Information about the University and the Department may be found via the Departmental website at

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1 FURTHER PARTICULARS The University of Cambridge The University of Cambridge is one of the world s leading Universities, with an outstanding reputation for academic achievement and research. Cambridge comprises 31 Colleges and more than 150 departments, faculties, schools and other institutions plus a central administration. The Department of Pure Mathematics and Mathematical Statistics (DPMMS) is one of two departments making up the Faculty of Mathematics, the other being the Department of Applied Mathematics and Theoretical Physics (DAMTP). The departments are responsible for the teaching of Mathematics and its applications within the Mathematical Tripos, and within its various postgraduate and graduate degrees. The Faculty of Mathematics is one of the world's leading mathematics faculties with an exceptional record in research and teaching. The Mathematical Tripos, with an annual intake of around 250 students, is renowned as a leading undergraduate maths course. The fourth year, also taken by students from outside Cambridge is one of the most prestigious Master s courses in Maths in the world with an intake of some 150 students per year. In addition around 330 other PhD and MPhil students are in residence at any one time. Information about the University and the Department may be found via the Departmental website at Post Summary of Role Location Salary Grade Working pattern Hours of work Limit of tenure Annual leave Pension Administrative Assistant: Graduate Office The role will provide administrative support to the new Mathematics Graduate Office which has been established to combine and centralise the existing functions carried out separately at present by the two Mathematics Departments, in order to increase efficiency, make for a consistent approach throughout the Faculty, and provide an opportunity through the increase of staff effort, to grow in certain areas such as Alumni Relations. Centre for Mathematical Sciences, Wilberforce Road, Cambridge CB3 0WB 20,972 24,289 (single salary spine points 29-34) pro rata 4 Part-time (0.5 FTE) hours per week N/A 28 days plus Public Holidays pro rata Cambridge University Assistants Contributory Pension Scheme (CPS)

2 Closing date for applications Expected date for interview/selection How to apply 15 August 2014 Week beginning 25 August 2014 To submit an application for this vacancy, please click on the link in the 'Apply online' section of the advert published on the University's Job Opportunities pages. This will route you to the University's Web Recruitment System, where you will need to register an account (if you have not already) and log in before completing the online application form. On the online form you should explain the reasons for your application and how your knowledge, skills and experience match the requirements of the role. The full contacts for two referees should be included; please note that we will assume that you are happy for us to approach your referees at any stage, unless you indicate otherwise in the space provided on the form. Informal discussions can be held with the Mathematics Graduate Office Administrator, Ms Sarah Dodd, by telephone on , who can also be contacted by at: Equal Opportunities Information The University of Cambridge appoints solely on merit. No applicant for an appointment in the University, or member of staff once appointed, will be treated less favourably than another on the grounds of sex (including gender reassignment), marital or parental status, race, ethnic or national origin, colour, disability (including HIV status), sexual orientation, religion, age or socio-economic factors. Information if you have a Disability The University welcomes applications from individuals with disabilities. Our recruitment and selection procedures follow best practice and comply with disability legislation. The University is committed to ensuring that applicants with disabilities receive fair treatment throughout the recruitment process. Adjustments will be made, wherever reasonable to do so, to enable applicants to compete to the best of their ability and, if successful, to assist them during their employment. We encourage applicants to declare their disabilities in order that any special arrangements, particularly for the selection process, can be accommodated. Applicants or employees can declare a disability at any time. Applicants wishing to discuss with or inform the University of any special arrangements connected with their disability can, at any point in the recruitment process, contact, the Departmental Secretary who is responsible for recruitment to this position, by telephone on , by on dpmmssec@dpmms.cam.ac.uk or by post to: Departmental Secretary, CMS, Wilberforce Road, Cambridge CB3 0WB. For additional guidance and information, applicants can contact the HR Business Manager responsible for the department they are applying to via hrenquiries@admin.cam.ac.uk. Further Information There is a range of information which you may find helpful on the University s website: This includes applying for posts, working at the University, living in Cambridge and details of current vacancies. Attachment: CHRIS/PD33 Part 2 Role Description

