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Job Description _________________________________________________________________________ Summary Job title Senior Support Administrator Division UAS Department Research Services Location 5 Worcester Street, Oxford Grade and salary Grade 7: £36,024 – £44,263 Hours Full time Contract type Secondment opportunity Reporting to Head of Administration and Finance, Research Services The role The University of Oxford is a world leader in research, engagement and innovation. Our research portfolio covers an exceptionally broad range of disciplines and has a strong interdisciplinary character. Our work helps the lives of millions, solving real-world problems through a huge network of partnerships and collaborations. We are currently the most successful UK university in securing funding for research (£789m in 2022/23). We are a leading institution for the commercialisation of our research, having spun-out more than 300 companies, again more than any UK institution. Research Services provides comprehensive professional support for Oxford’s research, engagement and innovation activities. We work closely with researchers, departments and divisions, other professional services and a wide range of external collaborators and funders. Together with the excellent professional support we seek to deliver, we strive to be a trusted provider of strategic insight and internal and external influence working with University, divisional and other research leaders across the University. The Senior Support Administrator will lead on operational day to day tasks in a supervisory position for the Admin and Finance Team in RS. You will ensure smooth and effective service, with a particular focus on recruitment and transactional finance management. Reporting to the Head of Administration and Finance, you will work collaboratively with colleagues from Central Finance and HR to provide expert advice and guidance on matters such as recruitment and onboarding, payroll management, purchasing, reporting and budgeting monitoring. Responsibilities Reporting to the HAF, the key activities and accountabilities of the post include: Financial management 1. Taking the lead for the operational financial management of Research Services by delegating and authorising requisitions, setting up or amending supplier details with Purchasing, administering invoices, authorising payments and departmental expense claims, as well as overseeing the departmental credit cards and the petty cash process. 2. Ensuring external projects are set up in line with University and Research Services governance procedures and in line with the applicable scheme requirements, in particular, with a view to reporting and audit requirements. This function will require:  developing a strong working relationship with stakeholders including Departmental Accounts, other professional services units and academic departments and divisions  providing expert financial advice on a wide-range of projects and participating in project review meetings  leading, with other units as appropriate, on the preparation of financial reports for internal and external funding streams 3. Ensuring departmental purchasing and wider activities are undertaken in line with value for money principles, and championing value for money initiatives across Research Services teams. HR / Personnel Management 4. Taking the lead in supporting Research Services A&F colleagues as they work with RS teams on all aspects of recruitment, including the development of job descriptions, drafting and submission of recruitment business cases, and overseeing recruitment arrangements (shortlisting, interviews, offer, right to work etc) in partnership with UAS HR. 5. Initiating payroll amendments and edits, including the calculation of maternity and paternity leave and the University’s additional annual leave scheme. 6. Supporting the wider team in the coordination of induction and staff exit activities, and the development and implementation of staff development priorities as set out in the departmental annual business plan. 7. Maintaining the department’s personnel filing, according to the University’s mandatory requirements, data protection, information security and other compliance and audit requirements. 8. Carrying out other duties that are requested by the Head of Administration and Finance that are commensurate with the grade of this post. 2 Selection criteria Essential selection criteria  Experience in a large accounting environment with proven management accounting, budgeting and financial planning skills.  Significant experience of working with enterprise-wide financial management systems  Previous experience of personnel management and administration.  Experienced in communicating financial information and processes to non-financial staff, including senior management and administrators.  Proven ability to establish and maintain multiple relationships to a high level of effectiveness, engendering confidence from a wide range of stakeholders.  Effective change manager with a proven track record of proactively analysing and successfully driving change activity.  Ability to communicate very effectively to team members, clients and senior colleagues in writing and orally.  Strong IT skills including in the use, manipulation and reporting of data and financial information and proficiency in the use of Excel.  High levels of personal effectiveness, particularly co-ordination, organisation, and the ability to focus on achieving deadlines, ensuring that timetables/project plans can be met.  