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Job Description _________________________________________________________________________ Summary Job title Education Support Officer Division Humanities Department Faculty of Philosophy Location Radcliffe Humanities, Woodstock Road, Oxford, moving to the Stephen A. Schwarzman Centre for the Humanities in late 2025. The role will primarily be office based but there may be the opportunity for occasional remote working. Grade and salary Grade 5: £31,459 – £36,616, including a £1,500 annual Oxford Weighting Allowance Hours Full time Contract type Permanent Reporting to Education Manager Vacancy reference 178919 The role Academic administration and student services within the Faculty of Philosophy are delivered through an Education team, led by the Education Manager and administered on a day to day basis by an Undergraduate Studies Administrator, two Graduate Studies Officers, and an Education Support Officer. The Education team provides dedicated support to enrolled and prospective students in Philosophy and to a number of academic officers appointed by the Faculty Board, including the Director of Undergraduate Studies, the Director of Graduate Studies, the Course Coordinators and the Chairs of Boards of Examiners, as well as working closely with professional services colleagues on matters relating to general administration, HR, Finance, IT and research. The Education Support Officer will work alongside the Undergraduate Studies Administrator to provide support for the Faculty’s undergraduate teaching and examination, and will assist the team with wider responsibilities relating to both undergraduate and graduate administration. They will support the Faculty’s teaching arrangements, will have responsibility for the Faculty’s virtual learning platforms, and will coordinate processes relating to student consultation and communications. The person appointed will work closely with fellow members of the Education team and the wider professional services team, as well as with key Faculty members. Responsibilities Examination and assessment The postholder is responsible for assisting the Undergraduate Studies Administrator with the administration of examination and assessment in Final Honour School and First Public examinations. This will include activities such as: • • • • • Producing and submitting examination papers by set deadlines. Managing the distribution of assessment scripts to assessors for marking. Processing and monitoring assessment marks and results. Coordinating and attending Exam Board meetings. Drafting the annual Examiners’ Reports on behalf of the Chairs of Examiners. Lecture Lists and Timetabling The postholder is responsible for supporting the Undergraduate Studies Administrator with teaching and timetabling arrangements. This includes: • • • • • • • • Collecting and coordinating Faculty teaching preferences, in line with overall subject demands. Compiling the annual Philosophy Lecture Scheme, in agreement with the Undergraduate and Graduate Studies Committees. Creating the termly Philosophy Lecture List, teaching timetable and course prospectus. Liaising with lecturers and administrators in partner subjects to ensure clashes between core lectures are avoided. Working with the Administrative Assistant to manage room bookings for all onsite lectures, classes and seminars. Assisting the IT team in ensuring that Faculty members are fully trained/supported in the use of the audio-visual equipment in teaching spaces. Playing an active role in the development of processes for timetabling and teaching organisation, ahead of and following the team’s relocation to the Schwarzman Centre for the Humanities, and contributing to training and guidance documents to ensure knowledge is shared within the Education team and other Faculty members. Coordinating the distribution, collection, and collation of lecture questionnaires for all Philosophy lectures and classes. On Course Administration The postholder provides administrative support for on course matters, which include: • • • • Providing advice and guidance to students and academics on any matters related to on-course administration, based on a thorough understanding of University regulations and procedures. Supporting the production of course handbooks and other course materials, and ensuring that documentation is promptly made available to students and Faculty members through appropriate channels. Updating course webpages on the Faculty of Philosophy’s website. Coordinating and maintaining the Faculty’s Virtual Learning Environment sites (currently via Canvas), including in particular: o Managing the annual rollover process to prepare sites for student use o Updating information at the start of each year and on a continual basis o Overseeing site enrolments, both for whole cohort groups and for ad-hoc users March 2025 - Education Support Officer (Faculty of Philosophy) 2 o • Ensuring that Faculty members and other members of the Professional Services team are appropriately trained and supported o Managing availability of and access to Lecture recordings via the integrated Panopto functionality (or alternative tools), in line with agreed policies and procedures. Servicing the work of the Joint Consultative Committees, including the production of minutes and agendas, and supporting the Chair in coordinating the business of the Committee. Undergraduate Admissions The postholder will support undergraduate admissions activity, in particular by: • • • Updating and disseminating the course prospectus and other promotional materials, and maintaining the admissions pages on the Faculty website. Responding to telephone and email enquiries from prospective applicants for joint schools involving Philosophy. Participating in the organisation of open days for joint schools involving Philosophy, and in undergraduate outreach activities. Additional duties • • • • • • • Coordinating the Placement Scheme for current and past doctoral students, in particular full responsibility for the reference service and the organisation of mock interviews, job talks and Scheme meetings, and the production of the Scheme’s annual report. Maintaining the Faculty website to ensure that an accurate record of alumni destinations across all graduate courses is available, with a particular focus on philosophy jobs secured by graduates of the DPhil and the first destinations of taught course graduates. Producing student newsletters and distributing these on a regular basis. Establishing and maintaining new administrative processes, including by actively participating in the Faculty’s Professional Services team, and in Divisional/University groups, to share information, exchange best practice and contribute to the development of new systems and procedures. Developing successful working relationships with academic staff and professional services colleagues across the Faculty and in the wider University. Assisting other members of the Education Support team, providing cover in periods of absence, and deputising for the Education Manager as necessary. Undertaking any other tasks commensurate with the grade. Selection criteria Essential selection criteria 1. Good general education to A-level standard or equivalent, with significant experience in administration in a busy office environment, preferably in higher education or a similar field. 