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I **NTERNAL APPLICANTS ONLY** We are looking for an executive assistant to join the friendly and supportive Research Strategy and Funding Team in the Medical Sciences Divisional Office in the University of Oxford. This is a great opportunity to provide executive assistant support for the Director and Associate Director of Global Health, and provide administrative support for Oxford Global Health events and projects. This new role will support the Oxford Global Health initiative at the University of Oxford and its inaugural Director and Associate Director. It will suit someone with excellent interpersonal skills, strong organisational skills, and the ability to work flexibly, who wants to work in a new, busy, challenging and fast-moving environment supporting the ultimate aim of improving global health. The Directors of Global Health will operate busy and complex schedules, requiring you to provide active support in helping them conduct their business in a timely and efficient manner. This will include dealing with and progressing a wide range of matters, often with high profile contacts requiring you to exercise judgment about the course of action required. Together with the Global Health Facilitator, you will contribute administrative support to the establishment and running of a series of projects to further the aims of Oxford Global Health, for example administrative support for the establishment of a network and organising events. Oxford Global Health is a University-wide initiative to deliver global health interdisciplinary partnerships, funding, output, visibility, impact and better connections between global health activity across all academic divisions of the University. Oxford Global Health is supported by a core Directorate consisting of the Director, Associate Director, Global Health Facilitator, Research Communications Officer, and the Global Health Executive Assistant. Oxford Global Health is hosted and supported by the Medical Sciences Division and this role will participate as part of the Research Strategy and Funding Team in the Medical Sciences Divisional Office. However, Oxford Global Health is charged with progressing the global health research across all academic disciplines, and drive Oxford’s place at the forefront of global health and innovation and so the postholder will operate across the full breadth of the University. This is available as a full-time position. The Team operates hybrid working with time split between the MSD Office in the John Radcliffe Hospital (currently minimum 1 day/week), in person at the Oxford Martin School and remote working. If offered on a part-time basis, the Team can offer flexibility over the exact hours and days worked. The role is fixed term until 30 November 2029. **What We Offer** Working at the University of Oxford offers several exclusive benefits, such as: • 38 days of annual leave to support your wellbeing, with the option to purchase up to 10 extra days and additional leave after long service. • One of the most generous maternity and adoption leave schemes in UK higher education, offering up to 26 weeks of full-pay leave, followed by additional statutory and unpaid leave options. • A commitment to hybrid and flexible working to suit your lifestyle. • An excellent contributory pension scheme. • Affordable and sustainable commuting options, including a cycle loan scheme, discounted bus travel, and season ticket loans. • Access to a vibrant community through our social, cultural, and sports clubs. **To apply, please upload the following:** • A covering letter/supporting statement • Your CV • The details of two referees The closing date for applications is 12 noon on Wednesday 26 February 2025. It is anticipated that Interviews will take place on 13 March 2025
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Job Description _________________________________________________________________________ MEDICAL SCIENCES DIVISION Job title Global Health Executive Assistant Division Medical Sciences Division Department Medical Sciences Division Location Medical Science Divisional Office, JR Hospital, Headley Way, Oxford, OX3 9DU Grade and salary Grade 6: £34,982 - £40,855 per annum (pro-rata for part time) Hours Full-time: 37.5 hours per week (part-time at a minimum of 0.6FTE will be considered) Contract type Fixed term – until 30 November 2029 Reporting to Global Health Facilitator Vacancy reference 177784 The role This role will support the Oxford Global Health initiative at the University of Oxford and its inaugural Director and Associate Director. The Oxford Global Health Executive Assistant primarily provides executive assistant support for the Director and Associate Director, and additionally, administrative support for Oxford Global Health events and projects. The Directors of Global Health will operate busy, demanding and complex schedules, requiring you to provide active support in helping them conduct their business in a timely and efficient manner. This will include dealing with and progressing a wide range of matters, often with high-profile contacts requiring you to exercise judgment about the course of action required, especially when the Director is unavailable. Together with the Global Health Facilitator, you will contribute administrative support to the establishment and running of a series of projects to further the aims of Oxford Global Health, for