Temporary posts

Job Description
Please see Notes for Job Applicants for general background information on St. Clare's.

Main purpose of the role
To be a member of the team that handles all aspects of the sales and registrations process for the full range of summer courses for juniors and teenagers at St. Clare's which take place during June, July and August.

Main responsibilities and duties

• Handles sales enquiries efficiently, advising on the full range of summer programmes, via telephone, e-mail, fax etc.
• Liaises between client, Sales Manager, Accommodation Officer and Course Director over the availability of courses.
• Enters student registrations into the college database (Streamline) with due attention to detail.
• Sends confirmation letters, invoices and joining documents, transfer details to clients (both agents and ‘direct' customers), maintaining a separate file for each individual booking.
• Collects deposits from direct clients to secure the booking and final payments before arrival-date.
• Liaises with colleagues (in bursary, student services, Sales Manager) and informs of any changes to bookings.
• Liaises with preferred taxi and coach companies, and couriers as appropriate, providing signage and clear instructions regarding client expectations in preparation for travel days.
• Produces weekly reports of bookings, courses, availability etc.
• Produces arrivals lists for each intake weekend and circulates to colleagues, as appropriate.
• Assists personally with the arrivals on a minimum of three Sundays during the season.
• Supports colleagues and covers as required.
• Performs other related duties as required.

Additional information
The successful candidates will be expected to adapt to the differing requirements of the role as the summer season approaches.

• Each member of the team will take primary responsibility for a number of agents and direct clients. Such ownership of the booking process, from initial enquiry to arrangement of transfers, ensures that clients feel the benefits of a personalised service.
• Team members must be willing to acquire the ‘product knowledge' for the full range of summer courses – English Language and International Baccalaureate – so that they can advise clients with confidence.
• There should be a free exchange of information in the open plan office. Roles are largely interchangeable and each member of the team will cover for colleagues in the interests of the client.
• Pressure in the sales office builds as the courses become full and alternative start-dates are offered. Flexible working is also required from late June to early August when the role includes arranging transfers for students to and from the airports; welcoming students in person on Sundays according to an agreed rota; collecting final payments etc.

Terms and conditions
Three posts are available of varying duration:

• from February to July
• from March to July
• from April to 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
£285 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. 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 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 .

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:

Mr Lawrie Coupland
Director of English Language Courses
St. Clare's, Oxford
139 Banbury Road
Oxford OX2 7AL

Email: charlotte.thompson@stclares.ac.uk
Tel: 01865 517349

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