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Grade 5: £31,459 - £36,616 (with a discretionary range to £39,749) per annum, dependent on experience
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About the Blavatnik School of Government Our vision is of a world better led, a world better served and a world better governed. We are a global school committed to improving the quality of government and public policymaking worldwide, through three routes: teaching current and future leaders; generating research with impact; and engaging with governments and practitioners. What we offer The School is a collaborative, friendly, and dynamic department based in an award-winning building in Oxford. We host regular events and talks with well-known guest speakers – all of which are open to staff. On the social side, we have regular coffee/cake mornings for staff, a family-friendly Halloween event, and Christmas and summer parties. As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including: An excellent contributory pension scheme 38 days’ annual leave (plus additional annual leave for long service) Family leave schemes and a comprehensive range of childcare services Cycle loan scheme and discounted bus travel and Season Ticket travel loans Membership to a variety of social and sports clubs Opportunities for remote working. More information about working at the School can be found on our jobs page. About the Role Executive Programmes is a rapidly growing area within the School, which is further expanding over the next few years. We are seeking to appoint a talented Programme Administrator (Admissions) to support the School’s executive programmes and our admissions activities as a one-year maternity cover. The postholder will work closely with our Outreach and Recruitment Manager to support the admissions process for our open enrolment programmes. This will require a highly organised individual, with strong attention to detail, and excellent customer service skills. They will often be the first point of contact for applicants to our programmes, steering them through the admissions process and scheduling interviews. In addition, they will manage the leads database, inputting new leads generated from our marketing and outreach activity, and following up potential pipeline activity. They will also lead the arrangements for any allocated programmes and will be responsible for planning, preparation, and delivery (online and/or in-person) aspects of their programmes. For further details on each position, please consult the job description below. About You You will have excellent organisational and team working skills with a flexible can-do approach, self-motivation, resilience, and a willingness to adapt to the changing needs and priorities of our clients, and across the School. Tact, attention to detail, discretion, and a welcoming attitude are therefore essential. This role would suit somebody who enjoys the ownership of projects, building warm relationships and working on a variety of tasks in a fast-paced environment If you believe that you have the experience to make a positive impact on our team, we would love to hear from you. For an informal conversation about the role, please get in touch with the HR team (recruit@bsg.ox.ac.uk). Application Process You will be required to upload a supporting statement, your CV, and the details of two referees as part of your online application. The closing date for applications is 12 noon (UK time) on Monday 6 January 2025. We anticipate that interviews will take place in mid-January and will be conducted in-person at the School.
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_____________________________________________________________________________________________ BLAVATNIK SCHOOL OF GOVERNMENT Job description Job title Programme Administrator (Admissions) – Executive Programmes (maternity cover) Division Social Sciences Department Blavatnik School of Government Location Radcliffe Observatory Quarter, Woodstock Road, Oxford, OX2 6GG Grade and salary Grade 5: £31,459 - £36,616 (with a discretionary range to £39,749) per annum, dependent on experience Hours Full time Contract type One year fixed-term for maternity cover Reporting to Outreach and Recruitment Manager Vacancy ID 176490 Closing date 12pm UK time on Monday 6 January 2025 The role At the Blavatnik School of Government, part of the University of Oxford, our vision is of a world better led, better served and better governed. The Blavatnik School of Government is one of the newest departments at the University of Oxford. Executive Programmes are a developing area of School’s engagement, which is further expanding with exciting new opportunities to grow our portfolio of programmes. The online and blended programmes, and the need for flexibility in our usual operating model, means that additional support will be required to deliver our programmes to the high standards we expect. We are now seeking to appoint a talented Programme Administrator (Admissions) to support the School’s executive programmes and our admissions activities as a one-year maternity cover. The postholder will work closely with our Outreach and Recruitment Manager to support the admissions process for our open enrolment programmes. This will require a highly organised individual, with strong attention to detail, and excellent customer service skills. They will often be the first point of contact for applicants to our programmes, steering them through the admissions process and scheduling interviews. In addition, they will manage the leads database, inputting new leads generated from our marketing and outreach activity, and following up potential