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Oxford University Department for Continuing Education (OUDCE) is seeking to appoint a Programme Co-ordinator. This is a great opportunity to support a complex programme using your expertise in budget management, administration and communications and events organisation. The Invisible East programme incorporates two grants funded by the European Research Council and the Arts and Humanities Research Council, which aim to bring the medieval Islamicate East to the forefront of historical research through the study of local texts. About the role You will be responsible for providing administrative support, the management of project communications, including developing and agreeing content for the website and social media feeds, and organising events such as conferences and seminars. You will work with the University Research Accounts team, Development office and external donors and funding bodies to ensure resource requirements and day-to-day expenditure are monitored and accurately reported. This is a full-time position (part-time hours, a minimum of 0.8FTE, will be considered), available on a fixed-term contract. **About you ** You will be educated to degree level, with relevant work experience at a similar level in the areas of programme co-ordination, outreach and/or digitisation; and you will have the capacity to assimilate and communicate complex information and policies. You will have experience of monitoring and presenting budgets, and of financial processes, with meticulous attention to detail. You will bring the ability to manage a wide variety of tasks, to work effectively under pressure, prioritise workload and meet multiple deadlines, and you will have the ability to use initiative in solving problems. Your tact and discretion, and your excellent communication skills will enable you to work with a broad range of people from around the world, including academics, external partners, and students. **About us ** OUDCE provides opportunities for people from a wide variety of backgrounds to benefit from the University’s rich and unique resources. We are ambitious and forward-thinking, with a strong sense of identity and community. Our mission is to inspire people locally, nationally and globally by extending access to Oxford’s world-class teaching and resources through flexible and inclusive opportunities for study and research. Colleagues uphold the uphold the Mission, Vision and Values of the Department and actively promote a culture of equality, diversity and inclusion. **What we offer ** Your happiness and wellbeing at work matters to us, so we offer a range of family friendly and financial benefits including: * An excellent contributory pension scheme * 38 days’ annual leave * A comprehensive range of childcare services * Family leave schemes * Cycle loan scheme * Membership to a variety of social and sports clubs * Discounted bus travel and Season Ticket travel loans **Application process ** You will be required to upload a covering letter/supporting statement, CV and the details of two referees as part of your online application. To make informal enquiries about the post please contact arezou.azad@ames.ox.ac.uk The closing date for applications is **12 noon** on **Monday 23 September 2024**. Bring your expertise to the University of Oxford and be a part of a community that values creativity, diversity, and excellence. The University of Oxford is an equal opportunity employer and welcomes applications from individuals regardless of their background.
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DEPARTMENT FOR CONTINUING EDUCATION Rewley House, 1 Wellington Square, Oxford OX1 2JA Tel: +44 (0)1865 270360 Fax: +44 (0)1865 280151 personnel@conted.ox.ac.uk www.conted.ox.ac.uk _________________________________________________________________________ Job Description and Selection Criteria Job title Programme Co-ordinator, Invisible East Department Continuing Education Location Ewert House, Summertown, Oxford, OX2 7DD Grade and salary Grade 6: £33,832 - £39,705 per annum Hours Full time (Part-time hours, a minimum of 0.8FTE, will be considered) Contract type Fixed-term, until 30 November 2025 Reporting to Principal Investigator Vacancy reference 175114 The role You will coordinate all project activities of the Invisible East programme, including fund management, administration, and communication for outreach. The Invisible East programme is situated within the University of Oxford’s Department for Continuing Education, and incorporates the European Research Council funded project ‘Go.Local’: Going Local in the Perso-Islamic Lands: Afghan Geniza, Islamisation and Language in the pre-Mongol Islamic East; and the AHRC-funded project ‘Persian in Documents (PersDoc): Language and Islamisation in the pre-Mongol Eastern Islamic Lands.’ The Invisible East programme brings the medieval Islamicate East to the forefront of historical research by studying local texts produced in the region. The programme is financially secure until November 2025 with a core staff of three researchers funded by the Arts and Humanities Research Council (AHRC) and European Research Council (ERC) which is led by Senior Research Fellow Arezou Azad, and more staff working on outreach (including through a website, schools outreach sessions, museum liaison, and more). Specifically, Invisible East’s research focuses on the transcription, translation, and analysis of texts, most of which reflect everyday, local use – such as receipts, personal letters, and legal opinions – while others are literary in nature. They were written in a range of languages, including Early New Persian, JudeoPersian, Arabic, Bactrian, Khotanese, and Pahlavi, and shed new light on the political, financial and legal infrastructures at granular level, on historical writing, linguistics, and cultural and religious diversity in the medieval Islamicate East. Researchers are working on numerous books that are coming out through an academic book publishing series that is edited by Dr Azad. The core goals of Invisible East are: • • • To understand the roles played by different stakeholders (political, religious, legal, financial) in the construction of multicultural communities and societies across the Islamicate East; To ascertain how texts and material culture help us understand relations between Muslims, Jews, Buddhists, Zoroastrians, Christians, and other faiths in the Islamicate East; and To establish how the Persian language developed and interacted with other languages (Arabic, Hebrew and others) in the multicultural Islamicate East. Invisible East is also developing a new open access, digital corpus that will make available all the documents it is processing to a wide audience. View Invisible East’s website here: https://invisibleeast.web.ox.ac.uk/home#/. Responsibilities You will provide administrative and finance support, communications on programme activities through the website and social media feeds, and organisation of events such as conferences and seminars. Specific responsibilities/duties 1. Administration of research awards i. Monitoring the administrative requirements of the project and the resource requirements arising, liaising with the University’s Research Accounts and Development offices and external donors and funding bodies. ii. Liaising with the Invisible East Board members, updating the mailing list contacts and circulating upcoming events. 2. Outreach and communications i. Manage and update the IE website and social media communications, including updates on activities and co-ordination of blog contributions. ii. Curate production of IE videos and podcasts. iii. Manage organisational and communications aspects of IE events, workshops and conferences. iv. Support digitisation project and IE digitisation team. 3. Finances Work closely with the Department’s Finance Officer to: i. Manage expenditure within agreed budgets on a day-to-day basis. ii. Manage project ledger expenditure within agreed budgets, including vetting and approval of requisitions, payments and expense claims. iii. Raise sales invoices as required. iv. Help to prepare and approve budgets for events and other activities. 4. Personnel Work closely with the Department’s personnel staff to: i. Draft job descriptions for new posts, raise contracts and contract amendments as needed for all types of appointment. ii. Ensure that information relating to payments, including timesheets, requests for casual contracts and payroll management, are submitted to the Department office by the relevant deadlines. iii. Support staff recruitment and career development processes as required. 2 iv. Liaise closely with the Department’s HR team to facilitate Department oversight and ensure compliance with Department and University HR policies and procedures. 5. Meetings and events organisation i. Organise and participate in regular meetings with the PI and other staff as required. ii. Provide administrative and logistical support for IE-sponsored conferences and events. 6. Premises i. In consultation with the PI, manage and allocate space and facilities for the programme as required. ii. Liaise with facilities managers at Ewert House to manage premises issues. iii. Ensure the observance of buildings and University Health and Safety policies. Selection criteria Essential • Education to degree level • Relevant work experience at a similar level in the areas of programme co-ordination, outreach and communications and/or digitisation • Experience of monitoring and presenting budgets, and of financial processes, with meticulous attention to detail and accuracy • Capacity to assimilate and communicate complex information and policies • Proven experience of prioritising a varied workload and evidence of working to challenging, often competing, deadlines and specified objectives and milestones. • Ability to work independently, using own initiative appropriately, often without direct supervision, with ability to resolve problems and to remain calm and efficient under pressure • Strong IT skills, including word processing, spreadsheets, and online content management • Sound judgement, with the tact and discretion to deal with sensitive and confidential information • Excellent oral and written communication skills in English and the ability to work with a broad range of people, often from international backgrounds, including academics, external partners and graduate students Desirable • Experience of personnel and resource management • Evidence of effective organisational and planning skills • Advanced use of Excel, experience of Drupal for the management of online content • Experience of working with digital corpus development 3 • Skills in a language other than English, notably French 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 cutting-edge. Oxford is one of Europe's most entrepreneurial universities and we rank first in the UK for university