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Receptionist and Administrative Assistant
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Standard Grade 4: £27,838-£31,459 per annum
We are seeking an enthusiastic Receptionist and Administrative Assistant to provide day to day support to the EMCRF (Oxford Experimental Medicine Clinical Research Facility) team within Nuffield Department of Orthopaedics, Rheumatology and Musculoskeletal Sciences (NDORMS) based at Churchill Drive, Headington, OX3 7LA. The Receptionist and Administrative Support role is varied and key to the operational team. It involves tasks related to: general reception duties, including admitting participants into the ward; stock checks and ordering; arranging meetings (setting agendas, booking rooms, taking minutes); data entry; collating information from data sources for reporting requirements; maintaining training records; ordering equipment; social media presence and communications; supporting PPIE activities; general support for the CRF team. You will be educated to at least A-Level standard (or equivalent administrative qualifications/experience) and have ability to demonstrate excellent IT literacy, including a strong working knowledge of Word and Excel, with the ability to create and use spreadsheet applications, databases and other off the shelf IT systems. Strong administrative experience including receptionist duties; organising meetings and/or multiple appointment scheduling and excellent interpersonal and communication skills are essential. Knowledge of data management and monitoring activities, understanding of clinical governance, and experience working in a clinical setting are desirable. This is a full time fixed-term appointment for 12 months in the first instance. This role does not meet the criteria for sponsorship under the Skilled Worker visa under the UK Visa & Immigration points-based system. We are therefore unable to offer sponsorship for this role. The closing date for applications is 12 noon on 9 May 2025. You will be required to upload a supporting statement as part of your online application.
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Nuffield Department of Orthopaedics, Rheumatology and Musculoskeletal Sciences (NDORMS)
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Job Description _________________________________________________________________________ Summary Job title Receptionist and Administrative Assistant Division Medical Sciences Division Department Nuffield Department of Orthopaedics, Rheumatology and Musculoskeletal Sciences Location Oxford Experimental Medicine Clinical Research Facility Churchill Drive, Headington, OX3 7LA Grade and salary Grade 4: £27,838-£31,459 per annum Hours Full time Contract type Fixed-term (12 months in the first instance) Reporting to Operations Director or Delegate Vacancy reference 179391 The role Oxford Experimental Medicine Clinical Research Facility (EMCRF) is a clinical space located on the Churchill Site and is a collaboration between the University of Oxford and the OUH Trust to support research teams undertaking clinical research in all areas of healthcare. The new Clinical Research Facility hosts cutting edge clinical research studies. Research teams from the University of Oxford, Medical Sciences Division and from the OUH Trust, from all specialities utilise this clinical space to undertake their research. The facility is set up like a clinical ward and outpatient department. It is run to clinical research standards and has become fundamental in Oxford’s drive to improve health care. The role will involve contact with people from all aspects of research including study participants, who may be NHS patients or healthy volunteers. There will also be interaction with nurses, doctors, laboratory teams, project coordinators, regulatory and governance officers, service managers, etc. The expectation is that this role will support the operational team in ensuring the facility functions efficiently on a daily basis. The Receptionist and Administrative Support role is varied and key to the operational team. It involves tasks related to: helping with general reception duties, including admitting participants into the ward; stock checks and ordering; arranging meetings (setting agendas, booking rooms, taking minutes); data entry; collating information from data sources for reporting requirements; maintaining training records; ordering equipment; social media presence and communications; supporting PPIE activities; general support for the CRF team. The post holder will operate within clearly defined limits of the policies, procedures, protocols and guidelines of the department. The post holder will have the ability to work under pressure and to meet deadlines. They will be able to work under minimal supervision and be able to prioritise own workload. Patient and research participant contact forms a large and important part of this role and so it is vital that the post holder presents a professional appearance and manner, demonstrating the appropriate interpersonal skills to liaise effectively with various patient groups. The role may also require some out of hours/lone working. This could be ad hoc or as part of an on-call rota, depending on post holder experience. An honorary contract with the OUH Trust is also required, and therefore additional checks will be required in the appointment of this post. Responsibilities Act as first point of contact in the administration office for patients, research/administration staff and visitors. Respond to general enquiries interpreting and adhering to university and external regulations as appropriate • • • • Liaise and work effectively with members of the multi-disciplinary team in order to assist with the conduct of research studies. Follow procedures to ensure study teams coming into the facility are qualified, inducted and authorised to undertake their study