pipeline activity. They will also lead the arrangements for any allocated programmes and will be responsible for planning, preparation, and delivery (online and/or in-person) aspects of their programmes. The postholder will provide excellent customer service to our participants, from the initial contact in the admissions phase, through to the delivery of the programme, whether online or in Oxford. They will work closely with the Executive Programmes team and be the very first point of contact for participants, faculty, practitioners and external venues. The successful candidate will need excellent organisational and team working skills with a flexible can-do approach, self-motivation, resilience, and a willingness to adapt to the changing needs and priorities of our clients, and across the School. Tact, attention to detail, discretion, and a welcoming attitude are therefore essential. This role would suit somebody who enjoys the ownership of projects, building warm relationships and working on a variety of tasks in a fast pace environment. Responsibilities Executive Education • Support the recruitment and admissions processes for our Public Leader Programmes by working closely with the Outreach and Recruitment Manager and the Executive Programmes team. • Collate all inbound leads, generated from marketing activity. Research and input lead details onto database and generate email responses. • Support outreach activity, by researching and generating new leads for potential applicants, and sponsors. Input key information onto the database and ensure follow up activity is complete. • Support the engagement of the executive alumni community and take ownership of the termly online alumni event planning and delivery. • Manage participant application process via Qualtrics. Ensure application forms are updated, monitor applications, save documents to system, complete applicant trackers, and schedule interviews. • Play a key role in project planning and act as a key contact for the School’s executive programmes. These can include open and customised programmes. • Following the project planning, work as part of the programme team to deliver specific executive programmes. These mainly take place at the Blavatnik School, but could also be in other Oxford sites, throughout the UK and in partner countries. • Take the lead in all logistical arrangements internally and externally; accommodation, catering, IT/AV and travel logistics for participants and guest 2 lecturers/ speakers, ensuring that arrangements are made in-line with University and School policies. Request reading lists, teaching materials and any additional information they will need to participate in the delivery. Liaise with the libraries to request copyrights. • Manage participant communication by providing high-quality customer service with timely, status updates, and respond to queries to external and internal clients, as well as applications to public leaders programmes • Update programme project plans and set up regular project meetings. Alert the manager (or client if necessary) to any potential problems or delays in plans or milestones. • Raise purchase orders for goods/services, and track programme finances to ensure they remain within programme budgets. Support finance by ensuring invoices are sent, approved and paid. • Meet and greet guest lecturers, participants and fellows during programme delivery. • Liaise with HR to coordinate and conduct right to work checks for academics and speakers. • Support for any online teaching sessions. Act as an online learning facilitator during the session and be proactive in working closely with the Programme Director to determine which Zoom functionalities will be used ahead of the session. • Assist the creation of high-quality programme and promotional materials and follow School’s branding and the department’s guidelines. This could include providing input to programme brochures, participant guides, website information, news stories, and alumni newsletters. • Complete post-programme activities by following department’s evaluation process; create evaluation forms promptly ready for distribution after sessions, compile feedback and ensure feedback is shared with the School and faculty. • Work closely with the executive programmes team and other School teams to maintain the high standards of service and to identify ways to improve our processes, service and experience to our participants. Other Duties • Work closely with other School staff and teams (the Chief Operating Officer, Deans’ Office, External Relations, and Finance) to help deliver certain one-off special projects / events / workshops. Selection criteria Essential • • • • Experience in organising and/or supporting events or programmes, or experience with administrative support in other areas; Excellent organisational skills with a flexible can-do approach, self-motivation, resilience, and a willingness to adapt to the changing needs and priorities in your team and across the School; High levels of accuracy and attention to detail when inputting data and providing information; The ability to have ownership of projects and tasks; 3 Excellent levels of customer service with a personable, diplomatic approach, and the ability to employ tact, discretion, and initiative in dealing with a diverse range of people, including international course participants, senior visitors, academic faculty, and other members of the collegiate University; The ability to know when to use initiative and when to seek advice; Excellent communication skills in both written and spoken English; Good numeracy skills, including confidence in dealing with financial data; Excellent IT skills including experience