Academic Office Assistant

This role provides administrative support to the Academic Office and to academic staff. The postholder will be primarily focussed on on-course Undergraduate administration. They will support the Academic Registrar with the administration of undergraduate, and also work closely with the Academic Office Administrator. The Academic Office Assistant offers front-line support to students and academic staff in routine matters, and plays a key role in the administration of termly College exams (Collections). The postholder provides Academic Office colleagues with general administrative support. This is a full-time post (37.5 hours per week)
This role would suit someone who likes to be part of a team, who remains calm under pressure, has excellent attention to detail, and the ability to keep track of multiple tasks and deadlines.
Relationships
Reports to: Academic Registrar
Responsible to: Senior Tutor
Liaison with: All College staff and students

Key Responsibilities
Student Administration

• Act as first point of contact in the Academic Office for students, staff and visitors;


• Respond to in-person, telephone and email enquiries, interpreting college and university regulations as appropriate;


• Respond to student requests for replacement University cards; order cards, distribute cards to students;


• Preparation for and administration of Collections (termly college exams)


• Process undergraduate coursework Extension requests, Late Submission excusal waivers and Mitigating Circumstances applications;


• Research and prepare student academic transcripts (to be signed off by the Academic Registrar);


• Provide administrative support to Academic Office-organised social events for graduates and undergraduates as required;


• Produce data, as required, from the Student Records System, eVision;


• Assist the Academic Registrar in the awarding of undergraduate scholarships/exhibitions and College awards;


• Check international student attendance for visa monitoring purposes;


• Send out the termly request for tutorial feedback from Undergraduate students, and collate and manage feedback reporting to tutors;


• Process undergraduate changes of status eg Return from Suspension, and circulate updates about these changes;


• Provide email updates/distribute circulars to students.


Support for academic staff

• Approve and process termly tutorial reports on the central Teaching Management System, TMS.


• Support academic staff with queries about access to and use of TMS


• Provide prompt administrative support to Fellows and other academic staff (examples of this include setting up ad hoc exam sessions, providing lists of student email addresses, retrieving TMS or GSR reports on a particular student for a tutor to review)


Support for academic staff recruitment

• Provide organisational and logistical support to the Senior Tutor and HR personnel on academic appointment processes, in particular the logistics and arrangements for shortlisting, interviews, and post-interview follow-up;


General administration

• Respond to routine enquiries from current and former students.


• Set up files for new students and archive old files according to the College's archive policy.


• Order stationery for the Academic Office, including materials for Collections and Admissions.


• Prepare letters and emails as required including, bank letters, confirmation of status letters, visa letters, and employer verification forms for current and former students.


• Process student requests for signed/stamped enrolment forms


• Monitor the Academic Office shared email inbox.


• Provide email updates/distribute circulars to operational colleagues.


• Other duties as required and as appropriate to the role
  
  A good standard of Education, at least to A level (or equivalent) and preferably degree level.


• Administrative experience involving computer-based records, preferably in a related field.


• A high standard of IT literacy including familiarity with Microsoft office, particularly Word and Excel required; training will be provided on University specific platforms (eVision, TMS, Inspera) as necessary.


• A good standard of both written and spoken English.


Personal Qualities and abilities

• Good organisational skills, the ability to prioritise and to keep track of multiple tasks


• Good attention to detail


• Ability to format documents, emails and letters, and to conduct mail merges


• Ability to manage and manipulate data in Excel


• Good judgement about when to use initiative and when to consult


• Ability to deal with pressure and ability to deal with unexpected events


• Excellent interpersonal skills


• Excellent communications skills, including both written and spoken English


• Discretion and the ability to maintain confidentiality


• The ability to deal effectively with people at all levels


• The ability to work co-operatively with a helpful 'can do' attitude


Desirable

• Knowledge of the UK higher education system preferred
  
  A principal aim of this College's Equal Opportunities Policy is to ensure that in the recruitment, selection, training, appraisal, development and promotion of employees, the only consideration must be that the individual best meets, or is likely to meet, the requirements of the programme or course or post.

Lady Margaret Hall is committed to provide a learning, working and social environment in which the rights and dignity of all its members are respected, and which is free from prejudice, intimidation and all forms of harassment, including bullying. We seek to ensure that no-one suffers, either directly or indirectly, as a result of discrimination.
Lady Margaret Hall has a range of family friendly policies.

About LMH
LMH began with nine women and is now a vibrant academic community transforming the lives of hundreds of students. We are diverse, open, intellectually curious and pioneering. We continue to break boundaries as the first Oxford College to establish a Foundation Year for under-represented students.

The salary will be c. £25,000 -28,000k per annum. This role is to be filled as soon as possible. Benefits of working for the College include 36 days holiday (including bank holidays), pro rata for part time appointments, the option to join a University pension scheme and one free meal whilst on duty and the kitchens are open, when the kitchens are closed a meal allowance will be paid. Additional benefits include discounted bus/train travel to commute to work or salary sacrifice bicycle scheme, employee assistance programme, annual flu jab and eye examination, regular staff social events, staff parties and wellbeing activities.
Working hours - 37.5 hours per week, with exact working hours to be agreed upon appointment. All Bank holidays during term time are working days and time-off in lieu is granted; annual leave is not usually permitted during University Term time, although occasional days may be requested.
There will be an initial probationary period of six months. Applicants must be eligible to work in the UK.