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Turtle description of Programmes Assistant (Student Support)
BLAVATNIK SCHOOL OF GOVERNMENT Summary Job title Programmes Assistant (Student Support) Division Social Sciences Department Blavatnik School of Government Location Radcliffe Observatory Quarter, Walton Street, Oxford, OX2 6GG Grade and salary Grade 4: £25,138 - £28,759 (with a discretionary range to £31,396) per annum, dependent on experience Hours Full time (36.5 hours per week) Contract type Fixed-term (2 years) Reporting to Academic Planning Manager Vacancy reference 174510 Additional information The closing date for application is 12 noon (UK time) on Wednesday 4 September 2024 Interviews are likely to be held during week commencing 16 September 2024 The role The Programmes Assistant (Student Support) is an essential member of the Programmes Team, which provides world-class administrative support to the delivery of the School’s graduate degree programmes, currently the Master of Public Policy (MPP), the Master of Science (MSc) in Public Policy Research and the DPhil in Public Policy. Reporting to the Academic Planning Manager, the Programmes Assistant’s primary responsibility will be to effectively support students studying on the MPP and MSc across all aspects of their learning experience. The postholder will also be expected to support and plan other activities to help ensure that the MPP, MSc and DPhil programmes run smoothly, so will work closely with other members of the team and the wider School. The Programmes Assistant (Student Support) will be key in ensuring students have a positive on-course experience so that they remain life-long members of the School community. The student cohort is truly international. Therefore, the postholder must demonstrate excellent customer service skills, sound judgement, accurate understanding of relevant policies and procedures, and the ability to explain these to students in a comprehensive way. The Programmes Team are involved in all areas of supporting the School’s flagship programmes, and therefore are required to undertake urgent tasking with short timeframes for delivery, as well as core delivery elements. Many of the tasks will be time sensitive and the Programmes Assistant must have the skills to manage changing deadlines in a role where interruptions are likely to be frequent and unpredictable. This job description reflects the anticipated core activities of the role. This is a new School, and as we continue to adapt to changes in our ways of working which have been influenced by the pandemic, there will inevitably be some changes in the emphasis of duties. It is expected that the postholder will recognise this and adapt a flexible approach to work, and be willing to participate in training and reorganisation of duties. As a member of the Programmes Team, the Programmes Assistant will be required to support colleagues at peak times with all aspects of delivery of the wider MPP and MSc programme. Responsibilities • Act as the “go-to” person for students, becoming a source of specialist knowledge about the MPP and MSc, and providing information, advice and guidance on the programmes. Provide an excellent standard of customer service for students via face-to face communication in addition to email and other media. • Manage the MPP and MSc email inbox, efficiently and accurately responding to and directing queries as appropriate. • Lead on administrative support for core teaching, including the allocation, creation and publication of complex student groups. • Maintain systems for tracking and recording all aspects of student progress, engagement and achievement, and respond to requests for information. • Provide day-to-day support for the delivery of lectures, seminars and other teaching sessions, including managing the display of presentations, and supporting faculty or other teachers to achieve an outstanding in-person or online teaching experience. • Support the MPP Student Representatives election process. • Provide secretariat support to the Staff-MPP Student Committee. • Administer systems to support supervisory relationships. • Administer the reading list process for the School’s degree programmes in line with copyright legislation and University policy, to resource reading list materials in a timely manner and ensure they are made available to students within required timeframes. Work closely and responsively with faculty and libraries to produce and maintain digital reading lists (Oxford Reading Lists Online, ORLO). • As and when requested, coordinate and draft the weekly MPP and MSc Student Newsletters. 2 • Coordinate the drafting or revision, as required, and publication of the MPP Student Handbook. • Upload course documents and other information to Canvas, as required. • As and when requested, undertake scheduling including booking rooms, checking the School diary and schedule for any potential clashes, and ensuring that the timetable is accurate. • Book rooms and hospitality for guests and sessions, as required. • Liaise and ensure compliance with all requirements of relevant University offices and policy and guidance. • Maintain good records and create manual updates for any new tasks, policies or operational working methods. • Other such responsibilities as may be required in keeping with the grade of the role. All Administrative Assistants are expected to: • Proactively and efficiently support the wider Programmes Team wherever required. • Act as secretary to internal meetings when required, arranging dates, circulating papers and taking notes. • Provide cover for other support staff over lunch breaks and other absences. • Assist with external events as required. • Undertake general administrative tasks. Selection criteria Essential selection criteria • Previous professional experience in a customer-facing role or environment, or relevant experience interacting with varied stakeholders. The ability to employ exemplary customer service skills and adopt a personable and diplomatic approach, using tact, discretion, and initiative when dealing with a diverse range of people, including students, visitors (including some very senior guests), academic staff, and other members of the collegiate University. • Ability to work well within a team, with a flexible can-do approach. Self-motivated, resilient, with a willingness to adapt as necessary to the changing needs and priorities in the team and across the School. A flexible approach to working hours will be required as the post holder may be asked to work outside normal office hours on occasion in connection with School events. • Excellent communication skills in both written and spoken English. • Demonstrated ability to know when to use initiative and when to seek advice, with a proactive approach to new challenges. • A systematic, thorough, and well-organised approach to work with the ability to