activities Facilitate the booking process for the facility space and resources Utilise appropriate databases to record relevant activity including the NHS Electronic Patient Record system • • • Assist nursing staff to set up documentation for studies as required. Undertake general admin support duties for the Facility: photocopying, distributing post, laminating. Managing facility’s shared email, responding timely to simple queries, escalating more complex issues to senior staff as appropriate • Ensuring appropriate handling, processing and storage of any induction relating documentation Make administrative arrangements for training and events including room booking, catering, travel and accommodation arrangements for staff and patients as needed Follow administrative procedures Collate and circulate daily visit reports. Create and maintain spreadsheets and other data tables, ensuring information sharing with all stakeholders as appropriate Working closely with clinical and research staff, ensuring that day to day running of the facility is supported with administrative efficiency • • • • The job description is not intended to be rigid or inflexible and may include other duties and responsibilities as may be determined: you will be expected to work flexibly and respond positively to changing needs. Selection criteria Essential selection criteria • • Educated to at least A-Level standard or equivalent administrative qualifications/experience. Ability to demonstrate excellent IT literacy, including a strong working knowledge of Word and Excel, with the ability to create and use spreadsheet applications, databases and other off the shelf IT systems. 179391 Receptionist and Administrative Assistant JD_CC.docx 2 • • • • • • • Evidence of following and working to detailed written instructions associated with quality control or compliance, and ability to maintain clear and accurate records. Strong administrative experience including receptionist duties; organising meetings and/or multiple appointment scheduling. Excellent interpersonal and communication skills; proficiency in spoken/written English. Self-motivated, with a flexible attitude and ability to respond well to changing priorities and to meet deadlines. Ability to work independently, coordinate a range of activities and use own initiative. Demonstrate an understanding of data protection and other statutory requirements and professional guidelines, such as ICH Good Clinical Practice guidelines. Demonstrate an ability to follow departmental guidance in handling sensitive and personal information, including complying with current data protection legislation. Desirable selection criteria • • • • • Ability to demonstrate knowledge of data management and monitoring activities. Understanding of clinical governance and its implications and importance for research. Familiarity with the NHS Electronic Patient Record system Experience of working within a clinical setting ie: a ward or outpatient clinic Ability to demonstrate knowledge of research quality management systems. . 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 179391 Receptionist and Administrative Assistant JD_CC.docx 3 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. Nuffield Department of Orthopaedics, Rheumatology and Musculoskeletal Sciences The Nuffield Department of Orthopaedics, Rheumatology and Musculoskeletal Sciences (NDORMS) is part of the Medical Sciences Division and is the largest European academic department in its field, running a globally competitive programme of research and teaching. Our mission is to discover the causes of musculoskeletal and inflammatory conditions to deliver excellent and innovative care that improves people’s quality of life. Our highly skilled teams have expertise in a broad range of areas, including orthopaedic surgery, inflammation, immunology, rheumatology, medical statistics, epidemiology, and clinical trials. We currently have 480 staff, approximately 120 post-graduate students and have a grant portfolio worth over £180 million. The Botnar Research Centre enables and encourages research and education into the causes of musculoskeletal disease and their treatment. The Centre provides world-class facilities for scientists in the field of musculoskeletal research. It takes a multidisciplinary approach, encompassing orthopaedic, rehabilitation and rheumatology clinical scientists, bone oncologists, laboratory scientists, epidemiologists, engineers and statisticians. The Botnar also hosts the Oxford Clinical Trials Research Unit (OCTRU) and the Centre of Statistics in Medicine (CSM), providing excellent statistical support to all aspects of clinical research. The Botnar opened in 2002, with a large annex completed in 2013. The Botnar is now home to around 300 staff and postgraduate students enjoying the international and friendly atmosphere of this workplace and benefits from the vast knowledge of leading experts in the field of musculoskeletal research. To accommodate its rapid growth, the Centre has opened another wing in early 2022. The new space provides additional 1000m2 of office and 1000m2 of laboratory space. The laboratory space includes a GMP clean room facility suitable for the manufacturing of biomaterials for human implantation. Sharing the site of the Nuffield Orthopaedic Centre, the largest specialist academic musculoskeletal hospital in the UK, puts the Botnar in a unique position to foster the collaboration between basic scientists and clinicians, which is essential to success in medical research. The Kennedy Institute is a biomedical research centre uniquely bringing together discovery science and earlystage clinical research, to develop transformative new therapies for chronic inflammatory and musculoskeletal conditions. 