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West Wing, Level 6, John Radcliffe Hospital, Oxford, OX3 9DU Web: www.ndcn.ox.ac.uk | Tel: +44(0)1865 234702 | Email: recruitment@ndcn.ox.ac.uk Job title Admin Assistant Division Medical Sciences Division Department Nuffield Department of Clinical Neurosciences (NDCN) Location Wellcome Centre for Integrative Neuroimaging, FMRIB Building, John Radcliffe Hospital, Oxford, OX3 9DU Grade and salary Grade 4: £25,138 – £31,396 per annum Hours Full time Contract type Fixed-term for 2 years Reporting to Dr Nancy Rawlings, WIN Centre Manager Vacancy reference 174131 The role We are looking for a highly motivated and flexible individual to carry out an Administration Assistant role in a busy and exciting neuroimaging centre with over 300 members, the Wellcome Centre for Integrative Neuroimaging (WIN). As part of a small team, you would take a visible role in administration and provide proactive support to researchers and users of the centre and facilities, as well as visitors. You will assist with administration across WIN from coordinating academic visitor requests, providing inductions for new starters, maintaining centre records, and greeting visitors to the centre. This role involves liaising with the department facilities team and cleaning contractors to monitor and maintain the building facilities. You will also be responsible for centre ordering including catering for WIN events and meetings and other office goods. You will have a demonstrable commitment to outstanding service, with strong communication and organisational skills. Responsibilities • Confidently advise centre PIs, staff, students, and visitors, using appropriate methods of communication tailored to the audience answering straightforward questions or interpreting procedures to answer more complex questions, or redirecting as appropriate • Provide cover for all reception duties, providing a high level of customer service, including but not limited to handling and resolving enquiries from building users and other customers, setting up meeting rooms, post, couriers and deliveries. • Deliver WIN’s standard induction to new staff, students, and visitors highlighting shared facilities and local procedures, and introductions to relevant staff. Be responsible for following up starters and leavers’ documentation and updating records as necessary including building access. • Monitor facilities, liaising with the facilities team, cleaners, and contractors to report and monitor outcome of jobs and supervise social areas and main meeting rooms for WIN ensuring they are fit for purpose throughout the day. • Maintain a variety of databases and update records, checking figures for errors and omissions including training records, desk requests, and visitor and fellowship requests. • Support administration team in coordination of weekly meetings through emails, room setup, and Teams video recording and posting, as well as collating items for regular internal communications. • Arranging and ordering catering for WIN meetings and events. Use of the University purchasing system (R12) to order general centre supplies such as kitchen and office goods. • Undertake departmental roles such as First aider or Fire warden and training to use safety equipment such as evacuation chairs • Undertake relevant training in skills and professional development • Undertake other duties in WIN from time to time as determined commensurate with the grade and responsibilities of this post, and any other reasonable request Selection criteria Essential selection criteria • Educated to at least A-level or equivalent qualification • Experience of providing a high level of customer service through managing administrative processes and reception or customer facing work • Strong self-motivation, flexibility and reliability, with the ability to work independently and as part of a team • Excellent ability to clearly and accurately communicate processes and procedures verbally and in writing • Demonstrable ability to consistently produce a high standard of work with excellent attention to detail • A proactive approach to completing tasks in a timely manner = • Excellent computer skills including email, Office 365 and MS Teams, and the internet • A good understanding of issues around confidentiality and information security • Ability to develop professional and effective working relationships with key stakeholders Desirable selection criteria • Experience of using University Ordering System (e.g. Oracle R12) • Experience of events organisation 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 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. 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 visit: www.medsci.ox.ac.uk The Nuffield Department of Clinical Neurosciences The Nuffield Department of Clinical Neurosciences (NDCN), led by Prof Kevin Talbot, has over 400 staff and 150 postgraduate students. NDCN has an established research and teaching portfolio with a national and international reputation for excellence. NDCN is based in high quality research and clinical facilities in the West Wing of the John Radcliffe Hospital, alongside the Department's world-class Wellcome Centre for Integrative Neuroimaging (WIN) and the Weatherall Institute of Molecular Medicine (which houses 3 of our research groups), and provides the ideal facilities to translate research from bench to bedside. In keeping with the award of NIHR Comprehensive Biomedical Research Centre status, to a partnership between Oxford University and the Oxford Radcliffe Hospitals NHS Trust, we have developed a highly integrated and interdisciplinary environment in which research, teaching, clinical training and clinical care interact. This enables us to establish new approaches to the understanding, diagnosis and treatment of brain diseases. To this end the Department fosters collaborations worldwide and warmly welcomes visiting scientists, clinical fellows and students. The Department comprises six sections: For more information visit: www.ndcn.ox.ac.uk Medical Research Council Brain Network Dynamics Unit The MRC BNDU is directed by Professor Peter Magill and is exceptionally multidisciplinary, integrating research programmes that span clinical, experimental and computational neuroscience. The Unit’s collective goal is to understand and exploit the moment-to-moment interactions between nerve cells that are critical for brain functions, with a special focus on the brain circuits underlying movement and memory. For more information visit: www.mrcbndu.ox.ac.uk Nuffield Division of Anaesthesia NDA is led by Associate Professor Andrew Farmery. The NDA is committed to the development and maintenance of internationally competitive research programmes in pain and consciousness; respiration and hypoxia; adult and neuro-intensive care; simulation and human factors training. For more information visit www.nda.ox.ac.uk Division of Clinical Neurology DCN is led by Professor David Bennett. DCN is committed to the development of research programs that improve