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We are seeking to appoint an Undergraduate Studies Administrator to join our friendly and established Academic Administration team to deliver a varied, complex and stimulating workstream on a fixed term, full-time basis. This post presents a great opportunity to get involved in supporting a thriving academic department to achieve its vision of a workplace where all staff and students can achieve their full potential. Reporting to the Undergraduate Studies Officer, and working closely with two other Undergraduate Studies Administrators, you will be responsible for the administration of the Mathematical Institute’s undergraduate programmes. The department has a large cohort of around 950 undergraduate students, split across four Joint Schools and two Mathematics degree programmes. You will be an excellent communicator, take a proactive approach to work and be very well organised. You will be expected to work with minimal supervision, prioritising competing demands effectively and producing high quality work, whilst adhering to deadlines. 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: • Flexible hybrid working model • An excellent contributory pension scheme • 38 days annual leave (pro rata) • A comprehensive range of childcare services • Family leave schemes • Cycle loan scheme • Discounted bus travel and Season Ticket travel loans The University also runs an enormous number of social groups and sports clubs for those looking for more than just a great place to work. We proudly hold a departmental Athena SWAN Silver Award and an institutional Race Equality Charter Bronze Award, which guide our progress towards advancing racial and gender equality. As part of our strategic aim to improve staff equality and diversity, we would particularly welcome applications from BME candidates, who are currently under-represented in positions of this type within the department. Please direct informal enquiries to the Recruitment Coordinator (email: recruitment@maths.ox.ac.uk), quoting vacancy reference 178314. Applicants should read the job description document before writing their application. You will be required to upload a supporting statement, setting out how you meet the selection criteria, a curriculum vitae and the names and contact details of two referees as part of your online application Only applications received before 12:00 noon UK time on Wednesday 19 March 2025 can be considered.
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Andrew Wiles Building, Radcliffe Observatory Quarter, Woodstock Road, Oxford, OX2 6GG.
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MATHEMATICAL INSTITUTE ANDREW WILES BUILDING Job Description and Selection Criteria Job title Undergraduate Studies Administrator Division Mathematical, Physical and Life Sciences Department Mathematical Institute Andrew Wiles Building, Radcliffe Observatory Quarter, Woodstock Road, Oxford, OX2 6GG. Location The department is open to a hybrid working arrangement. The team is expected to work at least 3 days in the office during term time Grade and salary Grade 5: £31,459 - £36,616 per annum Hours Full time Contract type Fixed term for 12 months Reporting to Undergraduate Studies Officer (Rosalind Mitchell) Vacancy reference 178314 Additional information This is a full-time position that cannot be held concurrently with any other substantive post without the explicit permission of the Head of Department. The role Reporting to the Undergraduate Studies Officer, and working closely with two other Undergraduate Studies Administrators, you will be responsible for the administration of the Mathematical Institute’s undergraduate programmes. The department has a large cohort of around 950 undergraduate students, split across four Joint Schools and two Mathematics degree programmes. We are looking for an Undergraduate Studies Administrator to join our friendly and busy team to support our students and faculty. You will be an excellent communicator, take a proactive approach to work and be very well organised. You will be expected to work with minimal supervision, prioritising competing demands effectively and producing high quality work, whilst adhering to deadlines. Responsibilities • To be the first point of contact for students and faculty, providing advice and guidance relating to undergraduate student matters. • Manage on-course administration, including student induction; updating all course materials and handbooks; maintaining accurate University systems and internal database records; administration of coursework; dealing effectively with all courserelated correspondence; timetabling of lectures; organisation of course-related events; and co-ordination of termly course evaluation questionnaires. • Support the intercollegiate class scheme to co-ordinate the allocation of tutors and teaching assistants to classes, including recruitment and induction of teaching assistants; dealing with queries from tutors, students and colleges; maintaining a webbased database; and supporting payments through casual payroll. • Support the summer research project scheme, computational mathematics classes, open days, and compile and distribute the weekly student bulletin. • To provide specialist advice and guidance to the Associate Head of Department (Education), the Academic Leads, and academic faculty on University Regulations, policy and practice relating to undergraduate taught student matters. You will need to use initiative to read and investigate, in order to answer varied and complex queries. • Responsible for Prelims, Part A and Part B examinations and assist with the coordination of aspects of the examination process across all undergraduate examinations including, liaising with Exam Schools; advising Chairs of Examiners on University policies and course regulations and servicing exam board meetings; recruiting and inducting assessors, checkers and markers; co-ordinating script delivery and collection; and operating the examinations database, ensuring accurate mark entry and record-keeping. • Service committees, including preparing the agendas and papers, preparing minutes and following up on actions as required. Examples include the Joint Committee for Mathematics and Philosophy, Prelims Co-ordinator meetings, Access Committee and Admissions Committee. 