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Grade 6: £33,832 - £39,705 per annum including the Oxford University Weighting of £1,500 per annum Permanent, full time Saïd Business School is seeking a dedicated and dynamic Faculty and Researcher Administration Manager to join our team. This is a key role in supporting our academic staff and researchers across various disciplines within the School, including Finance, Accounting, Management Science, Economics (FAME); Strategy, Innovation, Marketing (SIM); and Technology, Operations and Programme Management (TOPOS). You will be instrumental in providing comprehensive administrative support, from managing office space and travel arrangements to overseeing integration processes for new faculty and researchers. Working closely with senior academic staff, you will develop systems and processes to streamline administrative workflows, ensuring our faculty and researchers have the support they need to excel in their academic pursuits. You will also manage the Faculty and Researcher Administration Team, ensuring that high standards of professional support are maintained. Key responsibilities: Support academic staff with expense claims, travel arrangements and purchasing processes. Manage space planning and office allocations for academic staff and visitors. Manage budgets, forecasts and financial administration related to your work, including monitoring research allowance expenditures. Lead on the integration of new faculty, researchers and visitors, providing guidance on institutional processes. Line manage and develop the Faculty and Researcher Administration Assistant(s) and any casual staff. You will have broad management and administrative expertise, demonstrating strong planning and organisational skills, with the ability to multi-task and manage workloads under tight deadlines. Experience in financial systems and financial management is essential, alongside excellent written and verbal communication skills. You must have the Right to Work within the UK as this position may not amount to enough points under the points-based immigration system in the UK. For more information please visit: https://www.jobs.ox.ac.uk/pre-employment-checks. Further information on this role can be found in the job description. We offer very generous benefits, some of which are: Generous holiday allowance of 38 days including bank holidays Hybrid working Membership of the Oxford staff pension scheme Discounted bus travel Subsidised onsite catering Cycle loan scheme Plus, many other University benefits All applications must include a CV, Supporting Statement/Cover Letter and Current Salary. For further guidance and support, please visit https://www.jobs.ox.ac.uk/how-to-apply. The closing date for applications is 4 October 2024 at 12.00 noon. Are you interested in joining Saïd Business School’s talent pool and/or receiving our job alerts? Register at https://careers.sbs.ox.ac.uk/registration.aspx.
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Standard Grade 6: £33,832 - £39,705 per annum including the Oxford University Weighting of £1,500 per annum
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Faculty and Researcher Administration Manager Park End Street and Hayes House, Oxford Grade 6: £33,832 - £39,705 per annum including the Oxford University Weighting of £1,500 per annum Permanent, full time Saïd Business School, University of Oxford The role The academic disciplines in Saïd Business School are currently organised into three Academic Areas: Finance, Accounting, Management Science, Economics (FAME); Strategy, Innovation, Marketing (SIM); and Technology and Operations and Programme Management, and Organisation Studies (TOPOS). In addition, Oxford Saïd houses research centres and institutes which sit within these groups. The Faculty and Researcher Administration Team supports all members of the faculty as primary contact for their general administrative support, from office and space planning to travel, expenses support, and arrangements for academic visitors. They also support all researchers not affiliated with a Research Centre. It is a diverse portfolio requiring a dedicated, dynamic and focused individual to support and engage with faculty and researchers on their everyday administrative loads. The Faculty and Researcher Administration Manager is responsible to the Head of Faculty Operations as part of the wider Faculty Operations Team. The post requires an experienced administrator with the ability to develop systems and processes to support the administrative loads of the academic staff. They will work closely with the academic staff, providing effective and responsive support in pursuing their academic aims, and those of the Academic Areas. The postholder will line-manage the Academic Area Administration Assistant(s) (Grade 4) and other casual staff as appropriate. They will work closely with both senior and junior members of the Faculty Services Team, as well as the wider School, in ensuring the highest level of professional support for academic administration. The Faculty and Researcher Administration Manager will be an enthusiastic individual with demonstrable experience of multitasking and an ability to establish effective working relationships with others. They will have experience of managing resources, exceptional attention to detail and a solution-based approach to work, preferably in an academic setting. The office ethos is one of supporting other members of the team, for example during times of significant workload or staff absence. At these times, the post-holder will be expected to support work which lies outside their usual remit if requested to do so by their line manager. Responsibilities Operational management and service delivery  Manage the provision of administrative support to faculty and researchers, including responsibility for a range of processes, overseeing the day-to-day support for the faculty, researchers, and visitors within the Area, and acting as the primary contact for faculty and researchers on administrative issues.  