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_________________________________________________________________________ Job description and selection criteria Job title Administrative Support Officer Division Mathematical Physical and Life Sciences Department Physics Location Denys Wilkinson Building, Keble Road, Oxford Grade and salary Grade 5 £28,759 - £33,966 per annum Hours Full time Contract type Permanent Reporting to Head of Technical Services (OPTEC – Oxford Physics Technical Excellence Centre) Vacancy reference 173713 Additional information Closing date – 26 July 2024 The role To deal with a wide range of matters, sometimes of a highly confidential nature, on behalf of the Head of OPTEC. The post-holder will be the point of contact for internal and external visitors for the Head of the OPTEC. Have general responsibility for the administrative support for several departmental OPTEC functions. Tasks including supporting recruitment, personnel, finance and SRF monthly cost recovery, on behalf of the Head of OPTEC. Responsibilities/duties • Act as first point of contact for OPTEC. Respond to general enquiries interpreting university and external regulations as appropriate • Assist in producing and maintaining a number of sources of information on the website and in publications • Make administrative arrangements for training and events including room booking, catering, travel and accommodation arrangements for OPTEC staff • Follow administrative procedures, write new office procedures and set up new office systems for OPTEC • Collate and circulate appropriate data. Create and maintain spreadsheets and other data tables to support OPTEC and cost recovery of the individual groups within the OPTEC • Supervision/oversight of junior OPTEC administrators (once administrator group formalised) GEN-06 • • • • • • • • • Assist with staff recruitment Assist OPTEC by raising requests to invoice (RTI) and placing orders Provide full administrative support for the Head of OPTEC Manage the diary of the Head of OPTEC, using initiative to make considered judgements when juggling the demands placed on the schedule and send messages on their behalf Replying to a range of issues on behalf of the Head of OPTEC Organise efficiently the arrangements for meetings, including arranging appropriate catering for meetings held in the office and other venues as appropriate Prepare and circulate papers, agendas, minutes and draft briefing notes as appropriate Maintain, and improve as appropriate, record-keeping and filing systems Develop successful working relationships with academic and support staff colleagues across the department and in the wider University Any additional tasks that fall within your competency as directed. Selection criteria Essential • Experience of managing administrative processes and or customer facing work • Ability to interpret, apply and communicate regulations and procedures • The ability to work independently, with minimum supervision, and a willingness to resolve situations, as well as knowing when to refer issues to others • The ability to organise own workload and to work to deadlines, evidenced by formal qualifications and/or significant work experience at a similar level • Ability to organise events and make administrative arrangements • Excellent computer skills including email, Word, Excel and have experience of using a database and PowerPoint. • Previous experience of working as part of a team in an office environment • Experience of diary management, including making complex travel arrangements • The ability to draft correspondence, produce well-presented reports and meeting minutes • A high standard of numeracy; the ability to manage finances • Experience of working on confidential matters; tact and discretion • The ability to manage and prioritise a varied and busy workload and work to deadlines • Attention to detail and high level of accuracy Desirable • Experience of working within an HE institution or within a service industry environment. • Some experience of financial administration, including the ability to be numerate and accurate, with excellent attention to detail and a methodical approach. GEN-06 • Experience of using financial information systems (e.g. Oracle Financials) • Experience of events organisation Pre-employment screening All offers of employment are made subject to standard pre-employment screening, as applicable to the post. If you are offered the post, you will be asked to provide proof of your right-to-work, your identity, and 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 so that we can discuss appropriate adjustments with you), and a declaration of any unspent criminal convictions. We advise all applicants to read the candidate notes on the University’s pre-employment screening procedures, found at: www.ox.ac.uk/about/jobs/preemploymentscreening/. 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. Department of Physics Oxford Physics is one of the largest and most eminent departments in Europe – pursuing forefront research alongside training the next generation of leaders in Physics. With an academic staff of almost one hundred our activities range from fundamental particles to the furthest reaches of the universe to manipulating matter on an atomic scale. Oxford physicists are probing new ways to harness solar energy, modelling the Earth's atmosphere to predict the future climate, exploring computation on the quantum scale and executing calculations that reveal the fundamental structure of space and time. Central Physics The post-holder will be based within Central Physics. This is the central function that supports the six sub-departments that together make up the Department of Physics; these are GEN-06 