THE MAGDALEN COLLEGE DEVELOPMENT TRUST
29,959 - 38,249 per year
OXFORD
Full-time
MAGDALEN COLLEGE, OXFORD FOOD AND BEVERAGE SUPERVISOR Reference Number: CA25005 Further Particulars Magdalen College is one of the most beautiful of the Oxford colleges with a hundred- acre site of ancient and modern buildings including the landmark Great Tower beside Magdalen Bridge. Accommodation is provided to over five hundred graduate and undergraduate students. The College also houses several residential Fellows and provides teaching and meeting rooms, offices and common rooms that are serviced seven days a week. The catering team also service the Senior Common Room, providing lunch and High Table dinners. The Buttery provides Breakfast, Lunch and Dinner provision for Middle Common Room and Junior Common Room members in Hall. The Old Kitchen Bar provides a snack bar service throughout the day as well as a licensed bar during the evenings, also providing a venue for students’ bops and functions. The College is a busy conference venue during the summer months and is also a popular destination for visitors to Oxford during the vacations. The Food and Beverage Supervisor is employed by The College of St Mary Magdalen in the University of Oxford (the “College”), and responsible to the Operations Manager. Duties & Responsibilities Food Service • Provide counter, plate and buffet services to the highest standard when and where required. • Provide silver service and or butler service to the highest standard. • Prepare and assemble food service equipment when and where needed. • Prepare food service areas as and when required. • Clean and maintain the service areas to the College standards and to meet legislation. • Ensure that food service standards are maintained and continually improved at all times throughout the Catering department. • Provide guidance to part time and casual labour. • Prepare tables for service in all areas of the College. • Work in any area of the Catering Department to meet the needs of the College. • To deputise for the Deputy Services Manager and/or the Butler or Bar Supervisor (Alcohol) when and where required. People Skills • Provide a courteous and professional service to all College customer groups. • Accept mentoring and training when and where required. 1 • Understand the benefits of teamwork and mutual respect. • Supervise the service teams in line with agreed rosters to meet the needs of the College. • Supervise and implement the hygiene standards and dress code at all times. • Supervise where needed all porters, service staff full and part time labour. Professional Obligations • Responsible for the purchase and dispensing of products and services under guidance of the Food and Beverage Services Manager. • Assist in managing all stock holding to the lowest practical level. • To have the skills needed to develop and maintain good standards of supervision in the Buttery, Hall, Senior Common Room, Old Kitchen Bar Food and Bar Services and other areas of the College as and when required. • Deputising when required in any area of the Catering Department taking on the Duty Manager role when and where required. • Work on a rostered basis and maintain good standards of day-to-day supervision in the Senior Common Room, Buttery & Hall and Old Kitchen food and alcohol bar. • Control cash floats and operate tills maintaining financial integrity at all times. • Maintain standards of skill and presentation of all service staff. • In the absence of the Butler maintain services in the Senior Common Room, Smoking Room and associated areas when and where required. In the absence of the Bar Supervisor maintain services to the Bar (Alcohol) and associated areas when and where required. • • Assist with the administration of the wine cellar under the direction of the Butler or the Services Manager/Deputy in the absence of the Butler. • Reduction of waste in all areas of the department. • Have an open mind to change, and to the development of the Department. • Provide a quality of service which meets the Catering Code of Practice. • Feed back operational information to Line Manager and peers. • Prepared to work in any area of the College, to cover emergencies and special business needs from time to time. • Be commercially aware in terms of service standards and the need to reduce waste. • Gain an understanding of legislation and strive to implement it as required. Administration • Complete health and safety and administration paperwork as required. • Take responsibility for tills and till floats and the accurate completion of cash sheets. • Maintain electronic menu boards. • Maintain management of the wine bin card system and stock sheets under the direction of the Butler or the Services Manager/Deputy in the absence of the Butler. • Supervise small dinners and formal functions. • Supervise bar services and bar-based functions. 