Background to the post
The Academic Office on the Banbury Road campus oversees the academic side of pre-university programmes. Currently, this involves 270 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 Director of Studies has responsibility for ensuring that the International Baccalaureate and Preparatory International Baccalaureate courses run smoothly, and is also involved in interviewing students as part of the admissions process. The Dean of Students concentrates on the welfare, development and progress of individual students.The post
The overall purpose of the post is to provide a comprehensive secretarial and administrative service to support the Academic Office and the staff who manage the IB and PIB courses. The successful applicant will work with one other Academic Office Assistant and the Academic Office Manager in the Academic Office. The nature of the post is such that the Academic Office Assistant 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 will be required to work on occasional Saturdays or Sundays (Parents' meetings, Graduation, etc.). Department: Academic OfficeTitle of the post: Academic Office Assistant
Post: Full-time, year-round
Hours: 08:00 - 16:00 or 09:00 - 17:00
Immediate line manager: Academic Office Manager
Qualifications required for post: A good general education, including English and Maths at GCSE standard or equivalent. Good IT skills. Fast, accurate typing and data entry.
Experience required for the post: A minimum of one year's secretarial or administrative experience.
Overall purpose of the post: To provide a comprehensive secretarial and administrative service within the Academic Office.
Main duties
- 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
- Data entry for academic and CAS transcripts
- Photocopying, including exams, reports, diplomas
- Maintenance of student notice board
- Record non-residential and disciplinary attendance
- 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
- Preparation of student reports and associated communication with parents
- Assist with exam preparation and administration
- Extended essay administration
- Assist with IB Oral exams, including invigilation
- World literature administration for Head of Languages
- Forward student mail
- Such other duties as may reasonably be requested by the Academic Office Manager
Person specification |
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|---|---|---|
| Specification | Essential | Desirable |
| 1. Education/Training | • Good general education, including English and Maths GCSE or equivalent • Good IT skills, including word processing, spreadsheets and database • Fast, accurate typing and data entry |
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| 2. Experience | • Minimum of one year's secretarial or administrative experience • Experience in using email and internet |
• Experience of administrative work in a school |
| 3. Skills/Aptitudes | • Excellent interpersonal and communication skills • Time management and organisational skills • Ability to work in a busy environment • Ability to draft correspondence • Accuracy and attention to detail • Ability to multitask, work on own initiative and prioritise own work • Willingness to learn and take responsibility for new tasks • Ability to see a task through to completion |
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| 4. Special Requirements | • Flexibility • Interest in international education • Patience and calm • Confidentiality |
• Knowledge of foreign language(s) |
Terms and conditions
Salary: on St. Clare's scale for Administrative, Clerical and Library staff salary scales within the range of £15,292 - £17,612 per annum. Starting salary 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: 09:00 - 17:00 (ideally)
Probationary period: 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 of continuous service the Employee is entitled to join the Employer's Group Personal Pension Scheme. The contribution basis is that the Employer pays up to 10% of salary subject to the Employee contributing up to 5% of salary, the Employer's contributions being double those of the Employee. The Employee may make additional contributions above 5% subject to any restrictions imposed by the Inland Revenue. Any additional contributions made by the Employee are not matched by the Employer.
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.
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.
Further information and applications
Please apply by detailed letter enclosing- a full CV to include a full employment history with names, addresses, email addresses and telephone numbers of all previous employers where you have worked with students aged under 18
- details of two referees to include addresses, email addresses and telephone numbers
St. Clare's, Oxford
139 Banbury Road
Oxford OX2 7AL
Tel: 01865 552031
Fax: 01865 310002
Email: recruitment@stclares.ac.uk