spinouts, and in recent years we have spun out 15-20 new companies every year. We are also recognised as leaders in support for social enterprise. Join us and you will find a unique, democratic and international community, a great range of staff benefits and access to a vibrant array of cultural activities in the beautiful city of Oxford. For more information, please visit www.ox.ac.uk/about/organisation. Department for Continuing Education The Department for Continuing Education is one of the University’s largest departments and every year has circa 15,000 student enrolments on its courses and programmes. Our main areas of work are in continuing and professional education, and we engage with individuals and organisations locally and globally. The Department is headed by the Director, and the senior management team. There are over 200 members of staff in the Department. Departmental facilities include a Residential Centre (with a hotel and catering operation), Common Room, Library, Lecture Theatre and a range of teaching and computing rooms, many with state-of-the-art facilities for hybrid teaching. We have a dedicated online course 4 production unit, Technology-Assisted Lifelong Learning (TALL), which specialises in course development and consultancy. For more information please visit: www.conted.ox.ac.uk. 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 three 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 via personnel@conted.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-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. 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 dependents. 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
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Oxford University Department for Continuing Education (OUDCE) is seeking to appoint a Programme Co-ordinator. This is a great opportunity to support a complex programme using your expertise in budget management, administration and communications and events organisation. The Invisible East programme incorporates two grants funded by the European Research Council and the Arts and Humanities Research Council, which aim to bring the medieval Islamicate East to the forefront of historical research through the study of local texts. About the role You will be responsible for providing administrative support, the management of project communications, including developing and agreeing content for the website and social media feeds, and organising events such as conferences and seminars. You will work with the University Research Accounts team, Development office and external donors and funding bodies to ensure resource requirements and day-to-day expenditure are monitored and accurately reported. This is a full-time position (part-time hours, a minimum of 0.8FTE, will be considered), available on a fixed-term contract. About you You will be educated to degree level, with relevant work experience at a similar level in the areas of programme co-ordination, outreach and/or digitisation; and you will have the capacity to assimilate and communicate complex information and policies. You will have experience of monitoring and presenting budgets, and of financial processes, with meticulous attention to detail. You will bring the ability to manage a wide variety of tasks, to work effectively under pressure, prioritise workload and meet multiple deadlines, and you will have the ability to use initiative in solving problems. Your tact and discretion, and your excellent communication skills will enable you to work with a broad range of people from around the world, including academics, external partners, and students. About us OUDCE provides opportunities for people from a wide variety of backgrounds to benefit from the University’s rich and unique resources. We are ambitious and forward-thinking, with a strong sense of identity and community. Our mission is to inspire people locally, nationally and globally by extending access to Oxford’s world-class teaching and resources through flexible and inclusive opportunities for study and research. Colleagues uphold the uphold the Mission, Vision and Values of the Department and actively promote a culture of equality, diversity and inclusion. What we offer Your happiness and wellbeing at work matters to us, so we offer a range of family friendly and financial benefits including: An excellent contributory pension scheme 38 days’ annual leave A comprehensive range of childcare services Family leave schemes Cycle loan scheme Membership to a variety of social and sports clubs Discounted bus travel and Season Ticket travel loans Application process You will be required to upload a covering letter/supporting statement, CV and the details of two referees as part of your online application. To make informal enquiries about the post please contact arezou.azad@ames.ox.ac.uk The closing date for applications is 12 noon on Monday 23 September 2024. Bring your expertise to the University of Oxford and be a part of a community that values creativity, diversity, and excellence. The University of Oxford is an equal opportunity employer and welcomes applications from individuals regardless of their background.
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175114 Programme Co-ordinator - Job Description
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Department for Continuing Education, Ewert House, Summertown, Oxford, OX2 7DD
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