understanding of the nervous system in health and disease. For more information visit www.dcn.ox.ac.uk The Wellcome Centre for Integrative Neuroimaging (WIN) WIN is a multi-disciplinary neuroimaging research facility led by Heidi Johansen-Berg. WIN aims to bridge the gap between laboratory neuroscience and human health, by performing multi-scale studies spanning from animal models through to human populations. It focuses on the use of Magnetic Resonance Imaging (MRI) for neuroscience research, along with related technologies such as Transcranial Magnetic Stimulation, transcranial Direct Current Stimulation, MEG and EEG. WIN has core locations at the John Radcliffe Hospital (FMRIB), Warneford Hospital (OHBA) and University Science area (BSB). = For more information visit www.win.ox.ac.uk Nuffield Laboratory of Ophthalmology NLO is led by Professor Russell Foster, who leads the Sleep & Circadian Neuroscience Institute. NLO pursues scientific and clinical research into a range of areas related to vision, the eye and circadian neuroscience. For more information visit www.nlo.ox.ac.uk Centre for the Prevention of Stroke & Dementia CPSD is led by Professor Peter Rothwell. The centre carries out research that increases understanding of the causes of cerebrovascular disease. Its aims are to improve prevention of stroke and dementia by earlier diagnosis, more reliable prognostication, and more effective use of existing preventive treatments in routine clinical practice. For more information visit www.cpsd.ox.ac.uk Working at NDCN NDCN actively promotes a healthy work life balance amongst employees through a number of family friendly policies. See https://hr.admin.ox.ac.uk/staff-benefits for further information. The University of Oxford is a member of the Athena SWAN Charter and holds an institutional Bronze Athena SWAN award. The Department of Clinical Neurosciences holds a departmental Silver Athena award in recognition of its efforts to introduce organisational and cultural practices that promote advancement of gender equality: representation, progression and success for all. = 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: recruitment@ndcn.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 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, 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 backup care for children, adult dependents and elderly relatives. See https://hr.admin.ox.ac.uk/my-family-care The University has excellent childcare services, including five University nurseries as well as Universitysupported 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. =
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Past vacancies at the University of Oxford
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Standard Grade 4: £25,138 – £31,396 per annum
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John Radcliffe West Wing and Children's Hospital
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We are looking for a highly motivated and flexible individual to carry out an Administration Assistant role in a busy and exciting neuroimaging centre with over 300 members, the Wellcome Centre for Integrative Neuroimaging (WIN). As part of a small team, you would take a visible role in administration and provide proactive support to researchers and users of the centre and facilities, as well as visitors. You will assist with administration across WIN from coordinating academic visitor requests, providing inductions for new starters, maintaining centre records, and greeting visitors to the centre. This role involves liaising with the department facilities team and cleaning contractors to monitor and maintain the building facilities. You will also be responsible for centre ordering including catering for WIN events and meetings and other office goods. You will have a demonstrable commitment to outstanding service, with strong communication and organisational skills. You must be educated to at least A-level or equivalent qualification and have experience of providing a high level of customer service through managing administrative processes and reception or customer facing work. It is desirable that you have experience of using University Ordering System (e.g. Oracle R12) and experience of events organisation. Please see the below 'Job Description' for further details on the responsibilities and selection criteria, as well as further information about the university and how to apply. The post is full time for a fixed term of 2 years in the first instance. Only applications received before 12.00 midday on Friday 9th August will be considered. Interviews will be held on Wednesday 28th August.
John Radcliffe Anaesthetic Modular Building
Nuffield Department of Clinical Neurosciences
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Clinical Neurosciences, Nuffield Department of
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Oxford Centre for Functional Magnetic Resonance Imaging of the Brain
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Level 6, West Wing, John Radcliffe Hospital, Headley Way
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Nuffield Department of Clinical Neurosciences (NDCN), Wellcome Centre for Integrative Neuroimaging, FMRIB Building, John Radcliffe Hospital, Oxford, OX3 9DU
We are looking for a highly motivated and flexible individual to carry out an Administration Assistant role in a busy and exciting neuroimaging centre with over 300 members, the Wellcome Centre for Integrative Neuroimaging (WIN). As part of a small team, you would take a visible role in administration and provide proactive support to researchers and users of the centre and facilities, as well as visitors. You will assist with administration across WIN from coordinating academic visitor requests, providing inductions for new starters, maintaining centre records, and greeting visitors to the centre. This role involves liaising with the department facilities team and cleaning contractors to monitor and maintain the building facilities. You will also be responsible for centre ordering including catering for WIN events and meetings and other office goods. You will have a demonstrable commitment to outstanding service, with strong communication and organisational skills. You must be educated to at least A-level or equivalent qualification and have experience of providing a high level of customer service through managing administrative processes and reception or customer facing work. It is desirable that you have experience of using University Ordering System (e.g. Oracle R12) and experience of events organisation. Please see the below 'Job Description' for further details on the responsibilities and selection criteria, as well as further information about the university and how to apply. **The post is full time for a fixed term of 2 years in the first instance.** **Only applications received before 12.00 midday on Friday 9th August will be considered.** **Interviews will be held on Wednesday 28th August. **
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