"Agent" . "OxPoints"@en . . . . """Job Description _________________________________________________________________________ Summary Job title Academic Office Assistant Division UAS Society Reuben College Location Reuben College, Parks Road, Oxford Grade and salary Grade 4: £27,838 - £31,459 per annum Hours Full time (36.5 hours per week, 30 hours per week will be considered) Contract type Permanent Reporting to Academic Administrator Vacancy reference 177589 The role Reuben College is a new graduate college of the University of Oxford, dedicated to fostering interdisciplinary exchange within an inclusive, innovative and impact-oriented community. The academic office assistant is a key student front facing role which requires a sympathetic nature. The role supports the day-to-day work of the busy Academic Office. Whilst each staff member has particular responsibilities, the Academic Office works as a team, with members assisting one another as the need arises. The role involves supporting the Graduate and Admissions Administrator, Academic Administrator and Senior Tutor with the academic administration of the college. Responsibilities Student Administration          Serve as the initial student contact for Academic Office inquiries, providing direct support or sign posting to other colleagues, as appropriate Process student requests for replacement University cards, including ordering and distributing cards Prepare correspondence for students, including status letters, bank letters, and visa documentation Monitor student suspensions, tracking return dates, updating University card end dates, and verifying potential impacts on graduation schedules Maintain accurate student records in the college database, updating student status (suspension, course completion, for example) Collate student support grant applications, coordinating with finance to resolve outstanding requests Provide administrative support for Academic Office events, such as Reuben Explores, including managing sign-ups, communicating with speakers, and supporting during the events, if necessary Prepare documentation for the President's Collection, compiling necessary student materials for review Monitor advisor-advisee reporting and follow up with the Senior Tutor regarding missing reports Admissions Support      Support the Graduate and Admissions Administrator by entering offers and uploading offer letters in eVision Add college advisors to eVision during the admissions process Perform mail merges for offer letters and financial declaration forms as needed Support with Matriculation and Freshers week events, which may require evening and weekend work Assist with in-person registration prior to the academic year's commencement Graduation Support      Send 90/60/30-day template emails to graduates Liaise with the University's Degree Ceremony team regarding graduation bookings Respond to queries from current students and alumni Provide on-the-day support to the Dean of Degrees (including some weekend shifts with time in lieu) Collaborate with the Events team to coordinate event logistics, including catering, IT, and room setup General Administration      Support the Academic Office with student administration tasks Assist with ad hoc events organised by the Academic Office Develop and refine standard processes for common tasks and inquiries Identify and propose improvements to existing procedures Prepare student-related data as required Selection criteria Essential selection criteria       A levels, BTEC ND, NVQ Level 3 or equivalent and/or significant work experience at a similar level Experience of working as part of a team Good written and oral communication skills with the ability to communicate clearly with a wide range of stakeholders in customer focused environment Experience of managing administrative processes Experience of working flexibly to meet fluctuating demands Good knowledge of Microsoft Office (Outlook, Word, Excel) and experience of using a database or information system Desirable selection criteria    Experience of working within a Higher Education Institute Experience in handling sensitive and confidential information in accordance with data protection principles and GDPR compliance Experience of organising events and making administrative arrangements October 2024 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 October 2024 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. College Reuben College was established in 2019 with a generous founding gift from the Reuben Foundation. As one of 39 self-governing colleges at the University of Oxford, Reuben provides an interdisciplinary research environment for leading academics and postgraduate students. As a new institution, Reuben College is committed to building an inclusive community that recognizes the importance of diversity in its intellectual pursuits. The College provides an environment that stimulates interdisciplinary research, leadership development, and engagement with the public. For more information please visit: Welcome to Reuben College | Reuben College (ox.ac.uk) October 2024 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. 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 human.resources@reuben.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 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. October 2024 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 (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 7 """^^ . . 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Reuben College is a new graduate college of the University of Oxford, dedicated to fostering interdisciplinary exchange within an inclusive, innovative and impact-oriented community.  We are seeking an Academic Office Assistant to join our academic team.  This key student-facing role supports the comprehensive academic journey of our students, from admission through to graduation, while maintaining the highest standards of service and administrative excellence.

