Background to the post
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.

Main purpose of the role
• To provide administrative support before and during courses for junior and teenage students.

Main responsibilities and duties
•  Photocopies and collates in advance materials for teachers on both seasonal sites: Staff Handbooks, multiple copies of Orientation activities, log books, signage etc.
•  Prepares ID cards for students and staff prior to arrival date, liaising with sales team, travel co-ordinator and Short Courses Administrator; ensures that all have an up-to-date card.
•  Re-organises the staff room (incl. pigeon holes) for the start of summer courses.
•  Photocopies, collates and files as appropriate materials for students each week: Welcome Packs and activity programmes for arrival Sundays; test papers, answer sheets, orientation activites etc. for Mondays; initial feedback forms, report documents etc. for Wednesdays; certificates, reports, end-of-course feedback forms for Fridays.
•  Creates new classes using the college database (Streamline): allocates students to classes, prints lists and registers, distributes to teachers and course directors.
•  Assists, by separate agreement, with the arrivals on Sundays and/or the departures on Saturdays.
•  Assists the IB Institute Director with photocopying for IBO Teacher's Workshops & Review & Revision courses.
•  Performs other related duties as required.

Terms and Conditions
This is a temporary post from late May to end July. 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
£240 per week, including statutory holiday entitlement. Some holiday may be taken during this period with prior agreement of the Director of English Language Courses; the remainder to be taken at the end of contract.
All payments are credited automatically to each staff member's bank, in arrears, on the 26 th 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.
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:

Lawrie Coupland
Short Courses Office
St. Clare's, Oxford
139 Banbury Road
Oxford OX2 7AL

Tel: 01865 517349
Fax: 01865 310002

Email: charlotte.thompson@stclares.ac.uk

Return to vacancy information page