prioritise tasks and work to deadlines. • Demonstrated IT skills, including experience in the use of Microsoft Office Suite, particularly Outlook, Word and Excel, and in video conferencing platforms 3 (Zoom/MS Teams), with the flexibility and initiative to adapt to and become a confident user of other systems and databases where necessary. • Good numeracy skills, including confidence in dealing with financial data. • High levels of accuracy and attention to detail when inputting data and providing information. • Self-starter able to identify the tasks required on a project from inception to completion, efficiently carry out those tasks and review and evaluate processes and projects, all with minimal supervision. • Experience of drafting and accurately proofing written work such as newsletters and web content. Desirable selection criteria • Awareness of the value of public policy, perhaps having studied in it or worked in the public sector. • An understanding of aspects of Higher Education such as the different types of Higher Education qualifications and the format of an academic year. 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 4 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. The Blavatnik School of Government Our vision is of a world better led, a world better served and a world better governed. We are a global school committed to improving the quality of government and public policymaking worldwide, through three routes: teaching current and future leaders; applied research; and engagement with government and practitioners. The School was founded in 2010 and our founding dean is Professor Ngaire Woods. We admitted the first 38 Master of Public Policy (MPP) students in 2012 and we currently accept around 140 MPP students and around eight doctoral students a year. We also accept a small group of students for our MSc in Public Policy Research. The Blavatnik School of Government holds a bronze Athena Swan award to recognise advancement of gender equality: representation, progression and success for all. You can find more information on the Blavatnik School of Government’s website. 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 illhealth/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 HR team directly on recruit@bsg.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 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. 7 Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, 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 which is 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 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 have excellent childcare services, including five University nurseries as well as places at many other private nurseries. 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 Supporting disability and health-related issues (including 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/disabilitysupport. 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, LGBTQ+ 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. 8
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**About the Blavatnik School of Government** Our vision is of a world better led, a world better served and a world better governed. We are a global school committed to improving the quality of government and public policymaking worldwide, through three routes: **teaching** **current and future leaders** ; **generating** **research with impact** ; and **engaging** **with governments and practitioners**. **What we offer** The School is a collaborative, friendly, and dynamic department based in an award-winning building in Oxford. We host regular events and talks with well- known guest speakers – all of which are open to staff. On the social side, we have regular coffee/cake mornings for staff, a family-friendly Halloween event, and Christmas and summer parties. 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 * Family leave schemes and a comprehensive range of childcare services * Cycle loan scheme and discounted bus travel and Season Ticket travel loans * Membership to a variety of social and sports clubs * Opportunities for remote working. More information about working at the School can be found on our jobs page. **About the role** Are you a motivated, conscientious administrator looking for a new challenge in an exciting and growing environment? The Blavatnik School of Government is looking for a positive and organised Programmes Assistant to join the School’s Programmes Team to deliver exemplary support to students studying on the School’s graduate degree programmes, currently the Master of Public Policy (MPP), the Master of Science (MSc) in Public Policy Research, and the DPhil in Public Policy. Reporting to the Academic Planning Manager, you will become a source of specialist knowledge about the MPP and MSc and provide information, advice and guidance to students. You will communicate with students face-to-face, via email and other media, lead on administrative support for core teaching, and maintain systems for tracking and recording all aspects of student progress, engagement and achievement. You will also coordinate and draft the weekly MPP and MSc Student Newsletters, coordinate the publication of the MPP Student Handbook, and administer the reading list process for the School’s degree programmes. This post is fixed-term for two years. We expect the successful candidate to start in early November 2024, or as soon as possible thereafter. **About You** You must have exemplary customer service skills and excellent team working skills, with a flexible can-do approach and a willingness to adapt to the changing needs and priorities of the team. You should be organised, know when to use initiative and when to seek advice, and be able to demonstrate a personable and diplomatic approach in dealing with a diverse range of people, and feel confident dealing with financial data. Good IT skills and excellent written and verbal communication skills are also essential. **Application process** You will be required to upload your CV, a supporting statement and the details of two referees as part of your online application. The closing date for applications is **12:00 noon on Wednesday 4 September 2024**. Interviews are likely to be held during week commencing 16 September 2024 **Additional information** Please note a pensionable Oxford University Weighting of £1,500 per year (pro rata) will be applied with effect from 1 August 2024, in addition to the stated starting salary. This will be implemented in the September 2024 payroll, backdated to 1 August 2024. This is also in addition to any inflationary pay rise which may be agreed nationally through negotiations led by UCEA with the trade unions, which could take effect from 1 August 2024 (backdated if necessary). Further details of how these changes to pay will be applied will be shared with the successful candidate in due course.