3 Role Description Dimensions of the role The role will provide administrative assistance within the new Mathematics Graduate Office which is being established to combine and centralise the existing functions carried out separately at present by the two Mathematics Departments, in order to increase efficiency, make for a consistent approach throughout the Faculty, and provide an opportunity through the increase of staff effort, to grow in certain areas such as Alumni Relations. Applications for graduate courses for admission in 12/13 for DAMTP and DPMMS: Master of Advanced Study (one year taught) = 460 M.Phil. (one year taught) = 53 Ph.D. (standard 3 year) = 245 Ph.D. (4 year Centre for Doctoral Training) = 58 Graduate students in residence in 12/13 for DAMTP and DPMMS: Master of Advanced Study (one year taught) = th year MMath (Part III) students = 90 M.Phil. (one year taught) = 15 Ph.D. (standard 3 year) = 187 Ph.D. (4 year Centres for Doctoral Training) = 43 In addition, the Mathematics Degree Committee is responsible for the administration of certain Ph.D. students admitted by two non-university Institutions and on average there are 10 such students at any time. Please see attached organisation chart. Main Responsibilities 1 Student recruitment 30% daily Applications and admissions function for Graduate Students (MASt (Part III) in 3 subjects, M.Phil. in 1 subject, standard Ph.D. in 4 subjects, 4-year Ph.D. in 2 subjects, visiting students not to be registered): The role holder will provide administrative support within a team in respect of graduate student admissions. Such support will include: Assisting with advertising activities, for example with the administration of events such as Open Days Assisting with the arrangements for interviewing prospective students Giving routine advice to applicants on University and Faculty requirements for entry. The role holder will occasionally provide clarification on procedures and regulations. Processing of applications (taking the initial electronic application through to the Department acceptance or rejection stage and informing applicants of results, etc.) Production of ATAS certificates Providing data on admissions as required Record keeping Maintenance of web pages Providing clerical support to the Admissions Officers and Admissions Committees as required

4 2 Graduate course maintenance 30% daily In-course function: The role holder will provide administrative support within a team in respect of the delivery of the following processes and functions: Collation of course schedules using pre-determined templates but producing the input in TeX/LaTeX and formatting into a whole and insertion on the web Typing of course material, student handbooks, etc. and insertion on the web Assisting with the induction programme for students Assisting with in-course administration, for example recording the monitoring and reporting on student progress in Part III and providing reports thereon Providing general advice and assistance to students. The role holder will occasionally provide clarification on procedures and regulations. Providing a clerical service for academic course directors Providing a clerical service to graduate committees, for example in arranging meetings, typing and distributing Agenda and Minutes Assisting with the administration of training courses and student projects Record keeping Entering and updating of Research Council students records on their web based system Providing data on student records as required Assisting with making arrangements for disabled students Providing clerical and secretarial assistance for the Researcher Development training programme 3 Degree Committee 15% daily Providing administrative assistance with Degree Committee business: The role holder will provide administrative support within a team in respect of Degree Committee business, under the direction of the Mathematics Graduate Office Administrator, such support to include: Assisting with the mechanism for the Progress Assessment Exercise Assisting with the process and forms for appointment of supervisors Assisting with the mechanism for appointment of advisors and maintaining records thereof Assistance with the mechanism for appointment of Ph.D. Examiners Assistance in obtaining statements regarding collaborative research Typing letters to Examiners and sending out theses for examination with relevant documentation Processing and recording fees and expenses claims Monitoring the progress of Ph.D. examinations Updating Degree Committee web pages Typing of draft agenda for Degree Committee meetings Circulation of Degree Committee Agenda and Minutes Assisting with the processing of Degree Committee documentation Recording Degree results and production of documentation on the results of examinations for the candidates (the Graduate Office Administrator and Degree Committee Secretary would both be required to verify accuracy) Record keeping Providing data on records as required Providing clerical assistance to Secretary of Degree Committee as required Assisting with the administration of the Smith etc. essay competition

5 4 Secretarial / Clerical duties 15% daily Providing a supportive secretarial/administrative service to the Mathematics Graduate Office Administrator and the academic officers connected with its activities and committees. This will include diary management, travel arrangements, receiving and distributing post, taking messages, photocopying, typing confidential correspondence, drafting non-routine letters/minutes, filing. 5 Graduate Education Activities 10% daily Together with other members of the team, the role holder will assist in the administration of associated activities of the Graduate Office to include the following: Assisting with the administration for inviting speakers Assisting with the administration of short courses/workshops (arranging venues, refreshments, publicising course, maintaining a booking register, greeting participants, producing delegate handouts, etc.) Assisting with activities associated with Alumni relations Assisting with the administration of Career events Person profile Essential knowledge, skills and experience required for role Education & qualifications Educated to at least A level standard. Specialist knowledge & skills Interpersonal & communication skills Relevant experience Highly competent in standard software packages, eg Word, Excel, Access, Outlook. Organisational skills. Ability to prioritise own workload as not continuously supervised. Standard knowledge of /internet. Standard knowledge of web editing. Although it is not expected that the role holder will possess the skill at the outset, it is a requirement that the role holder will be able and willing to learn the mathematical typesetting language, TeX/LaTeX as this will be imperative in the production of course and web material. High standard of communication and interpersonal skills. Relevant experience in a secretarial/administrative post. Experience in the University s graduate processes and systems would be an advantage. Additional requirements Attention to detail is an absolute requirement as the incorrect recording of data would have serious consequences.

6 Mathematics Graduate Office Organisation Chart Head of Department Graduate Committees and Officers Departmental Secretary/Secret ary of Mathematics Degree Committee 9 Mathematics Graduate Office Administrator (7) Admin Assistant (4) Admin Assistant (4) X Admin Assistant (3) 50% FTE