College Office Administrator

2 weeks ago

Oxford, United Kingdom Balliol College Full time

Balliol College seeks to appoint a full-time, permanent College Office Administrator. This is a rewarding post for someone who has excellent communication and administrative skills, and who is looking for diverse, fast-paced, and responsible work in a close-knit college office environment.

**Salary**: £32,332 - £38,205 per annum (Grade 6)

**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

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

**Probationary Period**:12 months

**Start Date**: 1 April 2024 or as soon as possible thereafter

**Balliol 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 twelve, who work collaboratively in a friendly and supportive environment.

**The role**:
**Principal Responsibilities**:
Reporting to the Senior Tutor/Tutor for Graduates, assisting the Undergraduate Admissions & Academic Administrators and providing other College Office administration as required, including in liaison with the Graduate Administrator and the Student Support Administrator.

STUDENT ADMINISTRATION
- Support the Undergraduate Admissions & Academic Administrators with the undergraduate admissions exercise, assisting with the production and checking of decision letters, interview timetables and helping with the organisation of remote interviews
- Support the Graduate Administrator with the graduate admissions exercise, logging information from Financial Declaration forms and passport and visa information for new students
- Assist the Undergraduate Admissions & Academic Administrators and the Graduate Administrator in the new student arrival processes, including registration and Freshers’ Week exercises and events
- Prepare the College List of student members for the start of the academic year, and carry out periodic updates as required
- Carry out the College Adviser allocation exercise for graduate students
- Support the Undergraduate Admissions & Academic Administrators in administering College examinations at the start of each term, and in delivering public examinations in College
- In liaison with the Student Support Administrator/Disability Co-ordinator, ensure that special arrangements for examinations and assessments are implemented, in accordance with Student Support Plans, for both College and University assessments
- Keep accurate records of College and public examination results, liaising as required with the Student Finance and Support Administrator in respect of academic awards
- Work with various IT systems and handle all data in compliance with data protection regulation, undertaking the required preparatory training
- Oversee the College Office Assistants in processing forms and transcripts, producing letters and making electronic submissions for all stages of the student career, and transcripts for alumni, as required
- Input data into the College Records and eVision systems, including, but not limited to, College examinations and Personal Tutor/College Adviser allocations
- Produce Handshaking (undergraduate end-of-term reports) timetables to a set schedule each term

COLLEGE OFFICE AND EXECUTIVE
- Support College Officers and/or other College Office staff in the preparation of paperwork for executive level committees
- Undertake as requested data analysis relating to student admissions and outcomes, and to strategic academic objectives as they arise
- Administer College academic events as required, including but not limited to the Oliver Smithies Lecture series
- Take overall responsibility for teamwork to ensure College Office paper files and electronic folders are kept in order and up-to-date
- Take overall responsibility for the College Office inbox
- Support the Undergraduate Admissions & Academic Administrators in administering the Teaching Management System (TMS).

RECRUITMENT AND RIGHT TO WORK
- Undertake regular training to keep up-to-date with right to work processes and policy, to inc

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