in the use of the Microsoft Office Suite, Canvas and/or other similar platforms, and the ability and interest to learn new systems; A systematic, thorough, and highly-organised approach to work with the ability to work to tight deadlines; A flexible approach to working hours and locations will be required, as post-holders may be asked to work outside normal office hours and/or offsite (in other UK locations and occasionally abroad) in connection with their programme delivery. Time off in lieu will be given for working any events/courses that are held outside of normal hours. • • • • • • • Desirable Interest in education, learning and development; Experience of recruitment cycles, lead generation and database management; Experience using LinkedIn as a sales tool; Experience providing support to and working with senior public figures and/or high-net-worth individuals. • Experience working with a CRM • • • • 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. 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 Hazard-specific / Safety-critical duties This job includes hazards or safety-critical activities. If you are offered the post, you will be asked to complete a health questionnaire which will be assessed by our Occupational Health Service, and the offer of employment will be subject a successful outcome of this assessment. The hazards or safety-critical duties involved are as follows: • Travel outside of Europe or North America on University Business 4 About the University of Oxford Welcome to the University of Oxford. We aim to lead the world in research and education for the benefit of society both in the UK and globally. Oxford’s researchers engage with academic, commercial and cultural partners across the world to stimulate high-quality research and enable innovation through a broad range of social, policy and economic impacts. We believe our strengths lie both in empowering individuals and teams to address fundamental questions of global significance, while providing all our staff with a welcoming and inclusive workplace that enables everyone to develop and do their best work. Recognising that diversity is our strength, vital for innovation and creativity, we aspire to build a truly diverse community which values and respects every individual’s unique contribution. While we have long traditions of scholarship, we are also forward-looking, creative and cutting-edge. Oxford is one of Europe's most entrepreneurial universities and we rank first in the UK for university spin-outs, and in recent years we have spun out 15-20 new companies every year. We are also recognised as leaders in support for social enterprise. Join us and you will find a unique, democratic and international community, a great range of staff benefits and access to a vibrant array of cultural activities in the beautiful city of Oxford. For more information, please visit www.ox.ac.uk/about/organisation. The Blavatnik School of Government Our vision is of a world better led, a world better served and a world better governed. We are a global school committed to improving the quality of government and public policymaking worldwide, through three routes: teaching current and future leaders; applied research; and engagement with government and practitioners. The School was founded in 2010 and our founding dean is Professor Ngaire Woods. We admitted the first 38 Master of Public Policy (MPP) students in 2012 and we currently accept around 150 MPP students and six doctoral students a year. The Blavatnik School of Government holds a bronze Athena Swan award to recognise advancement of gender equality: representation, progression and success for all. You can find more information on the Blavatnik School of Government’s website. 5 How to apply Applications are made through our online recruitment portal. Information about how to apply is available on our Jobs website https://www.jobs.ox.ac.uk/how-to-apply. Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description. As part of your application you will be asked to provide details of two referees and indicate whether we can contact them now. You will be asked to upload a CV and a supporting statement. The supporting statement must explain how you meet each of the selection criteria for the post using examples of your skills and experience. This may include experience gained in employment, education, or during career breaks (such as time out to care for dependants). If, for any reason, you have taken a career break or have had an atypical career and wish to disclose this in your application, the selection committee will take this into account. The selection committee will also be mindful of the impact that the Covid-19 pandemic may have had on candidates’ careers as a result of additional caring responsibilities or other factors. Please upload all documents as PDF files with your name and the document type in the filename. All applications must be received by midday UK time on the closing date stated in the online advertisement. Information for priority candidates A priority candidate is a University employee who is seeking redeployment because they have been advised that they are at risk of redundancy, or on grounds of illhealth/disability. Priority candidates are issued with a redeployment letter by their employing department(s). If you are a priority candidate, please ensure that you attach your redeployment letter to your application (or email it to the contact address on the advert if the application form used for the vacancy does not allow attachments). If you need help Application FAQs, including technical troubleshooting https://staff.web.ox.ac.uk/recruitment-support-faqs advice is available at: Non-technical questions about this job should be addressed to the recruiting department directly via recruit@bsg.ox.ac.uk. To return to the online application at any stage, please go to: www.recruit.ox.ac.uk. Please note that you will receive an automated email from our online recruitment portal to confirm receipt of your application. Please check your spam/junk mail if you do not receive this email. 