OXFORD UNIVERSITY LANGUAGE CENTRE 12 Woodstock Road, Oxford OX2 6HT Tel: +44(0)1865 283360 Fax: +44(0)1865 283366 www.lang.ox.ac.uk firstname.lastname@example.org PART-TIME, TERM-TIME ONLY CLERICAL ASSISTANT FURTHER PARTICULARS Thank you for your interest in these posts. Please read this extra information carefully, particularly the section headed „How to apply‟. It explains what you need to tell us about yourself, where to send your application, and when it needs to arrive. We look forward to hearing from you soon. Yours sincerely Christine Mitchell Administrator _ ABOUT THE LANGUAGE CENTRE The University of Oxford Language Centre provides language learning services to all members of the University and its employees through the provision of taught classes, access to its library and independent study area. The library‟s collection includes over 19,000 audio, video and computer assisted language learning resources as well as 5,000 books in more than 130 languages. The 8 classrooms are on three floors and teaching during term time takes place from 9.00 – 20.00 Monday to Thursday and 9.0018.00 on Fridays. Further details about the department and its activities can be found on the departmental website: www.lang.ox.ac.uk. The Language Centre is looking to fill the following part-time, term-time only post, starting on 5 October 2009 (Noughth Week of Michaelmas Term): The post: Part time, term-time Clerical Assistant, Friday evenings and Saturday mornings. This is a term-time only post (10 weeks) and hours are as follows: Friday Saturday Weeks 0-10 Weeks 1-8 only 17.00 to 18.30 10.00 to 13.30 During these hours there will be one part-time assistant in the library and one part-time assistant at the reception desk, who are jointly responsible for running the Centre without direct supervision from the librarian or administrator. The post holders will provide a range of services and clerical tasks to assist users of the Language Centre and other members of staff. The clerical assistant will be responsible to the Centre‟s Administrator and the library assistant will be responsible to the Librarian. 2 Part-time, term-time Clerical Assistant Main duties and responsibilities The post holders will: Share responsibility with the Library Assistant for the security, safety and locking up of the building. Supervise the entrance/exit and ground floor area of the Language Centre at all times, checking identification where necessary Answer queries about class times, courses and self-study provision face to face and by telephone Provide general assistance to prospective, new and current users Answer the telephone and reroute calls or take messages Photocopy Look up information and input data (Access database) Provide information and write short documents using email or word processing (Microsoft Word) Collate mailings Carry out other simple clerical duties as they arise Keep the entrance and reception areas of the building clean and tidy during opening hours Provide general assistance to ensure the operational running of the Language Centre as required Main skills and experience required (‘selection criteria’) Essential An excellent command of spoken and written English and a good telephone manner A patient, cheerful and courteous manner appropriate to the varied user base of the centre Ability to present a professional and positive image of self and the department at all times Proficiency in Microsoft Word and Windows with accurate and fast keyboard skills and proficiency in using email and the internet Basic numeracy Evidence of attention to detail and ability to perform general clerical duties in an organised and methodical manner Ability to follow instructions and carry out tasks with minimum supervision Evidence of the ability to take responsibility and act responsibly Punctuality in order to ensure the handover of duties between rotas Desirable Previous experience in reception or related/relevant work Interest in language learning and/or the ability to read in a foreign language Experience of working in a similar setting with minimum supervision 3 Pay and benefits The salary offered for a full-time appointment to this post will be in the range £14,867 - £18,027 (University Support Staff Grade 02S) depending on qualifications and experience. Pay and benefits for part-time appointments are worked out on a „pro rata‟ basis. This part-time appointment is for term-time only (normally 10 weeks) and for one year in the first instance. The annual entitlement to paid leave for a full-time member of staff in this grade is 38 days. As the post holder works only during term times, he or she will receive a total salary which, in annual terms, is strictly proportional to the hours they actually attend for work over 12 months, as compared with a full-time member of staff of their grade. To take account of the Working Time Directive provisions concerning paid holiday, the period of employment will include due allowance for a period, or periods, of paid holiday, which will normally be deemed to fall at the end of each term immediately following the last week during which they will be expected to attend work. The appointment is subject to satisfactory completion of a three-month probationary period, during which the notice period will be one month on either side. Once the appointment has been confirmed, the notice period will be one month on either side. The University‟s retirement age is 65. The University of Oxford Staff Pension Scheme (OSPS) provides a pension and lump sum based on length of service and final salary; the employee contribution rate is currently 5% of basic salary. Almost everyone is eligible to join and, subject to the Statement of Pensions Policy which is issued with letters of appointment, all new staff are automatically treated as members unless they give notice in writing to say they do not wish to take part in the scheme. The University also offers a Stakeholder pension scheme which most employees may join either instead of, or in addition to, the main scheme. The University has a generous maternity leave scheme and also offers paternity leave to expectant fathers and partners, and adoption leave. It offers subsidised nursery places, a holiday play scheme, and tax and National Insurance savings schemes. For further information see www.admin.ox.ac.uk/eop/child How to apply To apply, please write a letter of application and send a detailed CV1 (mark your envelope “library/clerical assistant post”) to: Mrs Christine Mitchell Oxford University Language Centre 12 Woodstock Road Oxford OX2 6HT by no later than noon on Friday 2nd October 2009. Applications received after this 1 A CV (or curriculum vitae) is a list with dates of the main relevant events in your life so far. Include details of your education, any qualifications you have, and your employment experience, together with any other information which helps to show how you meet the selection criteria. 