| Summer vacancies
All staff applying for summer jobs should read this additional
information.
For a general background to St. Clare's please see Notes
for Job Applicants.
Job Description
St. Clare's, Oxford is an independent, non-profit-making educational charity. Our aim is to advance international education and understanding. We offer a range of short course programmes, the majority of which take place during June, July and August.
The Assistant Student Services Officer (ASSO) works as part of the short courses administrative team. This is a temporary post from beginning May to end August. He/she is responsible to the Director of English Language Courses (DC), but on a daily basis will report to the Student Services Officer (SSO) as immediate line manager. The ASSO works primarily on accommodation and airport transfers for our summer course students, the majority of whom are foreign learners of English.
Assistant Student Services Officer profile
This is a very busy season and the work can be quite pressured. The ASSO will need to:
- Have an excellent telephone and face to face manner (clients are often non-native speakers of English who require a considerate and patient approach)
- Have proven IT skills (test at interview) and be proficient internet user
- Be meticulous in record keeping
- Have an eye for detail and produce accurate work
- Be able to work under pressure with good humour
- Be able to prioritise work
- Have excellent and demonstrable administrative aptitude and skills
The following would also be useful:
- Experience in the travel industry
- Experience of working with people whose first language is not English
- Knowledge of one or more foreign languages
Duties
- Entering student accommodation and travel information on our database (Streamline) with attention to detail and accuracy (training will be provided)
- Arranging transport with suppliers, e.g. taxi and coach companies
- Dealing with queries re: accommodation and transfer arrangements, by telephone/fax/ email/post
- Sending confirmation of transfer arrangements to clients/students by email/ fax/post
- Liaising with other departments to maintain clear lines of communication (e.g. Short Courses/Registration Officers/Bursary/ISI Coordinator/Activities Department
- Contributing to the production of accurate pre-course accommodation and transfer lists
Courses for juniors and younger teenagers:
- Producing detailed transfer lists with staff allocated to each journey - to be discussed and agreed with the Director of English Language Courses.
- Being present at London Heathrow Airport to co-ordinate these transfers on two arrival Saturdays (8 July & 29 July) for which time off in lieu may be taken. Assisting staff at the summer Rye campus to confirm departure flights and produce departure transfer lists.
- Under the guidance of the SSO, acting as deputy in her absence to deal with student queries regarding college-wide accommodation and welfare issues.
- General administration (e.g. faxing, photocopying, archiving, filing etc.) and other duties as assigned by the DC or the SSO.
Terms and Conditions
This is a temporary post from beginning May to end August. Basic office hours are 09.00 - 17.00 with one hour for lunch (provided free in the College dining hall on working days when courses are in session) five days a week; normally Monday to Friday but with some weekend shift work/flexibility of hours at certain peak times. Work may also include some bank holiday days for which time in lieu may be taken.
Payment
£275 per week, including statutory holiday entitlement. Some holiday may be taken during this period with prior agreement of the DC; the remainder to be taken at the end of contract. A bonus will also be awarded on successful completion of contract. All payments are credited automatically to each staff member's bank, in arrears, on the 26th of each month.
References & Checks
All offers of employment and contracts are issued subject to satisfactory references and satisfactory outcomes on completion of all necessary checks, including establishing the right to work in the UK . In some cases some or all of these checks will have been undertaken before an offer is made. In most cases, taking up employment will be subject to the satisfactory completion of all necessary procedures.
Under the National Minimum Standards for Boarding Schools, we are required to undertake additional checks on all employees working with our residential students who are under 18:
- Full written references, and phone references on quoted referees, including current employer, may be obtained before or after interview. You should indicate specifically if you wish St. Clare's to refrain from contacting your current employer.
- Police checks / Criminal Records Bureau checks must also be undertaken, for which employees / prospective employees are required to provide information and consent. A Certificate of Good Conduct is acceptable if you are returning from abroad.
- Contact with all previous employers where the employee has worked with children or vulnerable adults is also required. This is to establish the reason for leaving the position. On occasions, further information and a reference may be sought in writing, by phone or by other means. By providing details of previous employment, it is assumed that the employee/prospective employee has given consent for this contact, and no specific consent of the employee / prospective employee will be sought.
- The College reserves the right to contact any previous employer and to make any additional enquiries it considers necessary in order to meet its responsibilities in relation to employment of people working with students who are under the age of 18.
Statutory Deductions
Tax and National Insurance will be deducted from salaries in accordance with UK employment regulations. St. Clare's, Oxford will require P45s (if available) and National Insurance numbers before commencement of employment.
Further enquiries and applications
If, after reading the information above, you would like to apply for this
position, please apply with short covering letter and current c.v., including two referees, one of which should be your current or most recent employer to:
Charlotte Thompson, Short Courses Division
St. Clare's, Oxford, 139 Banbury Road, Oxford OX2 7AL
Tel: +44 (0)1865 517349
Fax: +44 (0)1865 310002
Email: charlotte.thompson@stclares.ac.uk Return
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