6 Important information for candidates Data Privacy Please note that any personal data submitted to the University as part of the job application process will be processed in accordance with the GDPR and related UK data protection legislation. For further information, please see the University’s Privacy Notice for Job Applicants at: https://compliance.admin.ox.ac.uk/job-applicant-privacy-policy. The University’s Policy on Data Protection is available at: https://compliance.admin.ox.ac.uk/data-protection-policy. The University’s policy on retirement The University operates an Employer Justified Retirement Age (EJRA) for very senior research posts at grade RSIV/D35 and clinical equivalents E62 and E82, which with effect from 1 October 2023 will be 30 September before the 70th birthday. The justification for this is explained at: https://hr.admin.ox.ac.uk/the-ejra. For existing employees on these grades, any employment beyond the retirement age is subject to approval through the procedures: https://hr.admin.ox.ac.uk/the-ejra. There is no normal or fixed age at which staff in posts at other grades have to retire. Staff at these grades may elect to retire in accordance with the rules of the applicable pension scheme, as may be amended from time to time. Equality of opportunity Entry into employment with the University and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. No applicant or member of staff shall be discriminated against because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. 7 Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, travel discounts, 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 Universitysupported 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. 8
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**About the Blavatnik School of Government** Our vision is of a world better led, a world better served and a world better governed. We are a global school committed to improving the quality of government and public policymaking worldwide, through three routes: **teaching** **current and future leaders** ; **generating** **research with impact** ; and **engaging** **with governments and practitioners**. **What we offer** The School is a collaborative, friendly, and dynamic department based in an award-winning building in Oxford. We host regular events and talks with well- known guest speakers – all of which are open to staff. On the social side, we have regular coffee/cake mornings for staff, a family-friendly Halloween event, and Christmas and summer parties. As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including: * An excellent contributory pension scheme * 38 days’ annual leave (plus additional annual leave for long service) * Family leave schemes and a comprehensive range of childcare services * Cycle loan scheme and discounted bus travel and Season Ticket travel loans * Membership to a variety of social and sports clubs * Opportunities for remote working. More information about working at the School can be found on our jobs page. **About the Role** Executive Programmes is a rapidly growing area within the School, which is further expanding over the next few years. We are seeking to appoint a talented Programme Administrator (Admissions) to support the School’s executive programmes and our admissions activities as a one-year maternity cover. The postholder will work closely with our Outreach and Recruitment Manager to support the admissions process for our open enrolment programmes. This will require a highly organised individual, with strong attention to detail, and excellent customer service skills. They will often be the first point of contact for applicants to our programmes, steering them through the admissions process and scheduling interviews. In addition, they will manage the leads database, inputting new leads generated from our marketing and outreach activity, and following up potential pipeline activity. They will also lead the arrangements for any allocated programmes and will be responsible for planning, preparation, and delivery (online and/or in-person) aspects of their programmes. For further details on each position, please consult the job description below. **About You** You will have excellent organisational and team working skills with a flexible can-do approach, self-motivation, resilience, and a willingness to adapt to the changing needs and priorities of our clients, and across the School. Tact, attention to detail, discretion, and a welcoming attitude are therefore essential. This role would suit somebody who enjoys the ownership of projects, building warm relationships and working on a variety of tasks in a fast-paced environment If you believe that you have the experience to make a positive impact on our team, we would love to hear from you. For an informal conversation about the role, please get in touch with the HR team (recruit@bsg.ox.ac.uk). **Application Process** You will be required to upload a supporting statement, your CV, and the details of two referees as part of your online application. The closing date for applications is **12 noon (UK time) on Monday 6 January 2025.** We anticipate that interviews will take place in mid-January and will be conducted in-person at the School.
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