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**This is a re-advertisement – previous applicants need not apply** The University of Oxford is a stimulating work environment, which enjoys an international reputation as a world-class centre of excellence. Our research plays a key role in tackling many global challenges, from reducing our carbon emissions to developing vaccines during a pandemic. **Department** Graduate Admissions and Recruitment suppirts the collegiate University in all activities related to the recruitment and admissions of graduate students, facilitating the recruitment and retention of the most academically-able applicants and delivering ground-breaking graduate access initiatives to support equity and diversity. We are looking for a proactive and committed individual to join the Graduate Admissions and Recruitment (GAR) office on a part-time, permanent basis (0.4 Full-Time Equivalent). This role is part of a job share where you will be required to work 15 hours a week. This is an exciting role within the GAR office, providing administrative support to a growing department (currently 28 staff members). **What We Offer** As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including: • An excellent contributory pension scheme • 38 days annual leave • A comprehensive range of childcare services • Family leave schemes • Cycle loan scheme • Discounted bus travel and Season Ticket travel loans • Membership to a variety of social and sports clubs This role also offers the opportunity for hybrid working. **About the Role** The Administrative Assistant is a member of the Graduate Admissions and Recruitment Administrative team, within the Graduate Admissions and Recruitment Office. The post-holder will work closely with the Administrative team, currently the Executive Assistant/Office Manager, and Administrative Assistant (0.6 FTE) to deliver a proactive and efficient administrative service, including HR, financial, diary management and general administrative activity to support the running of the department. This post will be line managed by the Executive Assistant/Office Manager. This role will also involve regular contact with staff and colleagues across the University, particularly in other central teams, academic departments and colleges. As this role is a job share with the current Administrative Assistant, excellent communication skills, diplomacy and discretion is vital, as is the ability to remain calm under pressure and to approach work with a flexible and positive attitude. **About You** The successful candidate should be a strong team player with excellent organisational skills and the ability to work methodically to a high level of accuracy. You will need to have the ability to prioritise and manage a varied workload in an efficient manner, with excellent written and verbal communication skills, whilst also demonstrating experience of working independently. **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. The closing date for applications is 12 noon on **Wednesday 15 January**. Interviews will take place during week commencing **27 January** and will be in person.
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UAS Job Description UNIVERSITY ADMINISTRATION AND SERVICES Graduate Admissions and Recruitment _________________________________________________________________________ Summary Job title Administrative Assistant (part-time) Division Academic Administration Division Department Graduate Admissions and Recruitment Location University Offices, Wellington Square Grade and salary Grade 5: £31,459 - £36,616 per annum, pro rata Hours Part-time (15 hours a week, 0.4 Full-Time Equivalent) This role is part of a job share. Flexibility in the working pattern will be considered in line with business need. The office operates a hybrid working environment; the post-holder will be expected to work some of their time in the office. Contract type Permanent Reporting to Executive Assistant /Office Manager Vacancy reference 177083 The role This is an exciting role within Graduate Admissions and Recruitment (GAR). The Administrative Assistant is essential to supporting the increasing demand of administration support within the GAR office (currently 28 staff members). Reporting to the Executive Assistant/Office Manager, the Administrative Assistant will deliver administrative services in personnel and financial processing; administrative, financial and project support to the UNIQ+ research internship programme; and office administration to support the running of GAR. The Administrative Assistant will also provide key support in organising committee and working group meetings, managing bookings and events, and supporting the servicing of committees and meetings, including agendas, minutes and papers. One of the main responsibilities of this role will be to support the expansion of UNIQ+. Working with the Executive Assistant/Office Manager and the Graduate Recruitment team, the Administrative Assistant will be responsible for the payments to the participants, managing the administration and processing of all financial activity (UNIQ+ has a budget of over £500k/year which will be increasing in line with the expansion of the programme). The Administrative Assistant will also manage the payment of casual workers. There will be the expectation to support the delivery of UNIQ+ by providing general administrative support during the 7-week programme and other tasks as required. This role will report to the Executive Assistant/Office Manager, and they will work closely together, along with the current Administrative Assistant, to deliver a proactive administrative service to the department. The post holder must be well organised and methodical, with excellent attention to detail. The role will involve regular contact with staff and colleagues across the University, particularly in other central teams (e.g. AAD Administration, HR, etc.) and academic departments. Excellent communication skills, tact and discretion are vital in this role as is the ability to remain calm under pressure and to approach work with a positive attitude. This role would suit an experienced, committed and energetic administrator who enjoys being part of a close-knit team. Flexible working This role is part of a job share. Flexibility in the working pattern will be considered in line with business need. The office operates a hybrid working environment; the post-holder will be expected to work some of their time in the office. Responsibilities Financial Administration 1. Undertake financial processing for the department, including being responsible for the preparation and processing of purchase orders and invoices in the Oracle Financials System; preparing journals; processing expenses and reconciling credit card transactions according to department and University policies. The post-holder will be expected to work accurately, checking data for errors and omissions, and solving anomalies. 