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Job Description 174202 OOC DTP Administrative Assistant
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Radcliffe Humanities, Radcliffe Observatory Quarter
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Contract type Fixed term for 3 years Hours Part time (18.25 hours per week / 0.5 FTE) About the role The Open-Oxford-Cambridge Arts and Humanities Research Council Doctoral Training Partnership (OOC DTP) brings together the Open University, the Universities of Oxford and Cambridge to provide funding and high-quality training to doctoral students in the Arts and Humanities. Supported by strategic partnerships with the BBC World Service, the National Trust and British Telecom, the DTP aims to foster the next generation of leaders in the Arts and Humanities sector through an innovative and student-centred programme of training. An opportunity has arisen to support the OOC DTP team across all key administrative aspects of the OOC DTP activities. The post holder will need to be committed, highly organised and flexible and will need to demonstrate initiative, good judgement, confidentiality and a strong team ethic. You will need to be able to work both independently and within a team of administrators. For informal enquiries about the post, please contact the Jennifer Lockie, OOC DTP Manager, on manager@oocdtp.ac.uk. The duties and skills required are described in further detail in the job description. Application process For your online application, you will be required to upload your curriculum vitae and a supporting statement, setting out how you meet the selection criteria for the post, using examples of your skills and experience. As part of your application you will be asked to provide details of two referees and indicate whether we can contact them now. For further details, please refer to the How to apply section of the job description. Any further enquires may be directed to hr@humanities.ox.ac.uk. The closing date for applications is 12.00 noon on Wednesday 14 August 2024. Only applications received before this time can be considered. Shortlisting is expected to take place the following week and interviews held in the week commencing 2 September. Please quote Vacancy ID 174205 on all correspondence. 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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Job Description Job title OOC DTP Administrative Assistant Division Humanities Location Radcliffe Humanities, Woodstock Road, Oxford, OX2 6GG Grade and salary Grade 5: £28,759 - £33,966 per annum (pro rata) Hours Part time (18.25 hours per week / 0.5 FTE) Contract type Fixed-term (3 years) Reporting to OOC DTP Manager Vacancy reference The closing date for applications is 12.00 noon on Wednesday 14 August 2024. Shortlisting is expected to take place the following week and interviews held the week commencing 2 September. The role The Open-Oxford-Cambridge Doctoral Training Partnership (OOC DTP) is a consortium of the three universities for doctoral training and funding in the Humanities. The University of Oxford is the lead research organisation for the OOC DTP, and consequently the DTP consortium-level administrative team is based at Oxford. This post supports all key administrative aspects of the OOC DTP activities. The post holder will need to be committed, highly organised and flexible and will need to demonstrate initiative, good judgement, confidentiality and a strong team ethic. They will need to be able to work both independently and within a team of administrators. Excellent IT skills are required, specifically with Word, Excel and Outlook. Experience of websites (Mosaic), Teams and Zoom would be an advantage although training can be given if necessary. The post holder will be expected to liaise with staff and students throughout the DTP, academic and administrative staff throughout the University and prospective applicants. They will therefore need strong written and oral communication skills. Responsibilities  Communications o Answering queries from prospective applicants, students, staff and other stakeholders about the DTP, its studentship competition and training programme. o Updating and adding new content to the OOC DTP website with information for applicants, students and staff; assisting with drafting materials for website. o Circulating training-related notices to mailing lists. o Liaising with colleagues across the consortium in order to raise queries, and to gather or pass on information.  Events o Responsible for making administrative arrangements for OOC DTP training and events, including catering, travel and accommodation arrangements. o Assisting the DTP Manager and Training and Placements Manager with organising and running student events. Providing support onsite during events, including events hosted outside of Oxford. o Distributing and collating post-event on-line evaluation/feedback. o Monitoring event attendance and collating data pertaining to attendance. o Assisting the DTP Finance Officer with processing claims and invoices and arranging for payments associated with training events.  Recruitment and Selection o Drafting and sending award letters, and liaising with institutional colleagues to confirm award amounts. o Overseeing the application process for OOC DTP students to apply for institutional access to consortium universities.  Programme Support o Assisting with collating applications for additional student funding and extensions, and with communicating results to applicants.  Meetings o Assisting with committee servicing (e.g. preparation of agendas and papers) and administrative arrangements for DTP meetings (e.g. booking venues, refreshments and AV). o Responsible for webinar/Zoom/Teams arrangements being in place as necessary.  Record keeping o Updating central studentship trackers with details of extensions and additional funding awarded. o Creating and maintaining individual student files with key documents pertaining to their AHRC award. Selection criteria Essential  Friendly, professional demeanor with a strong customer service ethic and the ability to empathize with stakeholders  Educated to A-level standard or equivalent with a minimum of one year’s experience in administration  Strong IT skills, including proficient use of Microsoft Office  Experience in interpreting and applying complex regulations and procedures.  Excellent written and verbal communication skills, including an aptitude for clear written communication.  Confidence with numbers and the ability to understand and interpret straightforward numerical data.  Ability to work accurately, with attention to detail.  Strong organisational, time management and problem-solving skills.  Ability to work independently, often without direct supervision, and to prioritise competing demands efficiently. Desirable  Experience of using Mosaic CMS  Experience of working with postgraduate students  Evidence of a genuine interest in working in a University environment If, for any reason, you have taken a career break or have had an atypical career and wish to disclose this in your application, the selection committee will take this into account. The selection committee will also be mindful of the impact that the Covid-19 pandemic may have had on candidates’ careers as a result of additional caring responsibilities or other factors. 