2. Excellent written and verbal communication skills, including a high level of personal discretion and judgement especially when dealing with sensitive and confidential information, and the ability to effectively tailor communication to stakeholders at all levels. 3. Experience of complex administration, with exemplary accuracy and attention to detail, and a proven dedication to developing and improving processes and to providing excellent customer service. March 2025 - Education Support Officer (Faculty of Philosophy) 3 4. Strong organisational skills, with the ability to remain calm under pressure, self-motivation and a desire to take pride in a job well done. 5. Experience of working effectively to demanding deadlines, and the ability to manage a range of tasks at any one time and prioritise own workload within agreed timeframes. 6. A proven ability to work methodically and independently and to use initiative, especially for the anticipation and identification of problems, and for the implementation of appropriate solutions, as well as knowing when to refer issues to others. 7. Strong IT skills, including email, Microsoft Word, and Excel, and experience of using databases to accurately record and maintain large quantities of data; a proven ability to quickly adapt to new systems with minimal training. 8. A collaborative approach to work, including the ability to work as part of a team, and a willingness to take on new responsibilities when required. Desirable selection criteria 1. Experience of working in a higher education institution, especially within academic administration. 2. Experience of updating and maintaining websites, Microsoft SharePoint and Teams sites, and Virtual Learning Environment platforms. 3. Experience of producing reports or supporting the work of committees. 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 March 2025 - Education Support Officer (Faculty of Philosophy) 4 About the University of Oxford Welcome to the University of Oxford. We aim to lead the world in research and education for the benefit of society both in the UK and globally. Oxford’s researchers engage with academic, commercial and cultural partners across the world to stimulate high-quality research and enable innovation through a broad range of social, policy and economic impacts. We believe our strengths lie both in empowering individuals and teams to address fundamental questions of global significance, while providing all our staff with a welcoming and inclusive workplace that enables everyone to develop and do their best work. Recognising that diversity is our strength, vital for innovation and creativity, we aspire to build a truly diverse community which values and respects every individual’s unique contribution. While we have long traditions of scholarship, we are also forward-looking, creative and cutting-edge. Oxford is one of Europe's most entrepreneurial universities and we rank first in the UK for university spinouts, 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. Faculty of Philosophy The Oxford Philosophy Faculty has over 150 academic members, all of whom are undertaking teaching and/or research in Philosophy at Oxford. Of these, around 60 hold permanent posts within the Faculty or the colleges; many distinguished philosophers hold posts elsewhere in the University. Oxford thus contains the largest group of philosophers in the UK, and one of the largest in the world. It has a vigorous research culture, and performed outstandingly in the most recent UK Research Excellence Framework, achieving the highest volume of world-leading (4* ranked) philosophy research of any unit in the country. Each year, many distinguished philosophers from around the world visit Oxford to give lectures and seminars. There are over fourteen hundred students studying Philosophy at undergraduate level, always in combination with at least one other subject, and around 150 graduate students, about half of whom are studying for the BPhil or the specialist MSt courses in Ancient Philosophy and Philosophy of Physics, and the rest for the DPhil. A list of current Faculty members and their research interests can be found on the Philosophy Faculty website at: http://www.philosophy.ox.ac.uk/faculty-members. Further information about the Faculty can be found on its website at: http://www.philosophy.ox.ac.uk. Humanities Division The Humanities Division is one of four academic divisions in the University of Oxford, bringing together the following faculties: Classics; English; History; Linguistics, Philology and Phonetics; Medieval and Modern Languages; Music; Oriental Studies; Philosophy; Theology and Religion; the Ruskin School of Art. The Division has over 500 members of academic staff, approximately 4,100 undergraduates (more than a third of the total undergraduate population of the University), 1,000 postgraduate research students and 720 students on postgraduate taught courses. March 2025 - Education Support Officer (Faculty of Philosophy) 5 The Division offers world-class teaching and research, backed by the superb resources of the University’s libraries and museums, including the famous Bodleian Libraries, with their 11 million volumes and priceless early book and manuscript collections, and the Ashmolean Museum of Art and Archaeology. Such historic resources are linked to cutting-edge agendas in research and teaching, with an increasing emphasis on interdisciplinary study. Our faculties are among the largest in the world, enabling Oxford to offer an education in Arts and Humanities unparalleled in its range of subjects, from music and fine art to ancient and modern languages. The Humanities Division has embarked on a major building project on the Radcliffe Observatory Quarter, following the recent announcement of the £150 million gift to create the Stephen A. Schwarzman Centre for the Humanities. The Schwarzman Centre will serve as a dynamic hub dedicated to the Humanities. The building will bring together seven Humanities faculties, the Humanities Divisional Office, a new library and significant cultural and public engagement spaces in a space designed to encourage experiential learning and bold experimentation through cross-disciplinary and collaborative study. The Faculty of Philosophy will move to the Schwarzman Centre upon the completion of the project. For more information please visit: www.humanities.