Act as a bridge between faculty and researchers and the wider School administration, channelling enquiries, facilitating consultations and communications, and contributing to trouble shooting.  Advise academic and research staff on institutional processes, regulations and systems regarding expense claims and purchasing processes, travel arrangements, etc.  Devise and implement integrated office systems and processes to prioritise simplicity and to reduce complexity and bureaucracy.  Identify evolving needs and changes in the size and composition or faculty and researchers to respond in an agile manner, and ensure appropriate processes are in place, and adequate resources are available.  Foster an inclusive culture that values continuous improvement, identifying – and facilitating the sharing of – best practice externally as well as internally. Work closely with the Head of Faculty Operations to ensure these inform the overall strategy.  Manage the space planning and office allocations for academic staff and visitors, in consultation with the Head of Faculty Operations.  Monitor expenditure on research allowances and produce reports as required.  Co-ordinate support for area meetings including logistics, agendas, and minutes/notes.  Responsible for the financial administration related to own work (raising purchase orders, managing expense claims, etc.).  Manage faculty records on Academ, including on citizenship duties and scholarly activity. Relationships   Lead on the oversight of website updates, including for faculty profiles and research area pages, working with the School’s Marketing Team to ensure the school’s branding and messaging is consistently displayed across the research disciplines. Ensure faculty and researchers are compliant with HEFCE Open Access requirements and oversee the provision of accurate publication data for the Area, using Symplectic Elements.  Working with the Faculty Recruitment Manager, manage the integration of new faculty and researchers into the relevant Academic Area, including providing guidance and training on for example, expense claims, purchasing processes and travel arrangements.  Working with the Affiliates and Governance Officer, manage the integration of Associate Fellows and Academic Visitors into the relevant Academic Area, including carrying out Right to Work checks, and administering desk space and computer access as required.  Facilitate School and University-wide consultations with the faculty and compile group responses. Financial management and administration  Manage administration budgets, forecasts and reports on performance, working closely with members of the Finance Team, providing financial reporting for the Head of Faculty Operations, colleagues in senior management and Academic Area meetings.  Foster a collaborative approach to the provision of administrative support, working closely with, and gaining agreement from, all relevant stakeholders.  Build effective strategic relationships with Academic Area Heads, Faculty, Researchers and Professional and Support staff across the School. Other  Responsible for the line management and professional development of the Faculty and Researcher Administration Assistant(s), and any ad hoc casual staff, including training the post-holders in all aspects of the role, monitoring their daily workload, and ensuring that they have all the skills and knowledge required to be able to fulfil the post effectively.  Lead on specific projects and contribute to working groups as required by the Head of Faculty Operations.  Maintain a working knowledge of the systems and processes of the Academic Events Administration Team in order to support the delivery of their priorities when required.  Assist the Head of Faculty Operations with delegated responsibilities and any other work commensurate with the grade, including deputising for them where required. Selection criteria Pre-employment screening Essential selection criteria Standard checks  Educated to degree level or equivalent professional experience.  Broad management and administrative experience.  Ability to work with senior professionals and academic colleagues in a collaborative manner and to forge effective relationships with a broad range of colleagues and external stakeholders. 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-towork 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.  Proven planning and organisational skills with the ability to multi-task and to prioritise workload to meet tight deadlines.  Experience in the use of financial systems, with experience in financial management.  Excellent written and verbal skills with the ability to develop high quality, accurate and consistent materials.  Excellent customer service skills and professional manner.  Ability to work both independently and as part of a team in a complex and pressured environment.  Willingness to embrace new ideas, technologies, and innovative approaches.  Excellent IT skills (e-mail, word processing, spreadsheets) and proven experience of event management software and online platforms to deliver digital events (Microsoft Teams, Zoom, etc). Desirable selection criteria  Experience of working in a higher education organisation.  Knowledge of Oracle Financials.  