2 Health and Safety • Take responsibility for your own and your colleagues’ health and well being. • Commitment to working in a safe and responsible manner at all times. • Commitment to understanding your responsibilities under the Food Hygiene Laws. • Maintain COSHH standards in line with legislation and implement training to all staff who may use or come into contact with such items. • Take responsibility for personal hygiene and wearing and maintaining the appropriate uniform at all times. • Uphold the hygiene standards of the services and agency staff. • Ensure that all staff wear and maintain their uniforms as prescribed in the Catering work practices. • Maintain and update food standards documentation and work practices in the absence of the Food and Beverage Services Manager and Deputy. The above list of duties and responsibilities is not exhaustive and you may be required to carry out alternative tasks as instructed by your supervisor to ensure the department can operate an efficient service at all times. Any other tasks, duties and responsibilities not listed above which can be reasonably be expected to be performed or undertaken by a Food & Beverage Supervisor. Person Specification (The job holder should demonstrate the following attributes): • Small group management skills. • Able to communicate operational issue to senior management. • Reliable with excellent time management skills. • First-class standard of personal presentation. • Be a team player. • Have a professional attitude and flexible approach. • Be motivated and consistent. • Ambition to develop and improve. • Willingness to be flexible to ensure the Department maintains high standards. • Understand and be willing to learn about health and safety of food handling. • Ability to converse and write fluently in English. Salary The salary for this post will be on the scale £29,959 - £38,249 per annum (equivalent to Grade 5 of the College Unified Pay Scale), depending on skills and experience, plus Oxford Location Allowance of £1,500 per annum Hours of Work The hours of work will be 80 hours per fortnight on a two-week roster with some split shifts to include weekends. 3 Benefits: • Free lunch while on duty when the kitchen is open • Membership of contributory pension scheme • Car parking (subject to availability) • Use of sports facilities • Optional contributory Healthcare scheme • Bus pass purchase scheme • Holiday entitlement of 30 working days, plus bank holidays some set days of holiday must be taken when the College is closed The College provides for maternity leave on a basis that exceeds the statutory provisions. There is a day one entitlement and there is no qualifying period; women are eligible for 26 weeks’ maternity leave on full pay, followed by 13 weeks of leave on Statutory Maternity Pay (SMP) and 13 weeks of unpaid maternity leave. Arrangements are available for Adoption Leave, Shared Parental Leave, and Paternity Leave. Magdalen College has a priority claim on places in the University nurseries. The College particularly welcomes applications from Black, Asian, and Ethnic Minority Candidates. Applications Please complete the College application form and send it, together with the recruitment monitoring form, (both of which can be found on our website at http://www.magd.ox.ac.uk/job-vacancies/) to Human Resources, Magdalen College, Oxford, OX1 4AU or human.resources@magd.ox.ac.uk. If you do not wish the College to contact your referees at this stage, please make this clear in your application. This post will remain open until a suitable appointment is made. Late or incomplete applications will not be accepted. Data Protection All data supplied by applicants will be used for the purposes of determining their suitability for the post and will be held in accordance with the principles of the Data Protection Act 2018 and the College’s Data Protection Policy which can be found at http://www.magd.ox.ac.uk/other-policies/data-protecgtion/. 4
MAGDALEN COLLEGE, OXFORD FINANCE OFFICER TWO DAYS PER WEEK OFFICE-BASED JOB SHARE FURTHER PARTICULARS (Reference number FB25002) Magdalen College founded by William Waynflete in 1458, is one of the largest of the thirty-nine Colleges of the University of Oxford and one of the most beautiful, with a hundred-acre site of ancient and modern buildings including the landmark Great Tower beside Magdalen Bridge. The College has nearly 600 student members, both graduate and undergraduate. There are 75 Fellows who form the Governing Body, and approximately 160 non-academic College staff. Information about the College is available on our website at www.magd.ox.ac.uk Finance Bursary The role reports to the College Accountant. The Finance Bursary team consists of the College Accountant, Controller, Management Accountant and three Finance Officers. The department is responsible for ensuring that all financial transactions of the College are processed in a timely, efficient and accurate manner, and for all financial reporting and monitoring. Main Duties of the Role The Finance Officer is a key member of the Finance team and is primarily responsible for the