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**INTERNAL APPLICANTS ONLY** We are seeking a professional, friendly, and customer-focused individual to join the MSD IT Services team as a Finance & IT Service Administrator. The team supports over 6,000 research, teaching, and professional services staff, delivering a range of technical and user support services. **About the Role** As the Finance & IT Service Administrator, you will play a crucial role in processing various financial transactions, including Purchasing, Accounts Payable, Accounts Receivable, and Expense claims. You will also provide essential internal and customer-facing administrative support for the services delivered by MSD IT to departments across the division. **Location:** The team has three work sites: John Radcliffe Hospital, Old Road Campus and Oxford City Centre. The preferred base location can be discussed and agreed upon appointment. **Working Arrangement:** This role offers a flexible hybrid work arrangement, with time split between onsite working (typically a minimum of 2-3 days per week) and remote working. **About You** The ideal candidate will possess: * Experience of working in a relevant financial and /or IT administration roles * Initiative and the ability to work to deadlines. * High attention to detail. * Strong communication skills and the ability to work well with a diverse range of people. * A customer-focused approach to service delivery. **What We Offer** We are committed to the well-being of our employees, which is reflected in the range of benefits we provide: * An excellent contributory pension scheme * 38 days of annual leave * A comprehensive range of childcare services * Family leave schemes * Cycle loan scheme * Discounted bus travel and Season Ticket travel loans * Membership to various social and sports clubs **Application Process** You will be required to upload a covering letter/supporting statement, CV and details of two referees as part of your online application. The closing date for applications is 12 noon on Friday 27 September 2024. Interviews will take place as soon as possible thereafter.
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Job Description _________________________________________________________________________ Summary Job title Finance & IT Service Administrator Division Medical Sciences Department MSD IT Services Location We have three work sites (John Radcliffe Hospital, Old Road Campus and Oxford City Centre). The preferred base location can be discussed and agreed upon appointment. Grade and salary Grade 5: £30,259 - £35,466 per annum Hours Full time (36.5 hours) Contract type Permanent Deputy Director MSD IT Services Reporting to MSD Finance Manager (dotted line report) Vacancy reference 175405 Additional information This vacancy is for internal applicants only. The role The Medical Sciences Division is looking for a professional, friendly and customer-focused individual to join our busy team that supports our world leading researchers and students. MSD IT Services deliver a range of technical and user support services to over 6,000 research, teaching and professional services staff across the Medical Sciences Division at the University of Oxford. The Finance & IT Service Administrator plays a key role processing a range of financial transactions relating to Purchasing, Accounts Payable, Accounts Receivable and Expense claims accurately and in a timely manner. Additionally, this role involves providing internal and customer-facing administration support relating the services delivered by MSD IT to departments across the division. This includes, but is not limited to; managing incoming customer requests, triaging enquiries to other MSDIT teams, issuing software licences and assigning user accounts. Working closely with the other members of MSD IT Services and the Divisional Finance team, you will promote and maintain a customer-focussed, high-quality service, and ensure all financial transactions and administrative duties are undertaken in line with university policies and best practice. The successful candidate for this post will need to possess initiative, the ability to work to deadlines and to maintain a high level of attention to detail given the duties involved. It is important that you can work well with others and communicate effectively with a wide range of people. Responsibilities • • • • Respond to a range of enquiries, providing specialist advice and guidance on financial and administrative procedures, systems and policies to staff at various levels. Process a range of financial transactions, including purchase orders, accounts payable invoices, accounts receivable invoices, expense claims, and student/visitor payments. Process journals for recharges and corrections. Ensure all financial transactions and administrative duties are carried out in accordance with the University and external regulations, ensuring accurate and complete accounting records are maintained for audit purposes. Maintain good working relationships with key suppliers and stakeholders, be proactive in identifying issues and proposing solutions. • Maintain and enhance customer satisfaction by acting respectfully, courteously and with a ‘can do’ attitude. • Work collaboratively and maintain knowledge and skills in order to assist with implementing changes to services and ways of working. • Make a positive contribution to the team, e.g. through active participation in team meetings; demonstrating discretionary effort; completing tasks; contributing ideas. • Be familiar with key finance, IT service management and university standards and regulations, escalating any infringements in line with organisational guidance. • Undertake other duties in the department from time to time as determined commensurate with the grade and responsibilities of this post, and any other reasonable request Selection criteria • Where needed, provide additional administrative support to the MSD IT leadership team. Selection criteria Essential selection criteria 1. 2. 3. 4. 5. 