179391 Receptionist and Administrative Assistant JD_CC.docx 4 Broadly focused on the thematic areas of immunity and microbiome, inflammation biology and tissue remodelling and repair, the Institute’s research is relevant for a range of common diseases such as arthritis, inflammatory bowel disease, fibrosis and cancer. The Institute has capacity for up to 260 staff and students who work collaboratively across 25 research groups. This enables a multidisciplinary approach of molecular and cellular biology, combined with analysis of disease models, patient tissue samples and longitudinal clinical data. Collectively, these studies seek to uncover the biological processes that maintain tissue health and how these pathways break down in disease. Research at the Institute is supported by a suite of core technology platforms, as well as through strategic partnerships with other basic and clinical research centres in Oxford, across the UK and internationally. These state-of-the-art technologies include the Oxford-Zeiss Centre for Excellence and other advanced microscopy and imaging facilities, mass and flow cytometry, as well as capabilities for microbial genomics and functional microbiome studies made available through the Oxford Centre for Microbiome Studies. Complementing a strong programme of lab-based research, the Institute has established a core of expertise and technologies in data science including single cell genomics, statistical genetics, computational biology, and research informatics. A recent extension to the Institute building with a new third floor creates additional space purposely designed for computationally intensive research. A true trendsetter in innovative and transformational research, the Kennedy also boasts a relaxed and friendly atmosphere, revolving around its bright and airy atrium that provides a space for colleagues to meet over coffee and tea to talk about their research and beyond throughout the day. For more information please visit: http://www.kennedy.ox.ac.uk Athena Swan The Athena SWAN Awards specifically recognise success in developing employment practices to further and support the careers of women in science, technology, engineering, maths and medicine (STEMM) departments in academia. In May 2015 the charter was expanded to recognise work undertaken in arts, humanities, social sciences, business and law (AHSSBL), and in professional and support roles. Within NDORMS, we feel that we have an established culture of equality but are using the process to spur on-going improvement that benefits everyone involved in the Department. Our on-going progress was rewarded in May 2014 with an Athena Swan Bronze Award and in October 2015 with a Silver Award. Our development in this area has resulted in a number of commitments to our staff, central to which are: ➢ establishing an open, supportive and family-friendly research environment ➢ supporting career progression through teaching programmes, personal development reviews and mentoring ➢ proactive communication of support policies such as flexible working, provision of leave, promotion and career support schemes NDORMS aims to actively promote the implementation of the University’s familyfriendly policies to help foster a family friendly working environment, including provision of family leave (such as policies for maternity, paternity, parental, 179391 Receptionist and Administrative Assistant JD_CC.docx 5 carers and adoption leave), flexible/part-time working and scheduling inclusive meetings. The University’s childcare services support staff with a Childcare Voucher Scheme to help staff save tax and national insurance on childcare costs, offer information on nursery providers and a nursery fee Salary Sacrifice Scheme, work in partnership with playscheme providers to help support families during school holidays and signpost staff to parenting, local authority and other organisations that help support families and parents. The Department is also committed to ensuring that staff undertaking part-time or flexible working receive the same access to benefits and entitlements as full-time staff, including the same opportunities for training and promotion, a pro-rata entitlement to leave including bank holidays and careful consideration of requests to work part-time (particularly for those by staff returning from maternity leave). For more information please visit: http://www.admin.ox.ac.uk/personnel/staffinfo/benefits/family/ and http://www.admin.ox.ac.uk/personnel/during/flexible/ We are also actively working to uphold the University’s aim of providing an inclusive environment and equal career opportunities by promoting equality, valuing diversity and maintaining a working, learning and social environment in which the rights and dignity of all staff are respected. Separate University policies are also in place to ensure race, disability and gender equality. For more information, please visit: http://www.admin.ox.ac.uk/eop/ Medical Sciences Division The Medical Sciences Division is an internationally recognised centre of excellence for biomedical and clinical research and teaching. We are the largest academic division in the University of Oxford. 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. 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 179391 Receptionist and Administrative Assistant JD_CC.docx 6 - 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 recruitment@ndorms.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. 179391 Receptionist and Administrative Assistant JD_CC.docx 7 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. 179391 Receptionist and Administrative Assistant JD_CC.docx 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/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 179391 Receptionist and Administrative Assistant JD_CC.docx 9
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Nuffield Department of Orthopaedics, Rheumatology and Musculoskeletal Sciences, Oxford Experimental Medicine Clinical Research Facility Churchill Drive, Headington, OX3 7LA
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