administration and smooth running of the purchase ledger and sales ledger and for associated data to support the management and financial accounts. The role provides variety in that it gives the opportunity to contribute to other work in the team which is a requirement of the role too. • Purchase ledger. This makes up the bulk of the work, and prior experience in this area of work is essential. It includes: o Ensuring invoices are correctly distributed to budget-holders for authorisation. o Ensuring that invoices are coded correctly and entered onto the financial system. o Ensuring correct VAT codes are applied to all supplier invoices. o Administration of invoices to payment on the Food Quad system. o Administration of utility spend spreadsheets. o Administration of grant and other cost tracking spreadsheets. o Raising and processing adjustment journals as and when needed. o Administration and processing of College credit card transactions. o Reconciling supplier statements and resolving invoicing queries. o Advising budget holders on day-to-day invoice queries. o Assisting with accruals and prepayments. o Maintaining supplier records on the financial system. o Preparing BACS transmissions. • Sales Ledger o Ensuring all College and subsidiary sales invoices are raised correctly. o Regular reconciliation and review of sales ledger balances. o Credit control and resolution of invoice queries. o Ensuring that monies due are collected promptly. • Accounting o Management of the accounts for the College Middle Common Room (MCR) o Management of the accounts for various College Clubs. o Management of the distribution of grants to the MCR, Junior Common Room (JCR) College Clubs, etc. • Cover for colleagues o Understand colleagues’ roles so that effective cover can be given as and when needed. • Any other tasks, duties and responsibilities not listed above which can reasonably be expected to be performed or undertaken by a Finance Officer. Skills and Experience required Applicants will have good technical as well as soft skills as below: • At least 3 years relevant accounting experience, working in an Accounts Office. • Association of Accounting Technicians (AAT) qualified or equivalent. • Working understanding of VAT. • • Accurate, well-organized and clear-thinking with demonstrable attention to detail and to IT literate with proficient excel skills. meeting deadlines. • Ability to work independently and resourcefully as a member of a small team. • Excellent oral and written communication skills, with the ability to deal confidently and appropriately with a wide variety of people. • Flexible in their approach to work, with a co-operative attitude and willingness to complete work as required and cover, as necessary, for others in the team. Salary and Benefits The post is part of a full-time job share with this part being for two fixed days, 15 hours per week on site in College, with an initial 3-month probationary period. The salary range is £11,984 - £15,230 per annum (Grade 5 of the College salary scales £29,959 – £38,249 FTE) depending on skills and experience You will also be paid the Oxford Location Allowance of £1,500 per annum (pro-rata). Holiday entitlement is 15 days inclusive of bank holidays. The successful candidate will be entitled to membership of the University of Oxford Staff Pension Scheme (OSPS) and will be automatically enrolled subject to the rules for qualification of that scheme. The College also has a contributory healthcare scheme, enhanced maternity payment and leave, bus pass purchase scheme, cycle to work scheme and car parking may be available. Free lunch in hall is provided when the College kitchen is open. There is free use of sports facilities. Arrangements are available for Adoption Leave, Shared Parental Leave, and Paternity Leave. Magdalen College has a priority claim on four places in the University nurseries. The College particularly welcomes applications from Black, Asian, and Minority Ethnic Candidates. Applications Please complete the College application form and send it, explaining your eligibility and suitability for the role in a covering letter, together with the recruitment monitoring form, both of which can be found on our website at http://www.magd.ox.ac.uk/job-vacancies/ to Human Resources, Magdalen College, Oxford, OX1 4AU or human.resources@magd.ox.ac.uk If you do not wish the College to contact your referees at this stage please make this clear in your application. The position will stay open until a suitable candidate is appointed. Incomplete applications will not be accepted. Data protection All data supplied by applicants will be used only for the purposes of determining their eligibility and suitability for the post and will be held in accordance with the principles of equality legislation and the Data Protection Act 2018 and the College’s Data Protection Policy which can be found at http://www.magd.ox.ac.uk/other-policies/data-protection/. Magdalen College is an Equal Opportunities Employer .