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 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. Humanities Division The Humanities Division is one of four academic divisions in the University of Oxford, each with a full-time Head and elected Board. The Humanities Division is distinctive for its depth and breadth. Its activity spans nine faculties, one School and two independent research institutes: the faculties of Classics; English; History; Linguistics, Philology and Phonetics; Medieval and Modern Languages; Music; Asian & Middle Eastern Studies; Philosophy; and Theology and Religion; the Ruskin School of Art; the Rothermere American Institute and the Voltaire Foundation. Interdisciplinary links within and beyond the University are strong, extending to the social sciences, medical sciences and the natural and physical sciences. One of the largest centres for Humanities internationally, with over 800 members of academic and research staff, the Division offers world-class research and teaching, backed by the superb resources of the University’s libraries and museums, including the famous Bodleian Library, with its 11 million volumes and priceless early book and manuscript collections, the Pitt Rivers Museum, the History of Science Museum and the Ashmolean Museum of Art and Archaeology. Such historic resources are linked to cutting-edge agendas in research and teaching, with an increasing emphasis on interdisciplinary study and digital Humanities. The outstanding quality of Humanities research at Oxford is recognised globally. This reputation for research excellence contributes to the University coming top of several international rankings for Arts and Humanities, including the US News and World Report rankings and the QS World University Rankings by Subject. The Division’s faculties are among the largest in the world, enabling Oxford to offer an education in Arts and Humanities unparalleled in its range of subjects, from music and fine art to ancient and modern languages. The Division has responsibility for over 4,000 undergraduates (a third of the University’s total undergraduate population), and for over 2,000 postgraduate students (over 1,100 doctoral students and some 900 Master’s students). Twenty-nine undergraduate courses are offered in Humanities subjects, seven of which are offered jointly with the other academic divisions. The Doctoral and Master’s programmes offered are distributed across all of the Division’s faculties, along with a suite of Master’s courses offered with the Social Sciences Division and a growing portfolio of Master’s courses that draw from across the Humanities. The Division is part of the Open-Oxford Cambridge AHRC Doctoral Training Partnership. The Humanities Division has embarked on a major building project on the Radcliffe Observatory Quarter, supported by a £185 million gift to create the Stephen A. Schwarzman Centre for the Humanities. For more information please visit: http://www.humanities.ox.ac.uk/ The Schwarzman Centre The teaching and study of the humanities is so important because it tells the story of what it means to be human - who we are, where we came from, and how our culture, literature and language have developed over time. With over 700 academic staff and 6,000 students, Oxford Humanities leads the world in the breadth and depth of subject coverage and the quality of teaching and research. But don’t just take our word for it - the latest QS World University Rankings placed us at number one. The new Humanities building will take our teaching, research and public engagement to new heights. For the first time in the University’s history, seven humanities faculties will be housed together along with a new library. These disciplines are currently scattered in buildings across Oxford but they will be united in a new building designed to encourage cross-disciplinary study and research. Academics in the building will work together to tackle some of the most pressing questions of our time. As well as a new Institute for Ethics in Artificial Intelligence, they will consider the environment and how society rebuilds after the pandemic. Crucially, the building will be open to the public, and we aim to bring research and performance in the arts and humanities to new audiences. There will be dedicated space for schoolchildren to visit and engage with Oxford’s researchers. There will be exhibition space and three new performance venues for music, theatre, drama, dance, lectures and more. A new Cultural Programme will bring the world's leading performers and artists to Oxford. Our venues will also be open to regional cultural organisations, with whom Oxford researchers will strengthen partnerships. We cannot wait to welcome you to the first performance in 2025! 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. 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, 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. 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 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 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.
Humanities Divisional Office, Radcliffe Humanities, Radcliffe Observatory Quarter, Woodstock Road, Oxford, OX1 6GG
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**Contract type** Fixed term for 3 years **Hours** Part time (18.25 hours per week / 0.5 FTE) **About the role** The Open-Oxford-Cambridge Arts and Humanities Research Council Doctoral Training Partnership (OOC DTP) brings together the Open University, the Universities of Oxford and Cambridge to provide funding and high-quality training to doctoral students in the Arts and Humanities. Supported by strategic partnerships with the BBC World Service, the National Trust and British Telecom, the DTP aims to foster the next generation of leaders in the Arts and Humanities sector through an innovative and student-centred programme of training. An opportunity has arisen to support the OOC DTP team across all key administrative aspects of the OOC DTP activities. The post holder will need to be committed, highly organised and flexible and will need to demonstrate initiative, good judgement, confidentiality and a strong team ethic. You will need to be able to work both independently and within a team of administrators. For informal enquiries about the post, please contact the Jennifer Lockie, OOC DTP Manager, on manager@oocdtp.ac.uk. The duties and skills required are described in further detail in the job description. **Application process** For your online application, you will be required to upload your curriculum vitae and a supporting statement, setting out how you meet the selection criteria for the post, using examples of your skills and experience. As part of your application you will be asked to provide details of two referees and indicate whether we can contact them now. For further details, please refer to the How to apply section of the job description. Any further enquires may be directed to hr@humanities.ox.ac.uk. The closing date for applications is 12.00 noon on Wednesday 14 August 2024. Only applications received before this time can be considered. Shortlisting is expected to take place the following week and interviews held in the week commencing 2 September. Please quote Vacancy ID 174205 on all correspondence. **Committed to equality and valuing diversity**
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