Project Officer

1 month ago

Oxford, United Kingdom University of Oxford TSS Full time

Web advert
- Vacancy ID 14295- We are currently recruiting for a temporary Project Officer to work on site at one of our Centrally based departments starting ASAP for apprx 12 weeks working 18.75 hrs p/w and paying £17.02 p/h- Duties:
- Organise the project administration efficiently in order to meet its agreed deliverables, using initiative to make considered judgements when juggling the demands placed on the schedule
- Make travel, insurance, accommodation and any visa arrangements on behalf of the Project Director, team members, and academic visitors; liaising with the University Work Permit Desk, preparing itineraries and drafting risk assessments
- Oversee administrative documentation such as protocols, ethics documentation, transcription management, and correspondence with collaborators
- Keep track of project activities, drafting standard monthly updates and quarterly funding reports
- Develop successful working relationships with the project team and its academic and industry partners
- Collaborate with other sections of the faculty, division and university administration on matters including finance and human resources, ensuring that faculty and University processes are followed
- Lead on the development of standard operating procedures for the team, liaising with the faculty in order to ensure the effective on-boarding of new team members
- Provide assistance with the preparation of material for publication
- Ensure that, where relevant, Open Access requirements are met and a record is kept of all project publications

**Finances and reporting**
- Work closely with the faculty’s and the Division’s finance teams, to ensure the project at all times complies with the University’s Financial Regulations and the Funder Terms and Conditions
- Undertake a regular review of expenditure in different project streams to ensure activities are delivered on time and on budget, and proactively provide expenditure reports and advice on budgetary matters
- Liaise with the faculty and Divisional Finance teams to ensure finance forms/invoices submitted to the projects are accurately coded, processed in a timely manner, and comply with the project’s Funder Terms and Conditions and University regulations/processes, working with faculty and Divisional finance staff to resolve any queries
- Monitor budgets, maintain records of project expenditure, and to liaise with the faculty Finance Officer and the Divisional Finance team to ensure these reconcile with the entries on the University’s finance system
- Liaise with the Divisional Finance Team, the faculty’s Finance Officer and the University’s Research Accounts department to provide regular financial reports to the Project Director and the Head of Administration and Finance, and to complete financial templates for the faculty’s forecasting and budgeting purposes.

**Event management**
- Coordinate the preparation and delivery of academic seminars, conferences and meetings of industry working groups, delivering events with the highest attention to detail
- Liaise with guest speakers to arrange travel and accommodation as well as the payment of expenses and honoraria
- Work with project partners to plan and deliver events outside Oxford
- Develop strong working relationships with events staff in university and college venues to ensure the smooth running of events
- Undertake the full range of event management activities, as circumstances require **Communications**
- Regularly update events, blogs etc on the Oxford Character Project website, liaising with the web-developer as necessary to improve the site’s functionality
- Oversee the design of, and regularly update printed materials relating to the work of the project
- Post project activities on social media channels such as LinkedIn, Twitter, Facebook, in line with the University’s polices on social media and privacy
- Communicate the project effectively and professionally to diverse internal and external audiences and the media as required
- Person specification

**Essential Criteria**
- Proven experience of Project Management experience
- Experience of working within Higher Education

The Temporary Staffing Service supports University of Oxford departments and affiliated colleges with the recruitment of temporary admin and clerical staff. Personal information provided to the University of Oxford is held in accordance with the provisions of the GDPR and related UK data protection legislation.
- TSS workers accrue holiday pay that is equivalent to 38 days per year, this means you accrue a whopping 17.1% in holiday pay for the hours that you work for us._

The Temporary Staffing Service supports University of Oxford departments and affiliated colleges with the recruitment of temporary admin and clerical staff. Personal information provided to the University of Oxford is held in accordance with the provisions of the GDPR and related UK data protection legislation.

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