Tutorial Office Administrator

**JOB DESCRIPTION**

**Job Title: Tutorial Office Administrator**

**Department: Tutorial Office**

**Reporting to: Tutorial Office Manager**

**Purpose of the role**:
The Tutorial Office Administrator provides a professional, efficient and supportive administrative service to students and a high standard of administrative support to Tutors, Directors of Studies, the Praelector and the Dean.

The Tutorial Office supports three areas of responsibility: Undergraduate Students, Postgraduate Students and Student Accommodation. A Tutorial Office Administrator will be allocated a main area of responsibility but will be required to support the other areas as and when required.

**Key Tasks**:

- Administer admissions; Provide student support by acting as first point of contact for applicants, students and University Central Offices, Faculties/Departments and deal with enquiries, provide ad hoc letters etc.
- Engage with JCR and MCR to improve student attendance at college events.
- Regularly liaise with Faculties/Departments/Institutions to promote a positive working relationship, particularly for those with whom we have large cohorts (e.g. PGCEs, MSts).
- Maintain and update CamSIS and other relevant spreadsheets and databases of all student details including visa details, supervision reports, intermission and leave to work away.
- Maintain records on CamSIS and extract customised reports and statistics when required.
- Maintain student files securely, ensuring compliance with statutory requirements with regard to document checking and visas and data protection regulations.
- Liaise with Student Registry and external bodies as appropriate.
- Maintain access card database and order and program replacement cards as necessary (for students, staff, and Fellows).
- Attend meetings and take minutes as required (e.g. UTF, GrAdmin Forum, Tutor Meetings, DoS Meetings).
- Provide administrative support to Tutors including tutorial support, intermission and leave to work away.
- Provide accurate and timely information and guidelines to students, Tutors and others as appropriate.
- Assist in the updating of the College’s website and other University webpages relating to student information.
- Create surveys for student use.
- Organise matriculation and start of year events; prepare arrival guides for new students.
- Oversee arrangements for other student events across the year.
- Share responsibility for general office systems, policies, procedures and resources: archiving, filing, equipment, keeping website information current, etc.
- Assist other team members during busy periods or absence to help manage overall office workload.
- Provide cover for reception when required.
- To carry out any other duties commensurate with the grade and purpose of the post as advised by the Tutorial Office Manager, Tutors or Senior Tutor.

Examinations
- Undertake administration work to ensure the examination process runs smoothly:

- Ensure exam entries are submitted on time
- Ensure exam access arrangements are processed
- Ensure exam timetables are prepared
- Co-ordinate the day-to-day running of examinations in College
- Co-ordinate office cover for exam period, including weekends and bank holidays
- Inform and advise Tutors and Directors of Studies regarding University policy and practice in the areas of examination complaints.

This is not an exhaustive list but an illustration of some of the duties involved in the process of examination administration.

Accommodation
- Undertake administration work to ensure the accommodation systems and processes for student bedrooms runs smoothly:

- Manage a ballot system for room allocation (where applicable) and allocate rooms for students as well as advising unsuccessful students of the waiting list and maintain waiting lists and handling room moves/swaps.
- Process accommodation requests, allocate accommodation and issue relevant contracts to successful students.
- Manage accommodation for guests and JRFs where requested.
- Liaise with the other departments regarding bulk room bookings (e.g. for Choir, telephone campaigns, Open Days) including updating Kinetix.
- Maintain the Accommodation pages on website (including FAQs pages).
- Handle payments and chase any outstanding debts.
- Act as the Electoral Roll Officer and provide resident data to the Council as required.
- Liaise with other departments to co-ordinate vacation and term time accommodation requirements.
- Liaise with internal departments to co-ordinate room moves for students, maximise occupancy where possible and ensure booking processes are completed and systems updated.
- Provide senior staff with statistics and data relating to students accommodation.
- Manage and monitor the booking and usage of supervision rooms and ensure all rooms are well equipped and laid out to meet the needs of the supervisors.

This is not an exhaustive list but an illustration of some of the duties involved in the process of student-related accommoda