example, administrative support for the establishment of a network and organising events. This role provides the opportunity to work in a new, busy, challenging and fast-moving environment supporting the ultimate aim of improving global health. We are looking for an experienced administrator who enjoys being part of a dynamic, high-performing team. To succeed in the role, you must have experience as a senior personal assistant, excellent interpersonal and organisational skills coupled with sound judgement, great attention to detail and the ability to prioritise, backed up with great IT skills. In this role, you will regularly interact with senior offices across the University (Vice-Chancellor, Pro-Vice Chancellors, Heads of colleges, divisions and departments and senior academics and senior professional staff) and externally (governments, research councils, charities, corporations, donors, health organisations and agencies). Oxford Global Health is a University-wide initiative to deliver global health interdisciplinary partnerships, funding, output, visibility, impact and better connections between global health activity across all academic divisions of the University. To drive this activity, a new academic Director of Global Health was appointed in September 2023. Oxford Global Health is supported by a core Directorate consisting of the Director, Associate Director, Global Health Facilitator, Research Communications Officer, and the Oxford Global Health Executive Assistant. Oxford Global Health is hosted and supported by the Medical Sciences Division and this role will participate as part of the Research Strategy and Funding Team in the Medical Sciences Divisional Office. However, Oxford Global Health is charged with progressing the global health research across all academic disciplines, and driving Oxford’s place at the forefront of global health and innovation so the postholder will operate across the full breadth of the University. Responsibilities Executive Assistant for the Director and Associate Director of Global Health     Responsibility for the Directors’ diary and meeting schedules, including all domestic and international travel. Acquire the knowledge required to quickly assess and prioritise demands on the Directors’ time to ensure their time is deployed in the most efficient and productive manner. This will include communication and negotiation on the Directors’ behalf with internal and external contacts and offices of the most high-profile nature. Ensure that briefings in support of the Directors’ travel and meetings are produced in a timely manner and communicated to colleagues and contacts as appropriate. Manage incoming correspondence, emails and meeting requests, progressing matters as appropriate. Identifying priority items of business for immediate attention, taking action where possible or drafting responses for the Directors. Making judgements about which items need to be dealt with by the Directors and which can be more appropriately dealt with by other staff or members of the Directorate. Carry out research and produce briefings, reports or presentations, as required by the Director and Associate Director (e.g. producing biographies of guests, researching contacts, summarising related news items for a presentation). Administrative support for Oxford Global Health The Global Health Administrator and Executive Assistant provides core support to Oxford Global Health and ensures its smooth and effective running.  Support hosting events and meetings, including drafting correspondence, coordinating logistical arrangements, booking venues and catering, arranging travel, undertaking or commissioning briefings, receiving senior visitors and providing assistance during visits.  Provide committee support, including writing minutes and managing and disseminating paperwork for the termly meetings of the Oxford Global Health Steering Committee, Oxford Global Health Management Committee and other groups. Support the Global Health Facilitator with project management, including maintaining task lists, progress reporting, identifying and tracking actions and ensuring they are carried out. Carry out project work as directed by the Global Health Facilitator. Develop and implement filing procedures and processes. Manage invoices and expense claims through Oracle Financials, advise the team about eligible expenses within the University regulations and obtain reimbursement from external bodies as necessary. Ensure the Oxford Global Health website is up to date, in liaison with the Research Communications Officer. Manage the Oxford Global Health Enquiries mailbox, answering queries or redirecting to colleagues as required.       Other   Participate and contribute as part of the wider Research Strategy and Funding Team. You may be called upon to perform other duties, commensurate with the grade of the post, as assigned by the Global Health Facilitator. Selection criteria Essential  Substantial experience of acting as an executive assistant or senior personal assistant in a large and complex organisation  Excellent interpersonal skills, including written and verbal communication skills o Able to write clearly and effectively, with experience of drafting correspondence and minutes o Well-developed diplomacy skills, with the ability to communicate clearly, effectively and tactfully with a wide range of stakeholders including individuals of the highest profile  Strong organisational skills o Experience of managing a detailed and busy diary o Ability to organise complex travel and meeting schedules o Experience organising events  Sound judgement and the ability to prioritise demands  Able to work with great accuracy and attention to detail  Able to organise own workload effectively and flexibly, and manage deadlines  Excellent skills in Microsoft 365, including Outlook, Word, Teams, Excel and PowerPoint Desirable  Experience working within the higher education sector  Experience processing invoices and travel expenses 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 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 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 divoof.