2. Responding to financial enquiries and ensuring that tasks are carried out in accordance with the appropriate University procedures and regulations, liaising as necessary to help solve issues and providing advice on financial procedures and policies. 3. Monitoring budgets associated with UNIQ+, including maintaining databases and updating internal financial records, and preparing accurate financial budget reports for forecasting purposes and for the use of committees and funders. The post-holder will be responsible for working with multiple cost centres and revenue streams, liaising appropriately with relevant finance teams to ensure funds are accounted for and dealt with in line with University financial regulations and contractual agreements in place. Personnel Administration 4. Undertake the processing of casual workers, including coordinating the preparation of new starter information packs and delivering induction sessions; performing Right to Work checks; accurate input into the University’s HR system People XD; and the coordination and accurate submission of payroll information according to department and University policies. General administration 5. Coordinate and facilitate committee meetings and take responsibility for arranging all aspects of these (venues, catering, attendance etc.), and support committee secretaries with any additional committee tasks. 6. Manage and co-ordinate administrative arrangements to support UNIQ+ including processing University card forms, processing invoices and department expenses claims, room booking, catering, arrangements for social events, payment of programme participants and payment of casual workers, accommodation arrangements for participants, and other tasks as required. 7. Maintain mail lists, organise meetings on behalf of the department and the Director/senior team leads, support the coordination of activities for teams within the department, maintain the office’s file directories (shared drive), ensuring the structure of the directory is maintained and information is stored and kept in accordance with GDPR and University policies. October 2024 2 8. Support the running of the office, including maintenance of office supplies, office space and auditing of equipment, liaising with Facilities management, IT Services, and any other relevant teams, as needed. The post-holder will also be responsible for producing and continuously reviewing process documentation related to the tasks they are responsible for to ensure it is up to date and comprehensive. 9. Work flexibly to support graduate admissions work at peak times. This will include providing expert advice to applicants and staff alike in departments and colleges about the complex graduate admissions process by providing customer service at the highest standard in responding to enquiries, primarily by phone and email. This may also include supporting the checking of applications, working closely with GAR’s Operations team. 10. Cover for the EA/Office Manager when they are absent or on annual leave, ensuring that essential administrative, personnel and financial activities or queries are appropriately handled, or seeking help and escalating matters as required. 11. Perform any other duties that fall within the purpose and grade of this post as determined and directed by the EA/Office Manager or the Director. The post-holder will work in areas that are still growing in scope and size, particularly related to graduate access. The post-holder will therefore be expected to be adaptable and respond flexibly as duties may change. Selection criteria Essential selection criteria 1. 2. 3. Educated to A level standard with GCSE (grade A-C) level English and Maths, or equivalent Experience of financial administration, including monitoring budgets and providing budget reports Experience of providing a high level of customer service to people at all levels of seniority with accuracy and attention to detail 4. Experience of HR administration, working with HR processes and communicating those orally and in writing 5. Ability to work independently, with minimum supervision, and as part of a team, and a willingness to resolve situations, as well as knowing when to refer issues to others 6. Familiarity with standard computer programs (Outlook, Word, Excel) and experience of using a database, as well as ability to adopt new systems quickly 7. Excellent communication skills, both verbal and written, with an exceptionally high level of attention to detail. 8. Strong organisational skills, with demonstrable ability to prioritise workload and produce accurate and detailed work to deadlines 9. Experience of working with confidential information in a discreet and effective manner, with consideration of data protection and information security regulations and policies 10. Willingness to undertake professional development and training 11. Flexible and adaptable, with strong interpersonal skills Desirable selection criteria 1. 2. 3. Experience of working in Higher Education administration Understanding or experience of University’s Oracle financial system Experience of working with an electronic HR system 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 October 2024 3 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 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. Graduate Admissions and Recruitment Office The post is located in the Graduate Admissions and Recruitment Office, which is based at the University Offices, Wellington Square. The Office is part of the Academic Administration Division (AAD), one of the largest units within the University Administration and Services. Oxford has over 11,000 graduate students, representing more than 40% of the full-time student population. Almost two thirds of our graduate students are from outside the UK, and are drawn from some 140 countries worldwide, demonstrating the highly international character and global reach of Oxford. The effectiveness of our admissions procedures and the attractiveness of the funding packages which we are able to offer applicants are of key importance in the recruitment of the ablest graduate students at national and international level. Success in this area is crucial to maintaining the pre-eminent global position of the University and its colleges, in a fiercely competitive international arena. A particular benefit for all graduate students at Oxford is that they are a member not only of their department or faculty (which provides their academic teaching and supervision), but of one of Oxford’s 38 colleges and 6 permanent private halls. The colleges provide a multidisciplinary intellectual life, along with facilities such as accommodation, meals, sporting and other social activities, and undergraduate and graduate bursaries and scholarships. The Graduate Admissions and Recruitment Office responds to the challenges of the strategic priorities within the University’s 2018 Strategic Plan (www.ox.ac.uk/strategicplan), namely further improving Oxford’s graduate admissions processes. The Graduate Admissions and Recruitment Office comprises a committed and lively team of around 28 colleagues whose busy, enjoyable and wide-ranging