Line management experience. Please read the candidate notes on the University’s pre-employment screening procedures at https://www.jobs.ox.ac.uk/pre-employmentchecks. About the University of Oxford Welcome to the University of Oxford. We aim to lead the world in research and education for the benefit of society both in the UK and globally. Oxford’s researchers engage with academic, commercial and cultural partners across the world to stimulate high-quality research and enable innovation through a broad range of social, policy and economic impacts. We believe our strengths lie both in empowering individuals and teams to address fundamental questions of global significance, while providing all our staff with a welcoming and inclusive workplace that enables everyone to develop and do their best work. Recognising that diversity is our strength, vital for innovation and creativity, we aspire to build a truly diverse community which values and respects every individual’s unique contribution. While we have long traditions of scholarship, we are also forward-looking, creative and cuttingedge. Oxford is one of Europe’s most entrepreneurial universities and we rank first in the UK for university spin-outs, and in recent years we have spun out 15-20 new companies every year. We are also recognised as leaders in support for social enterprise. Join us and you will find a unique, democratic and international community, a great range of staff benefits and access to a vibrant array of cultural activities in the beautiful city of Oxford. For more information, please visit www.ox.ac.uk/about/organisation. Saïd Business School Saïd Business School blends the best of new and old. We are a vibrant and innovative business school, but yet deeply embedded in an 800 year old world-class university. We create programmes and ideas that have global impact. We educate people for successful business careers, and as a community seek to tackle world-scale problems. We deliver cutting-edge programmes, including the highly regarded MBA, Executive MBA, a number of specialist MScs, a portfolio of custom and open programmes and accredited diplomas for executives, and we undertake ground-breaking research that transform individuals, organisations, business practice and society. We are an international and outward looking School with our programme participants coming from more than 50 countries. We seek to be a world-class business school community, embedded in a world-class University, tackling world-scale problems. Sustainability Saïd Business School is committed to the highest standards of environmental sustainability, preserving the planet for future generations and acting in a socially sustainable manner. As an employee you are expected to uphold these commitments in accordance with our Environmental Policy. You can learn more about our organisation’s sustainability efforts at: https://www.sbs.ox.ac.uk/aboutus/school/sustainability. Diversity and Inclusion Oxford Saïd is committed to fostering an inclusive culture which promotes equality, values diversity and maintains a working, learning and social environment in which the rights and dignity of all its staff and students are respected. We recognise that the broad range of experiences that a diverse staff and student body brings strengthens our research and enhances our teaching, and that in order for Oxford to remain a world-leading institution we must continue to provide a diverse, inclusive, fair and open environment that allows everyone to grow and flourish. Oxford Saïd holds a bronze Athena Swan award to recognise advancement of gender equality: representation, progression and success for all. Our Values Wellbeing To better understand our Values, what behaviours demonstrate them and how they are involved in your everyday work we have created the below descriptors. Saïd Business School acknowledge the importance of wellbeing, in enabling people to thrive at work and ensure a work-life balance. It provides a number of initiatives to help support wellbeing and would encourage you to participate. At an individual level, wellbeing means recognising what helps us remain resilient and taking appropriate steps. If we experience difficulties, doing our best to rectify them and making our line manager aware of aspects that they could support us with. Transformational We challenge constructively, provoke thought, and influence and inspire others to develop. Respectful We are caring, supportive, appreciative, embrace difference and value each other's opinions. Entrepreneurial We embrace and encourage change and innovation. We are creative, flexible and brave. Collaborative We are stronger together. We are inclusive, approachable, listen to others and value good communication. Purposeful We are a community who believe in sustainable growth, and are responsible, principled and transparent. Excellence We are professional, focused and aligned, and have a responsibility to do the very best we can. Further information about Saïd Business School is available at www.sbs.oxford.edu. Social Sciences Oxford Saïd is a department within the Social Sciences Division, one of four academic Divisions in the University, each with considerable devolved budgetary and financial authority; and responsibility for providing a broad strategic focus across its constituent disciplines. The Social Sciences Division represents the largest grouping of social sciences in the UK: home to a number of outstanding departments and to the internationally ranked Law Faculty; all are committed to research to develop a greater understanding of all aspects of society, from the impact of political, legal and economic systems on social and economic welfare to human rights and security. That research is disseminated through innovative graduate programmes and enhances undergraduate courses. For more information please visit https://www.socsci.ox.ac.uk. How to apply If you need help Applications are made through our e-recruitment system and you will find all the information you need about how to apply on our Jobs website https://www.jobs.ox.ac.uk/how-to-apply. Help and support is available from https://staff.web.ox.ac.uk/recruitment-supportfaqs. If you require any further assistance please email HR.Recruitment@sbs.ox.ac.uk. To return to the online application at any stage, please go to www.recruit.ox.ac.uk. 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. Please note that you will receive an automated email from our e-recruitment system 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-applicantprivacy-policy. 