College Office Assistant

Salary: £24,715 - £28,131 per annum

Contract Type: Full-time, Permanent

Hours: The position is offered on a full-time basis (37.5 hours per week, with flexibility to work longer hours during specific periods, and also Bank Holidays if necessary, for which time in lieu can be taken). Normal hours of work will be during office hours (Monday to Friday 9.00am to 5.00pm). However, work outside these normal hours, including weekend work, may be required at busy times. Hours will be mutually agreed between the post-holder and the College Office.

Department: College Office, Balliol College

Line Manager: Senior Tutor/Tutor for Graduates

Probationary Period: twelve months

Start Date: ASAP

The College:

Balliol was founded in 1263 and is now one of the larger Oxford colleges, with about 400 undergraduates and a similar number of graduates in residence at any one time. The College takes academic work very seriously, but visitors are generally struck by the informal and friendly feel of the place. The College occupies a historic site in the middle of Oxford.

Balliol is a constituent college of the University of Oxford and employs some 70 fellows, 50 lecturers and about 120 support staff with Dame Helen Ghosh as its current Master. The College Office consists of a small team of ten, who work collaboratively in a friendly and supportive environment.

Further information about the College is available at www.balliol.ox.ac.uk.

The role:

This is an exciting opportunity to work in a dynamic and fast-paced environment. The full-time post gives all-round exposure to academic administration and office team work. The person appointed will report to the Senior Tutor/Tutor for Graduates, and work closely with the Undergraduate Administrators, and other College Office staff. Excellent IT skills are essential for the role, as well as a high level of accuracy, organisational ability and attention to detail and a willingness to adapt to a fluctuating workload. Good relations with students, college Fellows and Lecturers will be required, and courteous and timely handling of enquiries, in person, or by telephone or email. The ideal candidate will have excellent communication and interpersonal skills, and a positive attitude towards teamwork.

Duties:

Reporting to the Senior Tutor/Tutor for Graduates, assisting the Undergraduate Administrators and the College Office Administrator and provide other College Office administration as required. As College Office Assistant, you will be an integral part of the administration team, supporting the smooth operation of the College. You will be responsible for a range of tasks, including but not limited to

General Duties:

• Act as first point of contact for visitors to the College Office, handling in person inquiries, as well as answering phone calls and emails
• Responsible for ordering new and replacement University cards for staff and students
• Responsible for processing forms, letters and electronic submissions as necessary for all stages of the student career, including producing transcript letters for students and alumni to present to third parties
• Handle photocopier supplies and servicing
• Assist Fellows with occasional administrative requests, e.g. printing and photocopying
• Manage office stationery, supplies and inventory
• Work with various IT systems and handle all data in compliance with data protection regulation, undertaking the required preparatory training
• Support College Officers and/or other College Office staff in the preparation of paperwork for executive level committees
• Provide administrative support for academic and College Office recruitment exercises, including processing application materials, booking rooms and catering for interviews and responding to queries
• Undertake regular training to keep up-to-date with right to work processes and policy, to include regulations relating to the Student Visa Route, Tier 2 and Tier 5 visas
• Undertake right to work checks for all those employed by the College on a casual basis
• Carry out any other duties which may be assigned by the Senior Tutor, the Undergraduate Administrators or the College Office Administrator
• Comply with the College’s Information Security Policy

Academic Administration:

• Input data into the College Records and eVision systems, and ensure that data is up-to-date and accurate
• Assist with the organisation of College academic events as required, booking rooms, ordering catering, inviting guests and liaising with the Conference and Events Manager and Front of House Manager
• Keep electronic files for new students and academic staff in order and up-to-date and archive old records
• Collate results from termly College examinations (Collections), and prepare Commendation letters for students
• Gather and collate data from the Teaching Quality Feedback Survey
• Support the Undergraduate Administrators in administering College examinations at the start of each term, and in delivering public examinations in College
• Assist the Undergraduate Admissions & Academic Administrators and the Graduate Administrator in the new student arrival processes, including registration and Freshers’ Week exercises and events

Admissions Administration:

• Assist the Undergraduate Administrators in the smooth running of the undergraduate admissions process (Michaelmas Term)
• Respond to enquiries from applicants and prospective applicants

Person Specification:

• Strong oral and written communication skills
• Excellent interpersonal skills and the ability to work well within a team
• Self-motivation and ability to work independently
• A high level of accuracy, organisational ability and attention to detail
• Excellent IT skills including experience of using Microsoft Word, Excel and Outlook
• Willingness to train in new IT systems
• The ability to maintain confidentiality and to work with a high level of tact and discretion
• Excellent time management, including the ability to prioritise tasks and work to deadlines
• Sympathy with the aims and objectives of an Oxford college and the collegiate University

Experience of working in a busy office environment may be an advantage.

Benefits

Pension: the post holder would be eligible to join the Oxford University Staff Pension Scheme (OSPS) – contributions being made by the post holder and by the College.

Annual Leave: the holiday year begins on 1 January. The post holder will receive a paid entitlement of 30 working days during the complete holiday year; 5 days’ holiday must be taken during the Christmas closed period. Please note that the College reserves the right to require staff to work any or all of May Day and the Spring and Autumn Bank Holidays, with a day off in lieu of each such day worked.

Probation and Notice: the probationary period will be twelve months, during which time the length of notice is one week on either side, given in writing. Following successful completion of probation, the length of notice thereafter will be one month, given in writing.

Staff Development: the Oxford Learning Institute and University’s IT Services run extensive programmes of training courses. The post-holder will be required to attend essential systems training (if not already undertaken) and enabled to attend sessions or train online as appropriate.

Meal Entitlement: two-course hot meal when the College kitchens are open.

Transport: the College operates a bus pass scheme.

Sports Facilities: access to the College’s gym and free use of the University swimming pool.

HOW TO APPLY

Applications should include a curriculum vitae and detailed covering letter, indicating suitability for the post and how the person specification is met, together with the names of two referees, by the closing date of noon on Monday 22 May 2023. Applicants should note that references may be taken up at interview stage. Interviews are expected to be held in Balliol in w/c 29 May 2023.

All applicants are asked to fill in an online Equal Opportunities Monitoring Form to help us fulfil our duties as an equal opportunities employer.

Prospective applicants wishing to discuss the position should contact Frances Wright, Domestic Bursar and HR Manager, or Nicola Trott, Senior Tutor/Tutor for Graduates.

Candidates will be expected to supply original documentation proving that they have a right to work in the United Kingdom (UK).

Balliol College is an equal opportunities employer.