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Job Description
Please see Notes for Job Applicants for
general background information on St. Clare's.
Background to the post
The Academic Office on the Banbury Road campus oversees the academic side
of pre-university programmes. Currently, this involves 240 students. The
Vice Principal has overall responsibility for the structure and staffing
of the programmes, but most of the detailed work is done by the Director
of Studies and Dean of Students. The latter concentrates on the welfare,
development and progress of individual students. The former has oversight
of pre-university student admission and ensuring that the International
Baccalaureate, PreIB and English for 16+ courses run smoothly.
The overall purpose of the post is to provide a comprehensive secretarial
and administrative service to support the Academic Office. The successful
applicant will work with one other Academic Secretary and the Academic
Office Manager in the Academic Office.
The Academic Office Secretary is a full-time appointment. Most pre-university
students begin in August but a few start on other dates especially in
early January. The successful applicant may be required to work on occasional
Saturdays or Sundays (Parents' meetings, Graduation, etc.). For 8 weeks
during the summer the Academic Office Secretary will provide support for
the work of the Short Courses Division and will be line-managed by the
Director of Short Courses.
The precise job description of the Academic Office Secretary will evolve
in relation to individual skills and the needs of the College. Reporting
to the Academic Office Manager, the Academic Office Secretary will be
expected to:
- Liaise with students, parents, teachers and other
departments within the College, by telephone, in person, or in writing,
providing a high level of customer service at all times
- Act as receptionist to Academic Office, welcoming
visitors, parents and students
- Assist with organising and setting up Parents'
Days, Orientation, and Graduation
- Assist with IB Oral exams, including invigilation
- World literature administration for Head of Languages
- Extended essay administration
- Preparation of student reports and associated
communication with parents
- Data entry for academic and CAS transcripts
- Post distribution
- Maintenance of student notice board
- Weekends-away, early leavers/late returners administration
- Receipt and distribution of student work
- Produce study certificates
- Distribution of staff and student timetables
- Update student records on database
- Forward student mail
- EMA administration
- Cover for Academic Office colleagues as appropriate
- Such other duties as directed by the Academic
Office Manager.
The person appointed to the post of Academic Office Secretary should
- have a good general education, including English
and Maths at GCSE standard or equivalent
- good IT skills, including word processing, spreadsheets
and database
- fast, accurate typing
- a minimum of one year's secretarial/administrative/customer
service experience
- have IT skills of a high order: including Microsoft
Office, Excel, Word and confidence with a database
- have effective oral and written communication
skills
- good time management and organisational skills
- willingness to learn and take responsibility for
new tasks
- ability to see a task through to completion
- be a self-starter able to work on her/his own
initiative
- have good inter-personal skills
- be a flexible team player, able to multitask
- be able to work under pressure and to deadlines
- A knowledge of (a) foreign language(s) is desirable.
An interest in international / cultural education is essential
Terms and conditions
Salary on St Clare's scale for Administrative, Clerical and Library staff
salary scales within the range of £13,547 - £15,603 per annum.
Starting salary will be determined according to qualifications and previous
experience with annual increments (subject to satisfactory performance)
and annual cost of living increases. The St Clare's scale is related to
similar national scales.
Hours of work: 08:00 - 16:30 (ideally). The probationary period will
be 6 months.
Holidays
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 three months service you are entitled to join the College's group
personal pension scheme. Employer pays up to 10% of salary, subject to
the employee contributing 5% of salary, the Employer's contribution being
double that of the Employee. Pension entitlement may be backdated to any
time from the date of commencement of employment.
Other benefits
On commencement of employment you will be eligible to join the group life
assurance plan. The benefit is a lump sum of 4 times salary for death
in service.
You are entitled to free meals in the College dining room, during the
working periods on days during the academic year and major summer courses
on which you are working and when meals are being served to students.
Further enquiries and applications
Please apply by short letter enclosing a full curriculum vitae to include
names, address and telephone numbers of 2 referees to:
Tom Walsh - Vice Principal
St Clare's, Oxford
139 Banbury Road
Oxford, OX2 7AL
Tel: 01865 552031
Fax: +44 1865 310002
Email: recruitment@stclares.ac.uk
Closing date for applications: Friday
21 January 2005
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