Frequently Asked Questions
EXPERIMENTAL MEDICINE DIVISION – HR FAQ’S
The following guidance and webpage links are intended to provide answers to some of our most frequently asked questions for job applicants, new starters, leavers, managers and all other staff during their employment. If you have any specific enquiries please contact your HR Officer or Experimental Medicine HR team on firstname.lastname@example.org
WHERE CAN I FIND VACANCIES WITHIN EXPERIMENTAL MEDICINE DIVISION?
We advertise our posts in the following places:
NDM job pages here: https://www.ndm.ox.ac.uk/jobs
University job pages here: https://www.jobs.ox.ac.uk/
HOW DO I START RECRUITING FOR A CURRENT OR FUTURE VACANCY AS A LINE MANAGER?
Please contact your HR Officer to support you with recruitment. You will first need to submit a recruitment request form to initiate the approval process, this can be found here
You can use University HR Self-Service to access your payslips and P60s online, edit some personal information, and access the Internal Job Board. Further information on how to use HR Self-Service can be found here: https://staff.admin.ox.ac.uk/working-at-oxford/you-and-work/hr-self-service
WHERE CAN I FIND MY PAYSLIP?
As a staff member you should use your Oxford Single-Sign-on (SSO) account to log in and access your payslips and pay information.
I AM HAVING TROUBLE ACCESSING HR SELF-SERVICE, HOW DO I FIX THIS?
You can find up to date guidance on how to resolve access issues here: https://staff.admin.ox.ac.uk/access-faqs
WHAT SHOULD I EXPECT ON MY FIRST DAY?
Experimental Medicine is part of the Nuffield Department of Clinical Medicine, University of Oxford. Staff are based at the John Radcliffe Hospital, the Churchill Hospital, the Peter Medawar Building for Pathogen Research, the Weatherall Institute of Molecular Medicine and the Nuffield Orthopaedic Hospital. Administration support for Experimental Medicine is based on Level 5 of the John Radcliffe Hospital in Headington with research units having their own admin support attached to where they are based.
As a new starter you will receive an induction on your first day with your HR Officer. As part of this induction the HR Officer will go through your new starter paperwork, training requirements, employment information, and policies. If you have any HR enquiries throughout your employment, please contact your HR officer. For further information about your employment with us please visit:https://www.ndm.ox.ac.uk/working-for-ndm/working-for-ndm/at-the-start-of-your-employment/why-work-for-ndm
I AM WORKING REMOTELY, HOW CAN I ACCESS WELLBEING RESOURCES?
University staff can access a range of wellbeing resources, support and guidance online please see the links below:
HOW CAN I CONTACT OCCUPATIONAL HEALTH?
You can access Occupational Health services and guidance here: https://occupationalhealth.admin.ox.ac.uk/#/
WHERE CAN I FIND MY STAFF HANDBOOK?
Academic-related staff here: https://hr.admin.ox.ac.uk/staff-handbook-academic-related-staff
Support staff here: https://hr.admin.ox.ac.uk/staff-handbook-support-staff
STAFF BENEFITS AND REWARD
As part of the University we are committed to attracting, recruiting and retaining the highest calibre of staff. Our University staff can access a range of benefits and reward schemes that can be found here: https://hr.admin.ox.ac.uk/staff-benefits#/
I AM INTERESTED IN FLEXIBLE WORKING, WHERE CAN I FIND MORE INFORMATION?
The University offer a range of informal and formal flexible working options that can be found here: https://hr.admin.ox.ac.uk/flexible-working . For eligibility and approval please contact your line manager first. Your HR Officer can also support with any questions you may have.
PROFESSIONAL DEVELOPMENT (Trainings, e-learning, courses etc)
WHERE CAN I ACCESS LEARNING RESOURCES TO SUPPORT MY CONTINUOUS PROFESSIONAL DEVELOPMENT?
We encourage all our staff at Experimental Medicine Division to attend courses relevant to their role and career plans. You will need to get approval and discuss your learning needs with your line manager before booking onto any training courses. University of Oxford’s People & Organisational Development unit (POD) provide a variety of courses, workshops and careers guidance materials for all staff. You can find access to these and updates from NDM on upcoming training events for Research, Academic, and Support staff here: https://www.ndm.ox.ac.uk/working-for-ndm/working-for-ndm/further-development/training-and-development-for-staff
Please download the training record form under the ‘Training’ section to record all completed trainings.
I AM A PEOPLE MANAGER, WHERE CAN I FIND FURTHER GUIDANCE MATERIALS TO SUPPORT ME IN MY ROLE?