Astrophysics, Atomic and Laser Physics, Atmospheric, Oceanic and Planetary Physics, Condensed Matter Physics, Particle Physics and Theoretical Physics. Members of all subdepartments take part in research, teaching and matters such as examinations, discussion of syllabi, lectures and liaison with undergraduates and postgraduate students. For more information please visit: http://www.physics.ox.ac.uk/ Mathematical, Physical & Life Sciences Division The Mathematical, Physical and Life Sciences (MPLS) Division is one of the four academic divisions of the University of Oxford. The MPLS Division's 10 departments and 3 interdisciplinary units span the full spectrum of the mathematical, computational, physical, engineering and life sciences, and undertake both fundamental research and cutting-edge applied work. Our research addresses major societal and technological challenges and is increasingly focused on key interdisciplinary issues. We collaborate closely with colleagues in Oxford across the medical sciences, social sciences and humanities, and with other universities, research organisations and industrial partners across the globe in pursuit of innovative research geared to address critical and fundamental scientific questions. For more information please visit: http://www.mpls.ox.ac.uk/ Athena Swan Charter The Department of Physics holds a silver Athena Swan award to recognise advancement of gender equality: representation, progression and success for all. How to apply Before submitting an application, you may find it helpful to read the ‘Tips on applying for a job at the University of Oxford’ document, at www.ox.ac.uk/about/jobs/supportandtechnical/ If you would like to apply, click on the Apply Now button on the ‘Job Details’ page and follow the on-screen instructions to register as a new user or log-in if you have applied previously. Please provide details of referees and indicate whether we can contact them now. You will also 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). Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description. Please upload all documents as PDF files with your name and the document type in the filename. All applications must be received by midday 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 departments. GEN-06 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 recruitment@physics.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/dataprotection-policy. The University’s policy on retirement The University operates an Employer Justified Retirement Age (EJRA) for very senior research posts at grade RSIV/D35 and clinical equivalents E62 and E82, which with effect from 1 October 2023 will be 30 September before the 70th birthday. The justification for this is explained at: https://hr.admin.ox.ac.uk/the-ejra. For existing employees on these grades, any employment beyond the retirement age is subject to approval through the procedures: https://hr.admin.ox.ac.uk/the-ejra. There is no normal or fixed age at which staff in posts at other grades have to retire. Staff at these grades may elect to retire in accordance with the rules of the applicable pension scheme, as may be amended from time to time. Equality of opportunity Entry into employment with the University and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. No applicant or member of staff shall be discriminated against because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. GEN-06 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/staffbenefits 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 GEN-06
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A fantastic opportunity has become available in the Department of Physics for a proficient and experienced Administrative Support Officer. This is a dynamic, fast-paced unit and we would like the successful applicant to start in post as soon as possible. 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 You will provide administrative support to Physics Small Research Facilities (SRF), in particular to the facility managers of the Mechanical and Electronics Workshops and act as the first point of contact for the Technical Support Group. The duties of the role will include updating information on the website and publications, making administrative arrangements for training and events advanced use of spreadsheets for financial reporting and the setting up and maintaining of various administrative processes to meet the needs of different SRF managers. Manage the diary of the Head of Technical Services group and send messages on their behalf. Assist with staff recruitment and raising requests to invoice and placing orders. Prepare and circulate papers, agendas and minutes for meetings and maintain a filing system within the office. Applicants should have experience of managing an administrative process and or customer facing work. The ability to work independently with minimum supervision and to organise and prioritise their own workload and work to deadlines. Excellent computer skills including: email, Word, Excel and have experience of using a database. Experience of diary management and working on confidential matters with tact and discretion. A high level of numeracy and attention to detail are also essential. Previous experience in financial administration and or experience of working in a higher education institution will be an advantage. Please direct informal inquiries about the role to Vishal Francis. Only applications received before midday 26 July 2024 can be considered. You will be required to upload a CV and supporting statement and details of two referees as part of your online application.
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Description of Administrative Support Officer SRF