using realtime industry data and persuaded major global firms to adopt a new methods and practices. And OII researchers have developed the first global ratings system for firms operating in the gig economy and had a significant role in influencing the online harms debate in the UK. Our four teaching programmes graduate around 80 students a year across our two MSc programmes in addition to around five doctoral students. Many of our talented alumni go on to perform important 4 roles and achieve significant accomplishments in the world of policymaking, technology development, civil society and academia. In 2025, the OII is expected to take up residence in the new Schwarzman Centre for the Humanities, moving from our current location across three sites on St Giles. For more information about the Oxford Internet Institute please visit https://www.oii.ox.ac.uk/. Social Sciences Division The Oxford Internet Institute is a department within the Social Sciences Division, one of four academic Divisions in the University, each with considerable devolved budgetary and financial authority, and responsibility for providing a broad strategic focus across its constituent disciplines. The Social Sciences Division represents the largest grouping of social sciences in the UK. It is home to outstanding departments and to the internationally ranked Law Faculty; all are committed to research to develop a greater understanding of all aspects of society, from the impact of political, legal and economic systems on social and economic welfare to human rights and security. That research is disseminated through innovative graduate programmes and enhances undergraduate courses. For more information please visit http://www.socsci.ox.ac.uk/ 5 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 OII Recruitment recruit@oii.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. 6 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, 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. 7 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. 8
The Oxford Internet Institute – founded in 2001 - is a multidisciplinary research and teaching department of the University of Oxford, dedicated to the social science of the Internet. We are recruiting a part-time Executive Assistant to the Senior Executive Team (0.6 FTE over 4 days per week, with the expectation of 2 days per week minimum in the office) available from 1st August 2024 for a fixed-term duration to 30 September 2025. Working in central Oxford as part of a busy professional services team, you will provide administrative support for three senior members of staff. You will work closely with the Graduate Studies Support team and with colleagues in the wider Administration team. Duties of the role: - Diary management for Director of Graduate Studies, Director of Research and Head of Administration and Finance - Organising arrangements for meetings, travel, media requests - Provide administrative support to the DGS and Graduate Studies Support team by supporting small projects. The successful candidate will have a friendly and professional approach, experience in providing executive support to senior management, and good oral and written communication skills. Experience of working in a Higher Education environment is desired but not essential. Full details of the requirements for this post can be found in the Job Description link below. If you would like to discuss this role, please contact Marie Lemon – marie.lemon@oii.ox.ac.uk. You will be required to upload a supporting statement, a CV, and details of two referees as part of your online application. The closing date for applications is 12.00 midday on 27th June 2024. Interviews for those short-listed are currently planned to take place on Thursday 11th July 2024. **Committed to equality and valuing diversity**
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Standard Grade 5: £28,759-33,966 per annum pro rata
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