The People & Organisational Development unit (POD) have introduced New Managers’ Toolkit Guides to support managers in all areas of the employee life cycle. These can be found here: https://pod.admin.ox.ac.uk/new-managers-toolkit-guides If you have any specific questions regarding HR policies or processes please contact your HR Officer for further advice.
HOW DO I CARRY OUT PERSONAL DEVELOPMENT REVIEWS REMOTELY WITH MY TEAM?
For support in carrying out Personal Development Reviews remotely please visit the dedicated POD webpages for further guidance: https://pod.admin.ox.ac.uk/files/pdrduringthecovidcrisispodpdf-0
As part of the University we offer a range of leave options some of which are detailed below. You can also find further information regarding returning to work here: https://www.ndm.ox.ac.uk/working-for-ndm/parents-and-carers-gateway/returning-to-work
WHERE CAN I FIND A NEW ANNUAL LEAVE CARD/SPREADSHEET?
This will be emailed to you when you start employment, and at the end of the current annual leave year, for the next annual leave period. The annual leave year runs from 1st October – 30th September. Please email your HR contact for a new spreadsheet, or for annual leave calculations.
HOW DO I REPORT SICKNESS ABSENCE?
Please see our ‘Absence’ section for the procedure and necessary forms you are required to complete if you are sick and unable to come to work. You will need to inform your line manager by 10 AM on the day you are unable to attend work due to sickness. If you are unable to contact your line manager please inform HR.
Sickness Absence – Coronavirus
WHERE CAN I FIND FURTHER GUIDANCE ON SICKNESS ABSENCE RELATING TO COVID-19?
Any employee who reports they are unwell with Coronavirus symptoms must seek a test. University employees can request a test through the University’s Testing for COVID-19-early alert service, or go to a local test centre. Whichever service they use, they will be asked to register with the Test and Trace service so that their contacts can be traced. Please inform the Business Manager or the HR team if you require further guidance.
Please also see University advice and support pages here on latest information: https://www.ox.ac.uk/coronavirus/staff
WHAT OTHER TYPES OF LEAVE CAN I TAKE?
Please see information under ‘Absence’ section and your employee handbook. Alternatively, please contact your line manager if you require leave for any other reasons as the necessary process and forms should be completed prior to taking the leave or as soon as possible in the case of an emergency. If you are unable to reach your line manager please contact your HR Officer or Business Manager.
I NEED TO REQUEST FAMILY LEAVE (MATERNITY, PATERNITY, ADOPTION ETC) WHERE CAN I FIND MORE INFORMATION?
Please find further information on all family leave policies under our ‘Family Friendly’ section and also on the NDM HR webpages, where you can also find further guidance on childcare and flexible working: https://www.ndm.ox.ac.uk/working-for-ndm/working-for-ndm/during-your-employment/family-friendly-policies .
Please also contact your HR Officer for further advice and to request leave and support on individual cases or circumstances.
Support for Parents and Carers
WHERE CAN I FIND FURTHER GUIDANCE TO SUPPORT ME WITH WORK-LIFE BALANCE IN MY CARING RESPONSIBILITIES?
The University offers a range of support initiatives to help you balance work and family at all stages of your life, further guidance can be found here: https://hr.admin.ox.ac.uk/information-for-parents-and-carers#/ If you would like further support please contact your line manager and the HR Officer to discuss your personal circumstances.
The following guidance relates to leaving the University and Transfers to other internal departments.
WHAT IS THE PROCESS FOR RESIGNATION?
You will need to provide your line manager and the department a written Notice to terminate (resignation) in line with your notice period. Please check your contract of employment for your notice period, alternatively contact your HR Officer. You will also need to send your annual leave card to your HR Officer and complete a leavers form so that your final payroll details can be recorded correctly.
HOW WILL I RECEIVE MY FINAL PAYSLIP AND P45? (UNIVERSITY LEAVERS)
Your final payslip and P45 will be sent to your home address (unless another address is specified on the leaver’s form otherwise)
I AM LEAVING THE UNIVERSITY, WHAT WILL HAPPEN TO MY HR SELF-SERVICE ACCESS?
On/after your end date your University card and Single-Sign on will be deactivated and you will lose access to HR Self Service. Please download all payslips and P60 documents prior to your end date if necessary.
I AM TRANSFERRING TO ANOTHER DEPARTMENT, WHAT DO I NEED TO DO?
You will need to follow the above-mentioned steps to resigning and providing notice. Please provide your HR Officer with your new HR department’s contact email address and phone number to arrange your transfer and avoid any delays.