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. 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 full-time hours, you will be expected to resign from, or reduce hours in, your other posts(s) before starting work in the new post. March 2025 - Education Support Officer (Faculty of Philosophy) 6 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 jobs@philosophy.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 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/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. March 2025 - Education Support Officer (Faculty of Philosophy) 7 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. March 2025 - Education Support Officer (Faculty of Philosophy) 8 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/supportresearchers/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/support-researchers/connecting-other-researchers/oxford-researchstaff-society March 2025 - Education Support Officer (Faculty of Philosophy) 9
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Radcliffe Humanities, Woodstock Road, Oxford, moving to the Stephen A. Schwarzman Centre for the Humanities in late 2025.
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Radcliffe Humanities, Radcliffe Observatory Quarter
Are you an experienced administrator looking to develop a career in the education sector? Are you enthusiastic about providing excellent support? We may have the role for you! We have an exciting opportunity for an Education Support Officer to join our Education team. Working alongside the Undergraduate Studies Administrator you will provide support for the Faculty’s undergraduate teaching and examination, and will assist the team with wider responsibilities relating to both undergraduate and graduate administration. You will support the Faculty’s teaching arrangements, will have responsibility for the Faculty’s virtual learning platforms, and will coordinate processes relating to student consultation and communications. You will also work closely with fellow members of the Education team and the wider professional services team, as well as with key Faculty members. As well as the opportunity to work as part of a supportive team, we can offer you a competitive salary (including an Oxford Weighting Allowance), 38 days holiday per year, enrolment in a good pension scheme, access to employee benefits and discounts and professional development opportunities. In return we are looking for a candidate with significant experience of complex administration tasks and exemplary accuracy and attention to detail. They must have excellent interpersonal skills with the ability to communicate with a wide range of people with sensitivity and discretion. Strong organisation skills are essential along with the ability to remain calm under pressure. The successful candidate will be a good team player but have the ability to be self-motivated and work independently. This post will primarily be office based, but there may be the opportunity for occasional remote working. For more information about the role please view the further particulars below. If you think you have what we are looking for please apply following the guidance below. Applications must be made online and submitted no later than 12 noon on 29 April 2025. In person interviews will take place on 13 May 2025. _Please note that we are also advertising the role of Graduate Studies Officer (PGR), details of which can be foundhere. If you wish to apply for both posts, please submit separate applications for each._
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Are you an experienced administrator looking to develop a career in the education sector? Are you enthusiastic about providing excellent support? We may have the role for you! We have an exciting opportunity for an Education Support Officer to join our Education team. Working alongside the Undergraduate Studies Administrator you will provide support for the Faculty’s undergraduate teaching and examination, and will assist the team with wider responsibilities relating to both undergraduate and graduate administration. You will support the Faculty’s teaching arrangements, will have responsibility for the Faculty’s virtual learning platforms, and will coordinate processes relating to student consultation and communications. You will also work closely with fellow members of the Education team and the wider professional services team, as well as with key Faculty members. As well as the opportunity to work as part of a supportive team, we can offer you a competitive salary (including an Oxford Weighting Allowance), 38 days holiday per year, enrolment in a good pension scheme, access to employee benefits and discounts and professional development opportunities. In return we are looking for a candidate with significant experience of complex administration tasks and exemplary accuracy and attention to detail. They must have excellent interpersonal skills with the ability to communicate with a wide range of people with sensitivity and discretion. Strong organisation skills are essential along with the ability to remain calm under pressure. The successful candidate will be a good team player but have the ability to be self-motivated and work independently. This post will primarily be office based, but there may be the opportunity for occasional remote working. For more information about the role please view the further particulars below. If you think you have what we are looking for please apply following the guidance below. Applications must be made online and submitted no later than 12 noon on 29 April 2025. In person interviews will take place on 13 May 2025. Please note that we are also advertising the role of Graduate Studies Officer (PGR), details of which can be found here. If you wish to apply for both posts, please submit separate applications for each.
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