 

About the Role  

The postholder will work collaboratively within the Academic Office team to provide essential administrative support across three core areas: student administration, admissions, and graduation services. Key responsibilities include managing student documentation, coordinating academic events, supporting the admissions process, and ensuring smooth delivery of graduation ceremonies. The role requires evening and weekend work during key periods such as Matriculation and graduation ceremonies.

This position offers excellent opportunities for professional growth and development. There is scope to develop knowledge in academic administration, while working alongside experienced colleagues in the Academic team.

 

About You

You will bring strong interpersonal skills and a sympathetic nature to this student-facing position, alongside proven administrative capabilities. Essential qualification A levels, BTEC ND, NVQ Level 3 or equivalent and/or significant work experience at a similar level, demonstrated experience in team-based working and proficiency with Microsoft Office applications. Experience in higher education administration and handling confidential information would be advantageous.

 

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 is a full-time permanent role, though part-time hours of 30 hours per week will be considered. The position offers the opportunity to work from home one day per week.

 

Application Process 

You will be required to upload a supporting statement, CV and the details of two referees as part of your online application.

The closing date for applications is 12 noon on Tuesday 18th February. Interviews will be held in person week commencing week commencing 24th February.

 

The University of Oxford is committed to equality and diversity and welcomes applications from all sections of the community.
"""^^ . . . "telephone"@en . """Reuben College is a new graduate college of the University of Oxford, dedicated to fostering interdisciplinary exchange within an inclusive, innovative and impact-oriented community. We are seeking an Academic Office Assistant to join our academic team. This key student-facing role supports the comprehensive academic journey of our students, from admission through to graduation, while maintaining the highest standards of service and administrative excellence. **About the Role ** The postholder will work collaboratively within the Academic Office team to provide essential administrative support across three core areas: student administration, admissions, and graduation services. Key responsibilities include managing student documentation, coordinating academic events, supporting the admissions process, and ensuring smooth delivery of graduation ceremonies. The role requires evening and weekend work during key periods such as Matriculation and graduation ceremonies. This position offers excellent opportunities for professional growth and development. There is scope to develop knowledge in academic administration, while working alongside experienced colleagues in the Academic team. **About You** You will bring strong interpersonal skills and a sympathetic nature to this student-facing position, alongside proven administrative capabilities. Essential qualification A levels, BTEC ND, NVQ Level 3 or equivalent and/or significant work experience at a similar level, demonstrated experience in team-based working and proficiency with Microsoft Office applications. Experience in higher education administration and handling confidential information would be advantageous. **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 is a full-time permanent role, though part-time hours of 30 hours per week will be considered. The position offers the opportunity to work from home one day per week. **Application Process ** You will be required to upload a supporting statement, CV and the details of two referees as part of your online application. The closing date for applications is **12 noon on Tuesday 18th February**. Interviews will be held in person week commencing **week commencing 24th February**. **The University of Oxford is committed to equality and diversity and welcomes applications from all sections of the community.** """ . . . . "Academic Office Assistant" . . "Standard Grade 4: £27,838 to £31,459 per annum" . "Reuben College, Parks Road, Oxford." . "S1"^^ . "comment" . . "name" . . "page" . . "text/plain" . "site" . "Document" . . . "homepage" . . "has primary place" . . . . "finance code" . . "in dataset" . . . . . "01865 616471" . _:N3916bbae85df47f8b7b484a9edb4d3db . "tiene sede principal en"@es . . . . . . "OpenStreetMap feature identifier" . "value" . "Reuben College" . . "51.75788"^^ . . . . . "type" . "Reuben College" . . "way/770743338" . "RDF/XML description of Academic Office Assistant" . . . . "Unit price specification"@en . _:N3916bbae85df47f8b7b484a9edb4d3db . . "tiene sede en"@es .