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, 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. Oxford Saïd Exclusive Benefits Wellbeing initiatives Oxford Saïd runs an annual Wellbeing Day for all staff. In addition to this, there is yoga, healthy food deliveries, health MOTs and a range of other ad hoc programmes. Our excellent catering facilities provide a high standard of food, including healthy eating and vegetarian options at a subsidised cost. Staff Summer and Christmas parties Oxford Saïd like to reward all of their staff for their great work and their Christmas and Summer parties are our way of saying thank you. The Christmas party is for all staff and the summer party is for staff and their immediate family members, because we know how important family is to all of us. Employee Assistance provider Validium is an employee assistance and wellbeing consultancy that works in partnership with the Business School to provide staff and their immediate family with a free 24-hour per day helpline providing confidential information and counselling services on personal issues. University of Oxford Benefits Annual leave 38 days (inc. public holidays). Long service additional annual leave – up to 5 days per annum, pro rata for part time employees. Previous service within higher education sector can be recognised. An additional scheme enables staff to request to purchase up to 10 additional days in each holiday year. Salary and salary sacrifice schemes The University salary and grading structure allows for annual incremental progression until a scale-bar point is reached. This incremental progression is automatic. Additionally, there are salary sacrifice schemes for bicycles and electric cars. See https://hr.admin.ox.ac.uk/staff-benefits. Pension If you are on an academic or academic related pay scale (grade 6 or above), you are automatically a member of USS. Employer contribution is 14.5% and Employee contribution is 6.1%. If you are on a pay scale other than academic or academic related (grade 1-5) you are automatically a member of OSPS. Employee contribution can be between 4%- 8% and Employer contribution 6%10%. University discounts All University staff can purchase a NUS Extra discount card for £12 for 12 months (£22 for 2 years, £32 for 3 years) which gives access to numerous exclusive offers and discounts from many popular retailers. There are a wide range of other discounts from external companies available using a university card. University Club 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/. Access to Oxford buildings Free access to a number of Oxford colleges, Botanic Gardens, Harcourt Arboretum, Wytham Woods and discount at numerous restaurants/shops. Saïd Business School University of Oxford Park End Street Oxford, OX1 1HP United Kingdom www.sbs.oxford.edu All information is correct at the time of going to press. Please check our website for the most up-to-date information. Saïd Business School, University of Oxford
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Grade 6: £33,832 - £39,705 per annum including the Oxford University Weighting of £1,500 per annum Permanent, full time Saïd Business School is seeking a dedicated and dynamic Faculty and Researcher Administration Manager to join our team. This is a key role in supporting our academic staff and researchers across various disciplines within the School, including Finance, Accounting, Management Science, Economics (FAME); Strategy, Innovation, Marketing (SIM); and Technology, Operations and Programme Management (TOPOS). You will be instrumental in providing comprehensive administrative support, from managing office space and travel arrangements to overseeing integration processes for new faculty and researchers. Working closely with senior academic staff, you will develop systems and processes to streamline administrative workflows, ensuring our faculty and researchers have the support they need to excel in their academic pursuits. You will also manage the Faculty and Researcher Administration Team, ensuring that high standards of professional support are maintained. Key responsibilities: * Support academic staff with expense claims, travel arrangements and purchasing processes. * Manage space planning and office allocations for academic staff and visitors. * Manage budgets, forecasts and financial administration related to your work, including monitoring research allowance expenditures. * Lead on the integration of new faculty, researchers and visitors, providing guidance on institutional processes. * Line manage and develop the Faculty and Researcher Administration Assistant(s) and any casual staff. You will have broad management and administrative expertise, demonstrating strong planning and organisational skills, with the ability to multi-task and manage workloads under tight deadlines. Experience in financial systems and financial management is essential, alongside excellent written and verbal communication skills. You must have the Right to Work within the UK as this position may not amount to enough points under the points-based immigration system in the UK. For more information please visit: https://www.jobs.ox.ac.uk/pre-employment-checks. Further information on this role can be found in the job description. We offer very generous benefits, some of which are: * Generous holiday allowance of 38 days including bank holidays * Hybrid working * Membership of the Oxford staff pension scheme * Discounted bus travel * Subsidised onsite catering * Cycle loan scheme * Plus, many other University benefits **All applications must include a CV, Supporting Statement/Cover Letter and Current Salary.** For further guidance and support, please visit **https://www.jobs.ox.ac.uk/how-to-apply**. **The closing date for applications is 4 October 2024 at 12.00 noon.** Are you interested in joining Saïd Business School’s talent pool and/or receiving our job alerts? Register at **https://careers.sbs.ox.ac.uk/registration.aspx**.
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