4 date will not be considered. Interviews for those short-listed are expected to take place on Wednesday 7October 2009 at the Language Centre, for work to begin that Friday. The list of duties and the „selection criteria‟ for this post describe the sort of skills, experience, knowledge and abilities we are looking for. We will interview those whose applications best meet these criteria, so it is very important that you should use your application to explain how you can match them. Remember that you will have gained abilities, experience and skills from many aspects of your life; some may come from education or work, and others from home or community life. Tell us about which schools or colleges you went to and any qualifications you have. List employment, voluntary work, hobbies, or family responsibilities which help to show how you meet the selection criteria. Please give the names, addresses, email addresses and telephone numbers of two people who are prepared to give you a reference for this post. If you have previously been employed, your referees should be people who have direct experience of your work through working closely with you for a considerable period, and at least one of them should be your formal line manager in a recent post. Otherwise they can be people who know you from recent college, school, or voluntary experience. It is helpful if you can tell us briefly how each referee knows you (e.g. „line manager‟, „work colleague‟, „college tutor‟). Your referees will be asked to look at the post details and tell us if, in their opinion, you could do the post. We will assume that we can approach them at any stage unless you tell us otherwise when you apply. So, if you wish us to ask for your permission before approaching a particular referee, or to contact them only under certain circumstances (for example if we are calling you for interview, or if we have made you a conditional offer), you must state this explicitly alongside the details of the relevant referee(s). Your appointment will be subject to (i) the return of a completed medical questionnaire which is acceptable to the University, (ii) the provision of original documentation which indicates your right to work in the UK, and (iii) the completion of an initial probationary period of three months. Equal opportunities at the University of Oxford As an Equal Opportunity employer, we positively encourage applications from people of different backgrounds. All our jobs are filled in line with our equal opportunities code of practice, which helps us make sure that men and women, people of different races, and those with disabilities are all treated fairly. Policy Statement The policy and practice of the University of Oxford require that all staff are afforded equal opportunities within employment and that 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 5 the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. Subject to statutory provisions, no applicant or member of staff will be treated less favourably than another because of his or her sex, marital status, sexual orientation, racial group, or disability. If you have any questions about equal opportunities at the University of Oxford, please visit our web-site at http://www.admin.ox.ac.uk/eop. If you have difficulty with writing for any reason, work out what you want to say, then ring us up to see if someone can help you (01865 283360). 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 University's Data Protection Policy. Working for the University of Oxford At the University of Oxford, we‟re naturally very proud of our outstanding reputation for scholarship and research. But we‟re also proud to say that we‟re one of the region‟s biggest and best-established employers, with a real diversity of staff helping to sustain our success. Join us, and you can expect to find yourself working in a friendly, openminded atmosphere where your ideas will be welcomed. As well as pay and other benefits such as generous holidays and an excellent pension scheme, we may be able to help you with: Training – We train our staff, both in the skills needed for starting the job, and to help them develop afterwards. Career Opportunities - Oxford University is a large organisation offering a range of opportunities to develop your career. Disability – If you have a disability, we have specialist staff who can help you to start and stay in work. Childcare – We have several subsidised nurseries for under-fives, a holiday play scheme, tax and national insurance savings schemes, and are looking to expand our facilities. For further information see http://www.admin.ox.ac.uk/eop/child. Parenting – As well as providing childcare facilities, we have generous maternity, paternity and adoption leave schemes to help new parents on our staff. Cultural and religious needs – We respect the cultural and religious lives of our staff. If you need time away from work, or special facilities, and can give plenty of notice for arrangements to be made, this will always be considered. Travel arrangements – We offer an interest-free season ticket loan scheme for bus or train season tickets. Annual passes for Oxford Bus Company routes are available at discounted rates. Use of University facilities – All University staff can use the study facilities provided by University libraries and museums; join the University Club, a sports 6 and social club which has its own bar, café, and reading room; visit the Botanic Garden; and make use of the University Sports Complex and the Pulse fitness centre. Discounts – A number of discounts are available to University staff e.g. for insurance, holiday travel, and computer equipment. The range of benefits is continuously reviewed and extended.