THE MAGDALEN COLLEGE DEVELOPMENT TRUST
26,338 - 32,546 per year
OXFORD
Full-time
MAGDALEN COLLEGE, OXFORD FURTHER PARTICULARS FOR LODGE PORTER / RECEPTIONIST (Reference Number: LO25002) The Lodge Porter / Receptionist is responsible to the Lodge Manager. By the nature of the work in the Lodge it is impossible to specify all the duties that may be required to be undertaken. Instructions are subject to common sense and guidance from the Lodge Manager or Deputy Lodge Managers. Duties of the Lodge Porter/Receptionist include the ability to: • Take appropriate and timely steps to initiate procedures following injury, accident, criminal activity, bomb alerts or fire, adhering to emergency procedures. • Monitor the day-to-day control of security within the college through patrols and supervision of the entry and exit points either directly or via CCTV. Highlight and review suspicious incidents on CCTV as required. • Record details pertaining to fire alarm activations. • Provide reports to the Home Bursar following incidents of significance in the college or grounds. • Maintain a record of all keys issued. • Provide the safe custody of all monies, valuables, personal possessions and stores committed to the care of the Lodge. • Assist the arrival and departure of guests staying in college accommodation, and help to provide a positive visitor experience. • Receive, sort, store, and forward, as appropriate, all mail and parcels. • Act with politeness, firmness and fairness when dealing with members of the college and the public. • Uphold the college rules relating to the admission of the general public and control the access of vehicles to the college grounds. • Receive admission fees from visitors, and cash up the daily takings. • Receive telephone calls to the college, and transfer calls as necessary. • Support Degree Days and the associated robing arrangements. • Assist in the training of new Lodge staff. • Receive and arrange the distribution of deliveries arriving at the Lodge for onward transmission to other departments. • Control bookings for the squash courts, the music practice room, and college punts. • Register college cycles. • Book taxis for college business. Any other tasks, duties and responsibilities not listed above which can reasonably be expected to be performed or undertaken by a Lodge Porter/Receptionist. Emergency Services Porters will maintain a good liaison with police, fire and ambulance services. Porters must be conversant with fire regulations at the college and comply with them. Conduct Porters are required to be sober, punctual and alert at all times whilst on duty. Any Porter arriving for duty under the influence of drugs or alcohol will not be allowed to remain on duty. No Porter is to leave his/her post without express permission of his/her supervisor. Personal appearance is important, and unless instructed otherwise, uniform and tie must be worn at all times. Health & Safety The safety of College staff and visitors is vital and Porters must be conversant with the H.A.S.A.W Act. The nature of security work makes it impossible to issue instructions to cover every eventuality, therefore all instructions are subject to common sense and interpretation and guidance from the Lodge Manager/Home Bursar or the nominated supervisor. The successful applicant will need to be physically fit because there is a requirement to be able to move about the college site at speed, particularly during an emergency. There will also be a requirement for occasional work at heights. The above list of duties and responsibilities is not exhaustive and you may be required to carry out alternative tasks as instructed to ensure an efficient service at all times. Person Specification The successful applicant will possess the following attributes: • Friendly and welcoming. • Good interpersonal and communication skills. • Ability to work flexibly, independently, and as a member of the Lodge team. • Be able to attempt to problem solve spontaneous incidents. • Good standard of personal presentation. • Be able to deal with confidential and sensitive issues. • Fluent level of written and spoken English. • Experience of night work/shift working. • Excellent time management. Desirable • Security, Porter or Customer Services background. • Experience of working within a university or college environment. • Experience of working in customer service. Qualifications • All porters are expected to hold a First Aid at Work certification. Training will be provided if the successful candidate does not already have the qualification. Hours of Work • Porters work 12-hour shifts (7.00 am to 7.00 pm and 7.00 pm to 7.00 am) on a 16-day rota (4-day shifts, 4 days off, 4-night shifts, 4 days off, throughout the year. This includes weekends and bank holidays. • Porters are expected to work overtime to cover sickness and holidays. Salary Grade 4 of the College pay scale £26,338 – £32,546 per annum depending on experience, plus Oxford Location Allowance of £1,500 per annum. Benefits • Membership of contributory pension scheme. • Free lunch may be provided. • Car parking may be available. • Use of sports facilities. • Optional contributory Healthcare Scheme. • Bus pass purchase scheme. • Generous holiday entitlement. • Cycle to Work Scheme. The College provides for maternity leave on a basis that exceeds the statutory provisions. Provided that they have at least 26 weeks’ service with the College at the 15th week before the expected week of birth, women are eligible for 26 weeks’ maternity leave on full pay, followed by 13 weeks of leave on Statutory Maternity Pay (SMP) and 