6. Suitable experience of working in a relevant financial and/or IT administration roles Track record of working effectively within a team and collaborating with others to achieve shared goals Excellent communication and interpersonal skills, with the ability to communicate effectively with people at all levels both in writing and verbally. Competent user of computerised financial systems and Microsoft Packages, in particular Excel. Excellent time management and demonstrable ability to prioritise workload and produce accurate, detailed work within deadlines. Demonstrable ability to think around issues and look at the wider picture in order to provide solutions through a variety of problem-solving techniques. Desirable selection criteria 1. Experience of working in an academic or research environment 2. Knowledge and experience of University’s Oracle financial system 3. Knowledge and experience of using IT service management tools and systems 4. Knowledge and experience of supporting range of IT applications, platforms and technologies . Finance & IT Service Administrator JD FINAL.docx 2 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 Finance & IT Service Administrator JD FINAL.docx 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. Medical Sciences Division The Medical Sciences Division is an internationally recognized centre of excellence for biomedical and clinical research and teaching. We are the largest academic division in the University of Oxford and indeed bigger than many other UK Universities. World-leading programmes, housed in state-of-the-art facilities, cover the full range of scientific endeavour from the molecule to the population. With our NHS partners we also foster the highest possible standards in patient care. For more information please visit: www.medsci.ox.ac.uk Medical Sciences Division IT Services MSD IT Services is the primary service provider and central point of contact for IT queries from academics, students, staff and local IT support staff for the majority of the departments within the Medical Sciences Division. The Systems and Networks Team currently consists of this post, four grade 8 posts (including a deputy head, and one grade 7 post). The successful candidate will be one of two Deputy Directors of MSD IT Services (the other being responsible for customer service and service management) reporting to the Director. MSD IT provides, manages and support IT to enable research, teaching and administration in departments based on several hospital sites in the Headington area, the Old Road Campus and around Oxford city centre. Local departmental networks are all connected as part of the University of Oxford’s backbone network. The Medical Sciences Division primarily uses Microsoft Windows and Apple OS X desktop systems, provisioned mainly by Linux servers running Micro Focus OES. There is also a large storage service based on SES, a commercial CEPH implementation, and two VMWare clusters hosting myriad machines both for MSD IT and for our customers. We anticipate quite significant growth and change in MSD IT core services over the next five years. For more information, visit: www.medsci.ox.ac.uk/it Finance & IT Service Administrator JD FINAL.docx 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 (divoff.jobs@medsci.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. Finance & IT Service Administrator JD FINAL.docx 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. Finance & IT Service Administrator JD FINAL.docx 6 Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, flexible working options, 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, 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 We are a family-friendly employer with one of the most generous family leave schemes in the Higher Education sector. Our Childcare Services team provides guidance and support on childcare provision, and offers a range of high quality childcare options at affordable prices for staff. In addition to 5 University nurseries, we partner with a number of local providers to offer in excess of 450 full time nursery places to our staff. Eligible parents are able to pay for childcare through salary sacrifice, further reducing costs. 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 ildcare Supporting disability and health-related issues (inc 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/disability-support. 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, LGBT+ 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. Research staff The Researcher Hub supports all researchers on fixed-term contracts. They aim to help you settle in comfortably, make connections, grow as a person, extend your research expertise and approach your next career step with confidence. Find out more https://www.ox.ac.uk/research/support-researchers/researcher-hub Oxford’s Research Staff Society is a collective voice for our researchers. They also organise social and professional networking activities for researchers. Find out more https://www.ox.ac.uk/research/supportresearchers/connecting-other-researchers/oxford-research-staff-society Finance & IT Service Administrator JD FINAL.docx 7
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INTERNAL APPLICANTS ONLY We are seeking a professional, friendly, and customer-focused individual to join the MSD IT Services team as a Finance & IT Service Administrator. The team supports over 6,000 research, teaching, and professional services staff, delivering a range of technical and user support services. About the Role As the Finance & IT Service Administrator, you will play a crucial role in processing various financial transactions, including Purchasing, Accounts Payable, Accounts Receivable, and Expense claims. You will also provide essential internal and customer-facing administrative support for the services delivered by MSD IT to departments across the division. Location: The team has three work sites: John Radcliffe Hospital, Old Road Campus and Oxford City Centre. The preferred base location can be discussed and agreed upon appointment. Working Arrangement: This role offers a flexible hybrid work arrangement, with time split between onsite working (typically a minimum of 2-3 days per week) and remote working. About You The ideal candidate will possess: Experience of working in a relevant financial and /or IT administration roles Initiative and the ability to work to deadlines. High attention to detail. Strong communication skills and the ability to work well with a diverse range of people. A customer-focused approach to service delivery. What We Offer We are committed to the well-being of our employees, which is reflected in the range of benefits we provide: An excellent contributory pension scheme 38 days of annual leave A comprehensive range of childcare services Family leave schemes Cycle loan scheme Discounted bus travel and Season Ticket travel loans Membership to various social and sports clubs Application Process You will be required to upload a covering letter/supporting statement, CV and details of two referees as part of your online application. The closing date for applications is 12 noon on Friday 27 September 2024. Interviews will take place as soon as possible thereafter.
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John Radcliffe Hospital, Old Road Campus or Oxford City Centre. The preferred base location can be discussed and agreed upon appointment.
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