Administrator
- Short Courses Division
(Administration
/ Student Registration Role)
Please read
in conjunction with Notes for Job Applicants
for further general information on St. Clare's.
Background
to the post
St. Clare's is an independent international college and non-profit-making
educational charity. Our aim is to promote international education
and understanding. We offer a diverse and expanding range of courses
and services. The Short Courses Division at St. Clare's organises
programmes that are both college based and which take place elsewhere
(in Oxford, the wider UK and overseas) including amongst others
English language courses for non-native speakers, study abroad courses
for American undergraduates, teacher methodology courses and English
language testing.
The post
This
is a full-time post to provide administrative support to the Director
of Short Courses both in the College and elsewhere, in the development
of all of St. Clare's courses and activities. This support may include
work on promotion of courses and services. The post holder will
report to the Director of Short Courses and will also liaise with
other members of the administrative staff in the College.
Main duties
and responsibilities
- Dealing with
a variety of enquiries from agents and individuals by telephone,
fax, email (helping to convert enquiries to sales)
- Entering
full and accurate enquirer details on our "Enquiry Tracking
System"
- Enrolling
students on 'Streamline' database as required (training provided);
maintaining student files
- Working on
the administration and operations of short courses in the UK and
overseas
- Working with
databases: inputting and drawing down information for mailings
and reports
- Dealing with
staff enquiries for short courses; managing staff database and
files for seasonal appointees; arranging interview times, etc.
- Making appointments
for overseas and UK trips
- Sending publicity
items to printers and adverts to directories, magazines etc.
- Liaising
with other departments regarding bookings, e.g. student services,
bursary, sales and registration
- Carrying
out standard administration duties such as typing and sending
of letters/mail-shots, faxing, filing, photocopying, message taking,
archiving
The work is
varied and with regard to the areas specified above the emphasis
on task will change according to the time of year. The person appointed
will therefore need to be adaptable/flexible according to the seasonal
demands. Duties may be expected to change/grow as the department
develops.
Essential requirements
- Post school
qualifications - preferably degree level or equivalent
- Proven IT
skills, including: internet, email, databases, word processing,
spreadsheets (Excel)
- Excellent
communication skills (oral & written), face to face and telephone
manner
- Experience
in office administration with demonstrable administrative aptitude
and skills
- Ability to
prioritise workload
- Meticulous
record keeping
- Committed,
self-motivated, energetic and adaptable
- Able to work
under pressure with good humour
Desirable
requirements
- A pro-active
approach to sales
- Fluency or
knowledge of one or more foreign languages
- Experience
of educational and/or international contexts
- Experience
or understanding of working with people whose first language is
not English
Terms and
conditions
Hours: Essentially 09.00 to 17.00 Monday to Friday, with one
hour for lunch. Some work will be necessary outside these hours
including occasional weekend work. Time off in lieu will be given
for authorised extra hours.
Holiday:
22 working days per year, plus bank holidays and the period
at Christmas when the College is closed (24 December - 1 January
inclusive). The College is open on bank holidays in May and August
and work may be required on these days, with time off in lieu.
Pension:
After 3 months' service you are eligible to join St. Clare's contributory
group personnel pensions scheme (the employer pays up to 10% salary,
employee up to 5%, employer's contribution double that of the employee).
Contributions may be backdated to commencement of service.
Life Assurance:
On commencement of service of employment you will be eligible to
join the Group Life Assurance Plan, the benefit being a lump sum
of 4 times salary.
Salary: A
competitive salary will be offered, according to qualifications
and experience within grade 4 on the St. Clare's scale for Administrative,
Clerical and Library Staff Salary Scales, which is currently £15,053
- £17,416 per annum. Annual cost of living increases effective
on 1 April each year.
Free lunches
are offered in the College dining room during the academic year
and major summer courses on which you are working and when meals
are being served to students.
Probationary
period: The probationary period will be 6 months.
Applications
Please apply by short letter enclosing a full CV including the
names, addresses and telephone numbers of 2 referees to:
Tessa Richardson
Director of Short Courses
St. Clare's, Oxford
139 Banbury Road
Oxford
OX2 7AL
Closing date
for for applications: Monday 1 December 2003
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to vacancy information page
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