13 weeks of unpaid maternity leave. Arrangements are available for Adoption Leave, Shared Parental Leave, and Paternity Leave. Magdalen College has a priority claim on four places in the University nurseries. The College particularly welcomes applications from Black, Asian, and Minority Ethnic Candidates. Applications Please complete the College application form and send it, together with the recruitment monitoring form, (both of which can be found on our website at http://www.magd.ox.ac.uk/job- to Human Resources, Magdalen College, Oxford, OX1 4AU or vacancies/) human.resources@magd.ox.ac.uk. If you do not wish the College to contact your referees at this stage, please make this clear in your application. This role will remain open until filled. Following the offer of the position, appointment will be subject to enhanced DBS clearance. 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 found at Act 2018 and http://www.magd.ox.ac.uk/other-policies/data-protection/. the College’s Data Protection Policy which can be
THE MAGDALEN COLLEGE DEVELOPMENT TRUST
26,707 - 33,002 per year
OXFORD
Full-time
MAGDALEN COLLEGE, OXFORD FURTHER PARTICULARS FOR LODGE PORTER / RECEPTIONIST (Reference Number: LO25003) The Lodge Porter / Receptionist is responsible to the Lodge Manager. By the nature of the work in the Lodge it is impossible to specify all the duties that may be required to be undertaken. Instructions are subject to common sense and guidance from the Lodge Manager or Deputy Lodge Managers. Duties of the Lodge Porter/Receptionist include the ability to: Take appropriate and timely steps to initiate procedures following injury, accident, criminal activity, bomb alerts or fire, adhering to emergency procedures. Monitor the day-to-day control of security within the college through patrols and supervision of the entry and exit points either directly or via CCTV. Highlight and review suspicious incidents on CCTV as required. Record details pertaining to fire alarm activations. Provide reports to the Home Bursar following incidents of significance in the college or grounds. Maintain a record of all keys issued. Provide the safe custody of all monies, valuables, personal possessions and stores committed to the care of the Lodge. Assist the arrival and departure of guests staying in college accommodation, and help to provide a positive visitor experience. Receive, sort, store, and forward, as appropriate, all mail and parcels. Act with politeness, firmness and fairness when dealing with members of the college and the public. Uphold the college rules relating to the admission of the general public and control the access of vehicles to the college grounds. Receive admission fees from visitors, and cash up the daily takings. Receive telephone calls to the college, and transfer calls as necessary. Support Degree Days and the associated robing arrangements. Assist in the training of new Lodge staff. Receive and arrange the distribution of deliveries arriving at the Lodge for onward transmission to other departments. Control bookings for the squash courts, the music practice room, and college punts. Register college cycles. Book taxis for college business. Any other tasks, duties and responsibilities not listed above which can reasonably be expected to be performed or undertaken by a Lodge Porter/Receptionist. Emergency Services Porters will maintain a good liaison with police, fire and ambulance services. Porters must be conversant with fire regulations at the college and comply with them. Conduct Porters are required to be sober, punctual and alert at all times whilst on duty. Any Porter arriving for duty under the influence of drugs or alcohol will not be allowed to remain on duty. No Porter is to leave his/her post without express permission of his/her supervisor. Personal appearance is important, and unless instructed otherwise, uniform and tie must be worn at all times. Health & Safety The safety of College staff and visitors is vital and Porters must be conversant with the H.A.S.A.W Act. The nature of security work makes it impossible to issue instructions to cover every eventuality, therefore all instructions are subject to common sense and interpretation and guidance from the Lodge Manager/Home Bursar or the nominated supervisor. The successful applicant will need to be physically fit because there is a requirement to be able to move about the college site at speed, particularly during an emergency. There will also be a requirement for occasional work at heights. The above list of duties and responsibilities is not exhaustive and you may be required to carry out alternative tasks as instructed to ensure an efficient service at all times. Person Specification The successful applicant will possess the following attributes: Friendly and welcoming. Good interpersonal and communication skills. Ability to work flexibly, independently, and as a member of the Lodge team. Be able to attempt to problem solve spontaneous incidents. Good standard of personal presentation. Be able to deal with confidential and sensitive issues. Fluent level of written and spoken English. Experience of night work/shift working. Excellent time management. Desirable Security, Porter or Customer Services background. Experience of working within a university or college environment. Experience of working in customer service. Qualifications All porters are expected to hold a First Aid at Work certification. Training will be provided if the successful candidate does not already have the qualification. Hours of Work Porters work 12-hour shifts (7.00 am to 7.00 pm and 7.00 