College Office Assistant

4 weeks ago

Oxford, United Kingdom Balliol College Full time

This is an exciting opportunity to work in a dynamic and fast-paced environment. The full-time post gives all-round exposure to academic administration and office teamwork. The College Office is a small team who work collaboratively in a friendly and supportive environment. The post holder would be supporting different team members across a range of activities, ensuring a varied and interesting workload and the opportunity to build a broad range of skills and knowledge.

The appointment, which is pensionable, will be made according to qualifications and experience on Grade 4, currently £25,138 - £28,759. Additional benefits include generous holiday entitlement, bus pass scheme, and free lunch.

**Salary**: £25,138 - £28,759 per annum (Grade 4)

**Contract Type**:Full-time, permanent (after passing probation)

**Location**: Balliol College, Oxford

**Hours**:The position is offered on a full-time basis (37.5 hours per week, with flexibility to work longer hours during specific periods, and also Bank Holidays if necessary, for which time in lieu can be taken). Normal hours of work will be during office hours (Monday to Friday 9.00am to 5.00pm). However, work outside these normal hours, including weekend work, may be required at busy times. Hours will be mutually agreed between the post-holder and the College Office.

**Department**:College Office, Balliol College

**Line Manager**:Senior Tutor/Tutor for Graduates

**Probationary Period**: 12 months

**Start Date**:ASAP

**The College**:
Balliol was founded in 1263 and is now one of the larger Oxford colleges, with about 400 undergraduates and a similar number of graduates in residence at any one time. The College takes academic work very seriously, but visitors are generally struck by the informal and friendly feel of the place. The College occupies a historic site in the middle of Oxford.

Balliol is a constituent college of the University of Oxford and employs some 80 fellows, 50 lecturers and about 120 support staff with Dame Helen Ghosh as its current Master. The College Office consists of a small team of ten, who work collaboratively in a friendly and supportive environment.

**The role**:
**Duties**:
Reporting to the Senior Tutor/Tutor for Graduates, assisting the Undergraduate Administrators and the College Office Administrator and providing other College Office administration as required. As one of two College Office Assistants, you will be an integral part of the administration team, supporting the smooth operation of the College. You will share responsibility for a range of tasks, including but not limited to

**General Duties**:

- Order new and replacement University cards for staff and students
- Process forms, letters and electronic submissions as necessary for all stages of the student career, including producing transcript letters for students and alumni to present to third parties
- Keep the main College Office space in good order
- Handle photocopier supplies and servicing
- Manage office stationery, supplies and inventory
- Assist Fellows with occasional administrative requests, e.g. printing and photocopying
- Work with various IT systems and handle all data in compliance with data protection regulation, undertaking the required preparatory training
- Support College Officers and/or other College Office staff in the preparation of paperwork for executive level committees
- Undertake regular training to keep up-to-date with right to work processes and policy, to include regulations relating to the Student Visa Route, Tier 2 and Tier 5 visas
- Undertake right to work checks for all those employed by the College on a casual basis
- Carry out any other duties which may be assigned by the Senior Tutor, the Undergraduate Administrators or the College Office Administrator
- Comply with the College’s Information Security Policy

**Academic Administration**:

- Input data into the College Records and eVision systems, and ensure that data is up-to-date and accurate
- Assist with the organisation of College academic events as required, booking rooms, ordering catering, inviting guests and liaising with the Conference and Events Manager and Front of House Manager
- Keep electronic files for new students and academic staff in order and up-to-date, and archive old records
- Archive departed students’ files and other documentation on a regular basis
- Collate results from termly College examinations (Collections), and prepare Commendation letters for students
- Gather and collate data from the Teaching Quality Feedback Survey
- Support the Undergraduate Administrators in administering College examinations at the start of each term, and in delivering public examinations in College
- Assist the Undergraduate Admissions & Academic Administrators and the Graduate Administrator in the new student arrival processes, including registration and Freshers’ Week exercises and events

**Admissions Administration**:

- Assist the Undergraduate Administrator

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