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174510 Programmes Assistant (Student Support) JD
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About the Blavatnik School of Government Our vision is of a world better led, a world better served and a world better governed. We are a global school committed to improving the quality of government and public policymaking worldwide, through three routes: teaching current and future leaders; generating research with impact; and engaging with governments and practitioners. What we offer The School is a collaborative, friendly, and dynamic department based in an award-winning building in Oxford. We host regular events and talks with well-known guest speakers – all of which are open to staff. On the social side, we have regular coffee/cake mornings for staff, a family-friendly Halloween event, and Christmas and summer parties. 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 Family leave schemes and a comprehensive range of childcare services Cycle loan scheme and discounted bus travel and Season Ticket travel loans Membership to a variety of social and sports clubs Opportunities for remote working. More information about working at the School can be found on our jobs page. About the role Are you a motivated, conscientious administrator looking for a new challenge in an exciting and growing environment? The Blavatnik School of Government is looking for a positive and organised Programmes Assistant to join the School’s Programmes Team to deliver exemplary support to students studying on the School’s graduate degree programmes, currently the Master of Public Policy (MPP), the Master of Science (MSc) in Public Policy Research, and the DPhil in Public Policy. Reporting to the Academic Planning Manager, you will become a source of specialist knowledge about the MPP and MSc and provide information, advice and guidance to students. You will communicate with students face-to-face, via email and other media, lead on administrative support for core teaching, and maintain systems for tracking and recording all aspects of student progress, engagement and achievement. You will also coordinate and draft the weekly MPP and MSc Student Newsletters, coordinate the publication of the MPP Student Handbook, and administer the reading list process for the School’s degree programmes. This post is fixed-term for two years. We expect the successful candidate to start in early November 2024, or as soon as possible thereafter. About You You must have exemplary customer service skills and excellent team working skills, with a flexible can-do approach and a willingness to adapt to the changing needs and priorities of the team. You should be organised, know when to use initiative and when to seek advice, and be able to demonstrate a personable and diplomatic approach in dealing with a diverse range of people, and feel confident dealing with financial data. Good IT skills and excellent written and verbal communication skills are also essential. Application process You will be required to upload your CV, a supporting statement and the details of two referees as part of your online application. The closing date for applications is 12:00 noon on Wednesday 4 September 2024. Interviews are likely to be held during week commencing 16 September 2024 Additional information Please note a pensionable Oxford University Weighting of £1,500 per year (pro rata) will be applied with effect from 1 August 2024, in addition to the stated starting salary. This will be implemented in the September 2024 payroll, backdated to 1 August 2024. This is also in addition to any inflationary pay rise which may be agreed nationally through negotiations led by UCEA with the trade unions, which could take effect from 1 August 2024 (backdated if necessary). Further details of how these changes to pay will be applied will be shared with the successful candidate in due course.
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Blavatnik School of Government, Radcliffe Observatory Quarter, Woodstock Road, Oxford
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Grade 4: £25,138 - £28,759 (with a discretionary range to £31,396) p.a. - with an Oxford University Weighting of £1,500 per year (pro rata) to be applied with effect from 1 August 2024
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