2 • Maintain good relationships with University Academic Services, including the Proctors’ Office, Education Policy Support, Academic Records Office, as well as the MPLS Divisional Office and, where relevant, other departments involved in the delivery of the degree, ensuring timely information sharing and good lines of communication. General: • Maintain and improve information systems and appropriate record-keeping systems, to enable the collection and presentation of up to date and accurate information on a variety of matters in a timely manner. • Keep up to date with University policy and regulation updates, maintaining awareness of communications. • Responsible for room bookings within the department. • Responsible for setting up Lecture Capture recordings for undergraduate teaching as required, editing recordings and releasing them to students as necessary. • Some occasional evening and weekend work. • Cover for colleagues’ absences as part of the Academic Administration team. • Undertake any other tasks commensurate with the grade, as directed by the Head of Academic Administration or Head of Administration and Finance. Selection criteria Your application will be judged only against the criteria which are set out below. You should ensure that your application shows clearly how your skills and experience meet these criteria. The Selection Committee for this process is expected to comprise; • • • Dr Joanna Walker, Deputy Head of Academic Administration Rosalind Mitchell, Undergraduate Studies Officer Roozbeh Jamali, Systems Administrator The University is committed to fairness, consistency and transparency in selection decisions. Members of the selection committee are aware of the principles of equality of opportunity, fair selection and the risks of bias. If, for any reason, you have taken a career break, parental leave or have had an atypical career and wish to disclose this in your application, the selection committee will take this into account, recognising that the quantity of your experience may be reduced as a result. Essential • A good level of general education • Experience and a good understanding of general administrative practices and procedures • Excellent organisational skills to collect, collate, store and disseminate information 3 • A flexible approach to tasks and the ability to balance demands, prioritising workload in an efficient and sensible manner in order to meet deadlines • Excellent attention to detail • Ability to understand regulations and explain them to others • Ability to analyse office systems and recommend improvements • Ability to deal with a wide variety of people including academic staff and students • Excellent communication skills, both verbal and written • Ability to deal with information of a confidential nature • Ability to work as part of a team • Good IT skills — experience of spreadsheets and databases, preferably within the Microsoft Office suite. Desirable • Experience of administration of educational programmes would be an advantage. 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 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 cuttingedge. Oxford is one of Europe's most entrepreneurial universities and we rank first in the UK for 4 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 Mathematical Institute The Mathematical Institute, as Oxford’s Department of Mathematics is known, is one of the leading mathematics departments in the world. Our mathematical research, impact and environment have twice been ranked first in the UK, in the 2021 and 2014 Research Excellence Framework exercises, a government review of research in all UK universities. The Mathematical Institute is the focus of research into both fundamental mathematics and its applications, and our inclusive nature and overall size are key factors in the provision of an outstanding research environment for our members. The large number of faculty, postdocs and students in the Mathematical Institute, all supported by excellent facilities, allows us to maintain a critical mass in research groups encompassing a wide spectrum of mathematics, while our integrated nature fosters collaboration between fields. We also host a large number of academic visitors. Our web pages (www.maths.ox.ac.uk) provide comprehensive information about all of our activities. The research activities of the Institute as a whole can be gauged from the web pages of the research groups and centres within the Institute (www.maths.ox.ac.uk/research). The range of our research interests is well reflected by the profile of our faculty as listed at www.maths.ox.ac.uk/people. Many members of the Institute have received prestigious prizes and other special recognition for their work; some recent examples can be found at www.maths.ox.ac.uk/news. The Mathematical Institute moved into the purpose-built Andrew Wiles Building in the University’s Radcliffe Observatory Quarter in September 2013. As well as providing offices for all staff and graduate students, it houses a range of other facilities available to members of the department, including the Whitehead Library, a large range of meeting rooms, teaching spaces, lecture rooms, and social spaces, and a small laboratory for carrying out table-top experiments. For more information, see www.maths.ox.ac.uk/about-us . Teaching is central to the life of the Mathematical Institute and we have around 900 undergraduates on course, some on joint courses with other departments. We teach around 250 students each year across five taught master’s degree courses, and have over 250 doctoral students in residence at any one time. Our doctoral programme always attracts the best research students from across the world, and we have a broad mentoring and training programme. The Mathematical Institute strives to ensure that all staff and students are given the opportunities and support they need to achieve their potential. We are committed to equality of opportunities and to advancing women’s careers. We support staff returning from long-term absence with teaching relief, offer flexible working arrangements, and the department sponsors University nursery places to support the priority allocation of childcare to our staff. Further information about family support can be found below under University Benefits, Terms and 5 Conditions. Our Equality, Diversity & Inclusion Committee1 contributes to many aspects of our work. As part of the department’s commitment to openness, inclusivity and transparency, we strongly encourage applications from all who consider they meet the requirements of the post, and particularly from women and ethnic minorities. We have a number of family-friendly policies, such as the right to apply for flexible working, hybrid working, and support for staff returning from periods of extended absence. We are committed to ensuring an inclusive interview process and will reimburse up to £250 towards any additional care costs (for a dependent child or adult) incurred as a result of attending an interview for this position, which may not be applicable if the interviews are held remotely. For more information on the Mathematical Institute, please visit: www.maths.ox.ac.uk The Mathematical Institute holds a silver Athena Swan award to recognise advancement of gender equality: representation, progression and success for all. The Mathematical, Physical and Life Sciences Division The Mathematical, Physical, and Life Sciences (MPLS) Division is one of the four academic divisions of the University. Oxford is widely recognised as one of the world's leading science universities and the MPLS Division is home to our non-medical sciences, with 10 academic departments that span the full spectrum of the mathematical, computational, physical, engineering and life sciences, and undertake both fundamental research and cutting-edge applied work. Our research tackles major societal and technological challenges – whether developing new energy solutions or improved cancer treatments, understanding climate change processes, or helping to preserve biodiversity, and is increasingly focused on key interdisciplinary issues. We collaborate closely with colleagues in Oxford across the medical The Mathematical Institute was a founding supporter of the London Mathematical Society’s Good Practice Scheme (www.lms.ac.uk/women/good-practice-scheme). We have held an Athena SWAN Silver Award since 2016. 