Strong problem solving skills with a preference for generating solution based ideas. Desirable selection criteria • Experience of working in a higher education or similar organisation. • Working knowledge of Oracle Financials 3 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. Research Services Research Services is part of UAS (see below) and works in partnership with the academic divisions and their departments and faculties to support Oxford’s researchers. Our role is to facilitate excellence in research, engagement and innovation at Oxford. Our vision is to be a trusted provider of expertise, strategic insight, internal and external influence and excellent professional support to Oxford’s research, engagement and innovation community. Research Services is a large team of over 180 research support professionals, with a wide-ranging remit including: Supporting the acquisition of external research funding, funder engagement and strategic research initiatives Comprehensive funding, contracts and research development support Negotiating research-related contracts Supporting institutional research strategy, policy and planning Facilitating knowledge exchange, innovation and engagement and coordinating the development and delivery of knowledge exchange strategy and policy Promoting the responsible conduct of research and compliance with regulatory and research governance requirements - Our values and commitments govern the way we work with others within Research Services, the University and externally, including our commitment to professionalism, consultation, teamwork and continuous improvement. You can read more about our values and commitments here. Further information about Research Services can be found on our website researchsupport.admin.ox.ac.uk. University Administration and Services University Administration and Services (UAS) is the collective term for the central administrative departments of the University. UAS comprises structures to:    support the University’s core academic purposes of teaching, learning and research; ensure the University can meet the requirements of government, funding bodies and other external agencies; and facilitate the attainment of the objectives set out in the University’s Strategic Plan. The offices of the UAS sections are spread across the city, with the main University Offices located in Wellington Square. For more information please visit: http://www.admin.ox.ac.uk/ 4 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 rsrecruitment@admin.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. 5 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-privacypolicy. 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 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. 6 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 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. 7
**Senior Support Administrator** **Research Services, 5 Worcester Street** **, Oxford OX1 2BX** **Salary: £36,024 - £44,263** **Secondment opportunity – 6 month. Internal applicants only.** We have an exciting secondment opportunity within the Administration and Finance team providing cross cutting operational support to ensure the effective running of the department. Research Services is one of the key professional services departments supporting Oxford’s research and innovation community, with over 180 staff across our five business units. Our values include teamwork, professionalism, continuous improvement, empathy, respect and trust. The University of Oxford is a stimulating work environment, which enjoys an international reputation as a world-class centre of excellence. Our research plays a key role in tackling many global challenges, from accelerating the transition to net zero to developing vaccines during a pandemic. **What We Offer** 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 This role also offers the opportunity for hybrid working, with a minimum of three days per week in our offices in central Oxford. **About the Role** The Senior Support Administrator will lead on operational day to day tasks in a supervisory position for the A&F team. You will ensure a smooth and effective service, with a particular focus on recruitment and transactional finance management. Reporting to the Head of Administration and Finance, you will work collaboratively with colleagues from Central Finance and HR to provide expert advice and guidance on matters such as recruitment and onboarding, payroll management, purchasing, reporting and budgeting monitoring.
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Senior Support Administrator Research Services, 5 Worcester Street, Oxford OX1 2BX Salary: £36,024 - £44,263 Secondment opportunity – 6 month. Internal applicants only. We have an exciting secondment opportunity within the Administration and Finance team providing cross cutting operational support to ensure the effective running of the department. Research Services is one of the key professional services departments supporting Oxford’s research and innovation community, with over 180 staff across our five business units. Our values include teamwork, professionalism, continuous improvement, empathy, respect and trust. The University of Oxford is a stimulating work environment, which enjoys an international reputation as a world-class centre of excellence. Our research plays a key role in tackling many global challenges, from accelerating the transition to net zero to developing vaccines during a pandemic. What We Offer 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 This role also offers the opportunity for hybrid working, with a minimum of three days per week in our offices in central Oxford. About the Role The Senior Support Administrator will lead on operational day to day tasks in a supervisory position for the A&F team. You will ensure a smooth and effective service, with a particular focus on recruitment and transactional finance management. Reporting to the Head of Administration and Finance, you will work collaboratively with colleagues from Central Finance and HR to provide expert advice and guidance on matters such as recruitment and onboarding, payroll management, purchasing, reporting and budgeting monitoring.
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