pm to 7.00 am) on a 16-day rota (4-day shifts, 4 days off, 4-night shifts, 4 days off, throughout the year. This includes weekends and bank holidays. Porters are expected to work overtime to cover sickness and holidays. Salary Grade 4 of the College pay scale £26,707 (cid:150) £33,002 per annum depending on experience, plus Oxford Location Allowance of £1,730 per annum. Benefits Membership of contributory pension scheme. Free lunch may be provided. Car parking may be available. Use of sports facilities. Optional contributory Healthcare Scheme. Bus pass purchase scheme. Generous holiday entitlement. Cycle to Work Scheme. The College provides for maternity leave on a basis that exceeds the statutory provisions. Provided that they have at least 26 weeks(cid:146) service with the College at the 15th week before the expected week of birth, women are eligible for 26 weeks(cid:146) maternity leave on full pay, followed by 13 weeks of leave on Statutory Maternity Pay (SMP) and 13 weeks of unpaid maternity leave. Arrangements are available for Adoption Leave, Shared Parental Leave, and Paternity Leave. Magdalen College has a priority claim on four places in the University nurseries. The College particularly welcomes applications from Black, Asian, and Minority Ethnic Candidates. Applications Please complete the College application form and send it, together with the recruitment monitoring form, (both of which can be found on our website at http://www.magd.ox.ac.uk/job- to Human Resources, Magdalen College, Oxford, OX1 4AU or vacancies/) human.resources@magd.ox.ac.uk. If you do not wish the College to contact your referees at this stage, please make this clear in your application. This role will remain open until filled. Following the offer of the position, appointment will be subject to enhanced DBS clearance. 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 2018 and found at http://www.magd.ox.ac.uk/other-policies/data-protection/. the College(cid:146)s Data Protection Policy which can be
MAGDALEN COLLEGE, OXFORD FURTHER PARTICULARS FOR SNACK BAR ASSISTANT (Reference No: CA25006) Magdalen College is one of the most beautiful of the Oxford colleges with a hundred-acre site of ancient and modern buildings including the landmark Great Tower beside Magdalen Bridge. Accommodation is provided to over five hundred graduate and undergraduate students. The College also houses several residential Fellows and provides teaching and meeting rooms, offices and common rooms that are serviced seven days a week. The catering team also service the Senior Common Room, providing lunch and High Table dinners. The Buttery provides Breakfast, Lunch and Dinner provision for Middle Common Room and Junior Common Room members in Hall. The Old Kitchen Bar provides a snack bar service throughout the day as well as a licensed bar during the evenings, also providing a venue for students bops and functions. The College is a busy conference venue during the summer months and is also a popular destination for visitors to Oxford during the vacations. The Snack Bar Assistant is employed by the College of St Mary Magdalen in the University of Oxford (the “College”) and is responsible under them to the Operations Manager. Duties & Responsibilities Food & Beverage Service • Implement the highest standards of service as defined in the Catering Department’s code of practice (Operations Manual), supervise and train all casual staff to meet the appropriate principles. • Ensure that food service standards are maintained and continually improved at all times throughout the Old Kitchen Bar. • To deputise for the Snack Bar Supervisor when and where required. • To deputise for the Bar Supervisor (Alcohol) when and where required. • To provide tea and coffee in the meeting rooms during the day, especially in absence of • the Butler and Supervisors. In the absence of the Snack Bar Supervisor hold meetings on weekly basis with Head Chef, in order to improve the Bar and pass the feedback from customers to Head Chef. • To maximise the sales and profits in the snack bar and also maintain the staffing to the acceptable level at all times. People Management • In the absence of the Snack Bar Supervisor, supervise the Old Kitchen Bar staff in a responsible and professional manner. • Implementation of the dress code and hygiene standards at all times. • Supervise where needed all porters, service staff full and casual labour. • Supervise the day-to-day casual labour with regard to presentation, skills and attitude. 1 Professional Obligations • Work on a rostered basis (to include Sundays during the long vacation) in the Old Kitchen Snack Bar and be flexible to work in wet Bar, Senior Common Room and hall in order to meet the catering department need. • Work with Snack Bar Supervisor, Operations manager and other heads of department to uphold the standards and principles of the Catering Department and the College as a whole. • To have the skills needed to develop and maintain good standards of supervision, in the Old Kitchen Snack Bar and Bar services and other areas of the College as and when required. • Work is carried out in a dedicated and responsible manner. • Support in the management of change and operational development within the Catering Department. • Maintain service standards throughout the Catering Department in terms of skills and equipment. • Control cash floats and operate tills maintaining financial integrity at all times. • Maintain standards of skills and presentation of all service staff including casual labour. • In the absence of the Butler, serve refreshments in the