1 6 sciences, social sciences and humanities, and with other universities, research organisations and industrial partners across the globe in pursuit of innovative research geared to address critical and fundamental scientific questions. The disciplines within the MPLS Division regularly appear at the highest levels in rankings, including the Times Higher Education and QS world rankings. Nationally, the quality of the Division’s research outputs and environment, and the resulting impact, was recognised through strong performances in the UK Research Excellence Framework in both 2014 and 2021. MPLS is proud to be the home of some of the most creative and innovative scientific thinkers and leaders working in academe. Our senior researchers have been awarded some of the most significant scientific honours and we have a strong tradition of attracting and nurturing the very best early career researchers who regularly secure prestigious fellowships and faculty positions. MPLS continues in its work to support diversity in its staffing, seeing that it will bring benefits to all, and we are pleased to note that all academic departments in the Division hold Athena Swan Awards. We have around 7,300 full and part-time students (including approximately 3,400 graduate students) and play a major role in training the next generation of leading scientists. Oxford's international reputation for excellence in teaching is reflected in its position at the top of the major league tables and subject assessments. MPLS academics educate students of high academic merit and potential from all over the world. Through a mixture of lectures, practical work and the distinctive college tutorial system, students develop their ability to solve diverse mathematical, scientific and engineering problems. MPLS is dedicated to bringing the wonder and potential of science to the attention of audiences far beyond the world of academia. We have a strong commitment to supporting public engagement in science through initiatives including the Oxford Sparks portal (www.oxfordsparks.ox.ac.uk) and a large variety of outreach activities; these are crucial activities given so many societal and technological issues demand an understanding of the science that underpins them. We also bring the potential of our scientific efforts forward for practical and beneficial application to the real world and our desire, aided by the work of Oxford University Innovation and Oxford Sciences Innovation, is to link our best scientific minds with industry and public policy makers. For more information about the MPLS division, please visit: www.mpls.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 7 and experience. This may include experience gained in employment, education, or during career breaks (such as time out to care for dependants). All applications must be received by 12.00 noon UK time on 19 March 2025. Interviews are anticipated to take place on 03 or 04 April 2025. 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). DATA PROTECTION: All data supplied by applicants will be used only for the purposes of determining their suitability for the post, and will be held in accordance with the principles of the Data Protection Act 1998 and the department’s data protection policy. https://www.maths.ox.ac.uk/members/policies/data-protection/statement Due to the large volume of recruitment that the department administers we are unable to provide feedback to non-shortlisted applicants. 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 at vacancies@maths.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. 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 8 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. 9 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 University-supported 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. 10
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We are seeking to appoint an Undergraduate Studies Administrator to join our friendly and established Academic Administration team to deliver a varied, complex and stimulating workstream on a fixed term, full-time basis. This post presents a great opportunity to get involved in supporting a thriving academic department to achieve its vision of a workplace where all staff and students can achieve their full potential. Reporting to the Undergraduate Studies Officer, and working closely with two other Undergraduate Studies Administrators, you will be responsible for the administration of the Mathematical Institute’s undergraduate programmes. The department has a large cohort of around 950 undergraduate students, split across four Joint Schools and two Mathematics degree programmes. You will be an excellent communicator, take a proactive approach to work and be very well organised. You will be expected to work with minimal supervision, prioritising competing demands effectively and producing high quality work, whilst adhering to deadlines. **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: • Flexible hybrid working model • An excellent contributory pension scheme • 38 days annual leave (pro rata) • A comprehensive range of childcare services • Family leave schemes • Cycle loan scheme • Discounted bus travel and Season Ticket travel loans The University also runs an enormous number of social groups and sports clubs for those looking for more than just a great place to work. We proudly hold a departmental Athena SWAN Silver Award and an institutional Race Equality Charter Bronze Award, which guide our progress towards advancing racial and gender equality. As part of our strategic aim to improve staff equality and diversity, we would particularly welcome applications from BME candidates, who are currently under-represented in positions of this type within the department. Please direct informal enquiries to the Recruitment Coordinator (email: recruitment@maths.ox.ac.uk), quoting vacancy reference **178314**. Applicants should read the job description document before writing their application. You will be required to upload a supporting statement, setting out how you meet the selection criteria, a curriculum vitae and the names and contact details of two referees as part of your online application Only applications received before **12:00 noon UK time on Wednesday 19 March 2025** can be considered.
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Standard Grade 5: £31,459 - £36,616 per annum
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