Editorial Assistant

PURPOSE OF THE JOB

The Editorial Assistant is responsible for providing editorial and administrative support for a multifaceted publishing program, supporting both commissioning and content development across multiple formats and disciplines, and liaising effectively with authors, editors, reviewers, and in-house stakeholders to fulfil allocated responsibilities for the effective management of projects. PRINCIPAL ACCOUNTABILITIES/KEY RESULT AREAS

1.

Under direct supervision, complete assigned tasks to provide editorial and administrative support at all stages of the editorial publishing process across all formats, as part of the Content Development Team. In consultation with your manager, balance and prioritize tasks, use effective time-management skills, and deal efficiently with routine queries and tasks.

2.

Assist in project set-up, including creating or recording accurate product/content data using various internal systems (e.g., Oxford Publish) and running P&Ls from the system.

3.

Process and track content and data, within defined procedures, including loading, reviewing, editing and manipulation in various systems, maintaining accurate tracking systems and producing samples and reports as required, and supporting the ongoing development and improvement of systems and workflows.

4.

Under limited guidance, process standard contracts, including issuing, arranging for signature/countersignature, providing forms and documentation, handling routine contract queries, dealing with Royalties/Publications teams, maintaining contracting records, and supplying related information as required to other functions.

5.

Support authors, including answering basic, routine queries and directing more complex queries to appropriate internal staff. Provide standard materials, explain content-delivery preparations, and maintain the relationship between authors and OUP.

6.

With supervision, learn how to manage new-in-paperback projects, commissioning for multi-contributor works, and/or projects from the point of author-delivery to handover to Production.

7.

Assist with preparing content for handover to Production, including assessing manuscripts, completing basic edits, generating coversheets, preparing artwork logs, updating metadata, confirming permissions, preparing handover forms and briefs, and preparing materials and notices for Sales and Marketing. Monitor progress of content through the Production workflow for own titles/projects and ensure that queries from the Production teams are handled or routed promptly and properly.

8.

Process and track payment requests through relevant systems to ensure timely and accurate payments to suppliers, authors, and freelancers. Process requests for complimentary access to products and services for editors, authors, and contributors.

9.

When requested, provide administrative support as required for the Heads of Content Development and Head of Editorial Operations, carrying out regular or ad hoc tasks as directed to help the department run effectively. This may include preparing and circulating reports; assisting with making and revising departmental best practice, training, and policy documents; calendar management; agenda management; arranging meeting rooms; and acting as a liaison with IT, Facilities, and other departments.

10.

Work collaboratively with cross-functional colleagues, including maintaining information flow between Editorial and other departments across OUP to ensure that the publishing process runs smoothly.

11.

Benefit the department, the Division, and the wider Press via your active, positive contribution in the performance of your accountabilities and your participation in additional projects as agreed with your manager.

SKILLS AND EXPERIENCE

• Self-motivated, proactive, detail-oriented, receptive to feedback, and learns quickly

Excellent organizational, time-management, and project-management skills, and the ability to balance a variety of responsibilities/projects and manage time effectively to meet deadlines

• Able to work consistently within established timeframes
• Strong oral and written communication skills
• Fluency in English
• Excellent proofreading and research skills
• Proficiency in word-processing and spreadsheet applications
• Able to work quickly, accurately, and diplomatically under pressure
• Able to work efficiently and effectively in a virtual environment

KEY INTERFACES

Internal: Within Editorial: Director of Content Development and Reference; Heads of Content Development; Director of Content Strategy and Acquisitions; Heads of Acquisitions; Senior Project Editors; Project Editors; Assistant Editors; Acquisitions Editors; Senior Associate Editors

Other functions: Content Operations, Marketing and PR, Sales, Royalties, Finance, Publications, Accounts Payable

External: Authors, Editors, Contributors, Reviewers, Delegates, Referees and Advisers, Suppliers and Freelancers