afternoon in the Senior Common Room, Smoking Room and associated areas when and where required. In the absence of the Bar Supervisor maintain services to the Bar (Alcohol) and associated areas when and where required. • • Reduction of waste in Old Kitchen Bar and make sure all the wastage is recycled in a correct way at all times. Administration Support the Snack Bar Supervisor as directed in the following areas: • Manage all stock holding to the lowest practical level. • Deliver staff training in skills, service delivery, customer services and food safety as directed by the Operations Manager. • Compare till purchasing numbers with kitchen production sheets to assess portion size and/or volume. • Order all the food and salad on a daily basis using the proper forms provided by the Operations Manager • Complete and return all the cleaning rotas on the daily/weekly basis back to the Operations Manager. • Complete and return all the takings sheets on the daily/weekly basis back to the Operations Manager. • Keep the Board in the Bar updated with all promotions and specials discussed with Head Chef and the Operations Manager. Implement and the department’s Health and Safety Policy. Health and Safety • • Maintain and update food standards documentation and work practices. • Uphold the hygiene standards of the service and casual staff. Personal Specification • C&G Certificate of Food & Beverage Service (Level 1) or BETC equivalent. • Able to demonstrate commercial awareness. • Reliability; an excellent timekeeper and good standards of personal presentation. • Good interpersonal and communication skills, being a “Team Player”. • Computer literacy; working knowledge of Word, Excel, Outlook and Database operations. • Professional attitude, motivated developer, consistent yet pragmatic. 2 • Must be fluent in both spoken and written English. • Any other task, duties and responsibilities not listed above which can reasonably be expected to be performed or undertaken by a Snack Bar Assistant. The above list of duties and responsibilities is not exhaustive and you may be required to carry out alternative tasks as instructed by your manager to ensure the department can operate an efficient service at all times. Hours of Work The hours of work will be 40 hours per week on a rostered basis to include Sundays in the long vacation. Salary The salary for this post will be on the scale £24,215 – £28,778 per annum, equivalent to Grade 3 of the College Unified Pay Scale), depending on skills and experience, plus Oxford Location Allowance of £1,730 per annum. Holiday The holiday entitlement is 30 days per annum plus bank holidays. Some bank holidays are regarded as normal working days and may need to be taken at a later date. Some set days holiday must be taken when the College is closed. Other Benefits • Membership of contributory pension scheme. • Free lunch will be provided. • Use of sports facilities. • Optional contributory Healthcare Scheme. • Bus pass purchase scheme. • Cycle to work scheme. The College provides for maternity leave on a basis that exceeds the statutory provisions. This is a day one entitlement and there is no qualifying period, women are eligible for 26 weeks’ maternity leave on full pay, followed by 13 weeks of leave on Statutory Maternity Pay (SMP) and 13 weeks of unpaid maternity leave. Arrangements are available for Adoption Leave, Shared Parental Leave, and Paternity Leave. Magdalen College has a priority claim on places in the University nurseries. Please complete an application form and recruitment monitoring form. Please send completed applications to Human Resources, Magdalen College, Oxford OX1 4AU, or human.resources@magd.ox.ac.uk. This post will remain open until a suitable appointment is made. Incomplete applications will not be accepted. The College particularly welcomes applications from Black, Asian, and Minority Ethnic Candidates. 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 2018 and the College’s Data Protection Policy, which can be found at https://www.magd.ox.ac.uk/other-policies/data-protection/. 3
THE MAGDALEN COLLEGE DEVELOPMENT TRUST
16,201 per year (pro rata)
Magdalen College, Oxford
Part-time
MAGDALEN COLLEGE, OXFORD HR DATA & SYSTEMS ASSISTANT (REFERENCE NUMBER: HR25002) Magdalen College, founded by William Waynflete in 1458, is one of the largest of the thirty-nine Colleges of the University of Oxford and one of the most beautiful, with a 120 acre site of ancient and modern buildings including the landmark Great Tower beside Magdalen Bridge. The College has over 600 student members, both graduate and undergraduate. There are 75 Fellows who form the Governing Body, and approximately 160 non-academic College staff. Information about the College is available on our website at www.magd.ox.ac.uk Our Human Resources Team is a team of five, led by the Head of HR; we provide comprehensive HR support for all colleagues across the College, and fulfil HR strategies to achieve the aims of the Strategic Plan. As a team, we pride ourselves on providing a responsive, collaborative, and trusted service. We are seeking an experienced HR Data & Systems Assistant to deliver payroll and support the upgrade of our HRIS, Cintra, and associated automation of our HR processes, driving greater efficiency and data insight across the employee lifecycle. This is an exciting opportunity to contribute to our ongoing transformation, with potential for the role to expand in hours and scope in the future. Duties and Responsibilities The duties of the HR Data & Systems Assistant are listed below should not be regarded as exhaustive. The postholder will be expected to work flexibly and closely with HR and Finance colleagues, and to perform other duties relevant and appropriate to this post, as instructed by the Head of HR. 1. HR and Payroll Administration • Responsible for payroll data and pension administration, ensuring accuracy and timely processing, working closely with colleagues in the Finance Team, specifically the Payroll Officer. • Maintain employee records for attendance, leave, and statutory entitlements, also producing required HR documentation. • Respond to internal and external data requests and provide general HR administrative support. 