Summer Admissions Administrator

Please read in conjunction with Notes for applicants

Background

Summer courses are an essential and intrinsic part of St. Clare's operations, historically and currently. They have key business importance, complementing the academic year activities and providing essential income and surplus. They have additional importance as the principal way, currently, in which larger numbers of students can attend St. Clare's and be touched by our mission, to advance international education and understanding. The Summer Admissions Administrator is the first and main point of contact between our highly valued summer students and their families, our numerous representative agents and the College. The efficiency, accuracy and courtesy of the Summer Admissions Administrator is fundamental in maintaining the high levels of customer care that we strive to provide at St. Clare's.

Reporting relationship

The Summer Admissions Administrator reports to Richard Gorst, the Business Manager.

Main purpose of the role

To be a member of the team that handles all aspects of the admissions process for the following courses:

  • Summer Courses for Juniors and Teenagers
  • IB Summer Courses
  • Closed Group Courses

Main responsibilities and duties

  1. Handles sales enquiries efficiently, advising on the full range of summer programmes, via telephone, email, fax etc.
  2. Liaises between client, Sales and Marketing Coordinator, Business Manager, Accommodation Officer and Director of Studies over the availability of courses.
  3. Enters student registrations into the college database with due attention to detail.
  4. Sends confirmation correspondence, invoices and transfer details to clients (both agents and ‘direct' customers), maintaining a separate file for each individual booking
  5. Collects deposits from direct clients to secure the booking and final payments 3 weeks prior to the arrival-date. It is the Summer Admissions Administrator's job to ensure all fees are collected for direct bookings. The Bursary will be responsible for collecting fees for bookings linked to agents.
  6. Liaises with colleagues (Bursary, Student Services, Business Manager and Director of Studies) and informs of any changes to bookings.
  7. Liaises with preferred taxi and coach companies, and couriers as appropriate providing clear instructions regarding client expectations in preparation for travel.
  8. Assists personally with the arrivals on a minimum of four Sundays during the season.
  9. Supports colleagues and covers as required.
  10. Performs other related duties as required.

The successful candidate will be expected to adapt to the differing requirements of the role as the summer season approaches:
  • 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 office builds as the courses become full and alternative start dates and accommodation are offered. Flexible working is also required from late June to early August.

Terms and Conditions

Salary range: The weekly rate will be £328 per week for the fixed term of the contract.

Hours of work: The Employee's normal hours of employment shall be 35 hours per week from 09.00 to 17.00 on Mondays to Fridays with a commitment to work some evenings and two Sundays (the salary takes this into account). In addition there is a requirement to work further two Sundays at Heathrow airport (the junior arrival days) which are paid at an hourly rate of £9.37 per hour.

The Employee may take one hour for lunch between 12.00 and 14.00 at a time agreed by the line manager.

The Employee may be required to work such hours outside normal hours of employment (including public holidays) as the Employer considers necessary to meet the needs of the business. Time off in lieu may be taken for any public holidays on which the employee is required to work, as well as for any weekend working, other than the four Sundays referred to above.

Holidays

  1. The holiday year is the calendar year 1 January to 31 December
  2. Over the term of the contract the Employee is entitled to take 12 working days as holiday of which 5 days must be taken in the final week of the contract. The remaining 7 days and any time off in lieu must be taken at the College's convenience: both adequate notice and prior consultation with your line manager are required.
    Please note: no payment will be made in lieu of holiday which has not been taken by the end of the contract.
  3. Holiday entitlement unused at the end of the holiday year cannot be carried over into the next holiday year.
  4. Subject to the Employee's statutory rights, the Employee will not be entitled to be paid in respect of holidays accrued due but untaken at the date of termination of employment. For these purposes any paid leave the employee has taken including any paid leave on bank holidays will be deemed first to be statutory paid leave and then only when it is exhausted to be extra contractual paid leave.
  5. A day's holiday pay for the purpose of the Regulations is 1/260 of the Employee's annual salary.

References and checks

All offers of employment and contracts are issued subject to satisfactory references and satisfactory outcomes on completion of all necessary checks, including criminal records and 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. 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.

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. One referee must be your current or most recent employer. References from friends or relatives will not be acceptable.

Police checks / Criminal Records Bureau checks will 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.

Satisfactory completion of a health questionnaire.

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.

The successful candidate will be an excellent administrator with good computer skills, an eye for detail and able to cope with the varying demands of the role.

Further enquiries and applications

All applicants must complete this Standard Application Form

This completed form must be submitted by email to recruitment@stclares.ac.uk

Closing date for applications: before 6 pm on Friday 13 January 2012
Please note that CVs or letters sent directly to the College will be discarded.