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 e-recruitment system to confirm receipt of your application. Please check your spam/junk mail if you do not receive this email. Important information for candidates Data Privacy Please note that any personal data submitted to the University as part of the job application process will be processed in accordance with the GDPR and related UK data protection legislation. For further information, please see the University’s Privacy Notice for Job Applicants at: https://compliance.admin.ox.ac.uk/job-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 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. 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
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INTERNAL APPLICANTS ONLY We are looking for an executive assistant to join the friendly and supportive Research Strategy and Funding Team in the Medical Sciences Divisional Office in the University of Oxford. This is a great opportunity to provide executive assistant support for the Director and Associate Director of Global Health, and provide administrative support for Oxford Global Health events and projects. This new role will support the Oxford Global Health initiative at the University of Oxford and its inaugural Director and Associate Director. It will suit someone with excellent interpersonal skills, strong organisational skills, and the ability to work flexibly, who wants to work in a new, busy, challenging and fast-moving environment supporting the ultimate aim of improving global health. The Directors of Global Health will operate busy and complex schedules, requiring you to provide active support in helping them conduct their business in a timely and efficient manner. This will include dealing with and progressing a wide range of matters, often with high profile contacts requiring you to exercise judgment about the course of action required. Together with the Global Health Facilitator, you will contribute administrative support to the establishment and running of a series of projects to further the aims of Oxford Global Health, for example administrative support for the establishment of a network and organising events. Oxford Global Health is a University-wide initiative to deliver global health interdisciplinary partnerships, funding, output, visibility, impact and better connections between global health activity across all academic divisions of the University. Oxford Global Health is supported by a core Directorate consisting of the Director, Associate Director, Global Health Facilitator, Research Communications Officer, and the Global Health Executive Assistant. Oxford Global Health is hosted and supported by the Medical Sciences Division and this role will participate as part of the Research Strategy and Funding Team in the Medical Sciences Divisional Office. However, Oxford Global Health is charged with progressing the global health research across all academic disciplines, and drive Oxford’s place at the forefront of global health and innovation and so the postholder will operate across the full breadth of the University. This is available as a full-time position. The Team operates hybrid working with time split between the MSD Office in the John Radcliffe Hospital (currently minimum 1 day/week), in person at the Oxford Martin School and remote working. If offered on a part-time basis, the Team can offer flexibility over the exact hours and days worked. The role is fixed term until 30 November 2029. What We Offer Working at the University of Oxford offers several exclusive benefits, such as: • 38 days of annual leave to support your wellbeing, with the option to purchase up to 10 extra days and additional leave after long service. • One of the most generous maternity and adoption leave schemes in UK higher education, offering up to 26 weeks of full-pay leave, followed by additional statutory and unpaid leave options. • A commitment to hybrid and flexible working to suit your lifestyle. • An excellent contributory pension scheme. • Affordable and sustainable commuting options, including a cycle loan scheme, discounted bus travel, and season ticket loans. • Access to a vibrant community through our social, cultural, and sports clubs. To apply, please upload the following: • A covering letter/supporting statement • Your CV • The details of two referees The closing date for applications is 12 noon on Wednesday 26 February 2025. It is anticipated that Interviews will take place on 13 March 2025
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Medical Science Divisional Office, JR Hospital, Headley Way, Oxford, OX3 9DU
0.3.1 Global Health Executive Assistant_JD_FINAL.pdf
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