work covers the following main areas: - developing and co-ordinating Oxford’s processes for recruiting and admitting all our graduate students, supporting the work of the University’s departments, faculties and colleges; October 2024 4 - advancing a communications and marketing strategy to enable the recruitment of the highest calibre graduate students to Oxford; facilitating the receipt and processing of over 30,000 applications for graduate study per year, including handling applicants’ enquiries; For more information please visit www.graduate.ox.ac.uk. Academic Administration Division (AAD) The Academic Administration Division (AAD) is the University’s group of services focused on students and learning. We provide support and information that students need to thrive in their academic and personal lives, and encourage the professional and educational development of our staff. We operate in close collaboration with colleagues in central, divisional, departmental, and college administration, as well as with academic staff and students. The AAD’s work supports the student career from pre-admission through to graduation and beyond, and promotes the development of coherent systems and services across Oxford to underpin this. We focus on: Student recruitment: Attracting the best undergraduate and postgraduate students through outreach and admissions, and advising students through the admissions process. Student services: Offering high-quality services to students once they arrive at Oxford, including counselling and disability services, sports, language courses, a careers service, and fees and funding. Student administration: Managing the University’s student data, registration, examinations, and degree ceremonies, advising on visas and immigration; and developing our student systems. Educational policy: Helping to develop and implement educational policies, upholding legislation, and providing quality assurance. We also support academic and professional staff and the wider Oxford community through our language, sport, and professional and educational development services. The AAD comprises: the Careers Service, Education Policy Support, Graduate Admissions and Recruitment, Student Fees and Funding, Student Registry, Student Systems, Student Welfare and Support Services, Undergraduate Admissions and Outreach, and University Sport. They are supported by two professional support functions: AAD Administration and AAD Communications. October 2024 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) 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. If you currently work for the University please note that: - as part of the referencing process, we will contact your current department to confirm basic employment details including reason for leaving although employees may hold multiple part-time posts, they may not hold more than the equivalent of a full time post. If you are offered this post, and accepting it would take you over the equivalent of fulltime hours, you will be expected to resign from, or reduce hours in, your other posts(s) before starting work in the new post. 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 aadadminsupport@admin.ox.ac.uk To return to the online application at any stage, please go to: www.recruit.ox.ac.uk. Please note that you will receive an automated email from our online recruitment portal to confirm receipt of your application. Please check your spam/junk mail if you do not receive this email. October 2024 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-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. October 2024 7 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 (see https://hr.web.ox.ac.uk/family-leave). 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/. 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 October 2024 8
Graduate Admissions and Recruitment University Offices, Wellington Square
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This is a re-advertisement – previous applicants need not apply The University of Oxford is a stimulating work environment, which enjoys an international reputation as a world-class centre of excellence. Our research plays a key role in tackling many global challenges, from reducing our carbon emissions to developing vaccines during a pandemic. Department Graduate Admissions and Recruitment suppirts the collegiate University in all activities related to the recruitment and admissions of graduate students, facilitating the recruitment and retention of the most academically-able applicants and delivering ground-breaking graduate access initiatives to support equity and diversity. We are looking for a proactive and committed individual to join the Graduate Admissions and Recruitment (GAR) office on a part-time, permanent basis (0.4 Full-Time Equivalent). This role is part of a job share where you will be required to work 15 hours a week. This is an exciting role within the GAR office, providing administrative support to a growing department (currently 28 staff members). What We Offer As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including: • An excellent contributory pension scheme • 38 days annual leave • A comprehensive range of childcare services • Family leave schemes • Cycle loan scheme • Discounted bus travel and Season Ticket travel loans • Membership to a variety of social and sports clubs This role also offers the opportunity for hybrid working. About the Role The Administrative Assistant is a member of the Graduate Admissions and Recruitment Administrative team, within the Graduate Admissions and Recruitment Office. The post-holder will work closely with the Administrative team, currently the Executive Assistant/Office Manager, and Administrative Assistant (0.6 FTE) to deliver a proactive and efficient administrative service, including HR, financial, diary management and general administrative activity to support the running of the department. This post will be line managed by the Executive Assistant/Office Manager. This role will also involve regular contact with staff and colleagues across the University, particularly in other central teams, academic departments and colleges. As this role is a job share with the current Administrative Assistant, excellent communication skills, diplomacy and discretion is vital, as is the ability to remain calm under pressure and to approach work with a flexible and positive attitude. About You The successful candidate should be a strong team player with excellent organisational skills and the ability to work methodically to a high level of accuracy. You will need to have the ability to prioritise and manage a varied workload in an efficient manner, with excellent written and verbal communication skills, whilst also demonstrating experience of working independently. 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. The closing date for applications is 12 noon on Wednesday 15 January. Interviews will take place during week commencing 27 January and will be in person.
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