2. HR Systems Management • Proactively maintain accurate employee and organisational data, ensuring GDPR compliance and system integrity. 1 • Support system upgrades, configuration, and user access while liaising with vendors and IT to resolve issues. 3. Data Management and Reporting • Develop and deliver accurate HR reports and analytics to support the Head of HR and inform decision-making. • Analyse people data trends, and support statutory returns, benchmarking, and compliance reporting. 4. Continuous Improvement and Compliance • Drive improvements in HR systems and processes to enhance efficiency and user experience. • Ensure all HR data practices align with GDPR, data protection, and EDI standards. • Stay informed on HR technology trends and contribute to continuous service improvement. • Any other tasks, duties and responsibilities not listed above which can reasonably be expected to be performed or undertaken by a HR Data & Systems Assistant Essential 1. Experience managing HR systems – maintaining accurate employee data, configuring system modules, and resolving technical issues. 2. Experience of managing payroll - understanding of current legislation including taxable benefits, SSP, SMP, parental pay, salary sacrifice, pensions including auto-enrolment. 3. Strong data and analytical skills – producing, interpreting, and presenting HR metrics and reports to support decision-making. 4. Knowledge of GDPR and data governance – ensuring compliance and maintaining confidentiality when handling sensitive employee data. 5. Excellent IT skills and experience – including advanced Excel skills. 6. Attention to detail and organisational skills – proactively ensuring data accuracy, meeting deadlines, and managing multiple priorities effectively. 7. Strong communication and teamwork – collaborating across HR, Finance, IT and providing clear guidance to new starters and colleagues across the College. Desirable 1. Experience in using Cintra. 2. Experience developing HR dashboards or data visualisations (e.g. Power BI, Tableau). 3. Relevant qualification in HR, Payroll, data analytics, or information systems (e.g. CIPD, CIPP, HRIS certification, or equivalent). 4. Previous experience of working in an Oxford College, higher education or public sector. 2 Hours of Work The hours of work will be part time at 20 hours per week. The working pattern is negotiable and could be worked over 3 days per week or spread over 5 days to suit school hours. Flexibility is desirable as there is potential for the role to expand in hours and scope in the future. Salary The salary range will be Grade 5 of the Unified College Pay Scale, pro rata. As such, the starting range for 20 hours per week would be £16,201 per annum plus the Oxford Location Allowance. Location of Work This role is based at Magdalen College, Oxford, OX1 4AU, with office-based working highly preferable. Holiday The full time holiday entitlement is 38 days per annum including bank holidays. Some set days’ holiday must be taken when the College is closed. Other Benefits • Membership of contributory pension scheme (Oxford Staff Pension Scheme) • Free lunch will be provided (when Magdalen College kitchens are open) • Use of sports facilities • Optional contributory Healthcare Scheme • Bus pass purchase scheme • Cycle to work scheme • Car parking may be available The College provides for maternity leave on a basis that exceeds the statutory provisions. This is a day one entitlement and there is no qualifying period, women are eligible for 26 weeks’ maternity leave on full pay, followed by 13 weeks of leave on Statutory Maternity Pay (SMP) and 13 weeks of unpaid maternity leave. Arrangements are available for Adoption Leave, Shared Parental Leave, and Paternity Leave. Magdalen College has a priority claim on places in the University nurseries. Magdalen College is committed to equal opportunity, and to being a place where everyone belongs and is supported to succeed. We recognise how the diversity of our community enriches our ability to deliver on our academic mission. We welcome applications from individuals from all backgrounds, including those under- represented within higher education. No applicant or members of staff shall be unlawfully discriminated against on the basis of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. Applications Please complete the College application form and send it, together with the recruitment monitoring form, (both of which can be found on our website at http://www.magd.ox.ac.uk/job- vacancies/) at Magdalen College, Oxford, OX1 4AU or human.resources@magd.ox.ac.uk. If you do not wish the College to contact your referees at this stage please make this clear in your application. The post will remain open until a suitable candidate is found. the HR Team to 3 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 2018 and at https://www.magd.ox.ac.uk/other-policies/data-protection/. College’s Data Policy, which Protection found can the be 4