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Course Administrator Oxford, England

University of Oxford TSS

Full Time Oxford, England 13.56 GBP HOURLY Today

Job description

Location:

Oxford City Centre

Category:

Administration

Vacancy Type:

Full-time (temporary)

Pay rate:

£13.56 + holiday pay

Web advert

Vacancy ID 14963

We are currently recruiting for a temporary Course Administrator to work on site at one of our centrally based departments starting ASAP for approx 12 weeks working 36.5 hrs p/w and paying £13.56 p/h

Duties:

Admissions

Acting as a friendly and helpful first point of contact for potential applicants, providing information about the courses and the admissions process, and recording enquirers’ contact details.

On-Course Administration

Acting as a first point of contact for students and tutors. This will include providing advice on routine departmental and University policies and procedures. You will also be required to develop a good understanding of the relevant course regulations and conventions (which detail, for example, what assignments must be submitted, the required pass levels, and the consequences of failing an assignment).

Liaising with the Course Directors and Course Tutors to ensure the preparation and distribution of course handbooks (templates provided) and other course teaching materials.

Administrative support for teaching arrangements, including: booking rooms, equipment, catering and residential accommodation; making arrangements for transport and field visits; and invoicing students for accommodation or other costs.

Preparing contracts and claim forms (from templates) for outside tutors and processing payment claims by tutors, assessors and examiners by recording details in the relevant systems and spreadsheets.

Providing administrative support for quality assurance processes, such as student feedback surveys.

Maintaining up-to-date, accurate data on students using both departmental and University student record systems (training will be provided).

Producing routine correspondence (using templates where relevant) for students and academic staff.

Processing the submission of students’ assignments and communicating with students whose assignments are missing or late. This includes keeping a record of submissions and results (normally in an Excel template), liaising with examiners to receive the marks and apply any marks penalties and releasing results to the students. You will also prepare the required marked coursework for internal or external moderation to an agreed schedule.

Processing students’ requests for extensions and suspensions in accordance with the appropriate course conventions and using template letters.

Supporting the Course Directors with the formatting and preparation of examination papers and handling the practical arrangements for examinations.

Assisting with the paperwork for the appointment of examiners and assessors.

Preparing the paperwork and practical arrangements for the examiners’ meetings where students’ marks and outcomes for the year are agreed. You will liaise with the Secretary to the Board to follow up on the outcomes of the examiners’ meetings.

Monitoring attendance and coursework submissions and liaising with Course Directors and relevant managers when any students’ attendance or submission gives cause for concern.

Ensuring that information about students’ disabilities and/or alternative exam arrangements is recorded and passed to the relevant Tutors or senior administrators.

Maintaining the virtual learning environment web forums for students and tutors.

Ensuring students paying by instalments are kept up-to-date with their payments by using the monthly debtors’ reports supplied by the Finance Office. You will maintain an overview of the progress of your students’ fee payments. He/she will send out appropriate standard letters for the various stages such as missing deposits, missing monthly instalments, failed payments, etc.

Administering the financial aspects of student withdrawals and suspensions, arranging the appropriate fee refunds or invoicing.

General and Team Support

Providing general support to the Course Directors and the relevant line manager or Deputy Head of Student Administration, as required.

Assisting with the practical arrangements for the department’s annual award ceremony.

Producing drafts of transcripts, certificates and other formal documents as required by current and past students of the Department, for review by the relevant signatory.

Assisting with team duties, such as maintaining files, updating webpages and contributing to the general smooth running of the office

Person specification

Essential Criteria

Proven experience of having worked in Academic Administration
Proven experience of working within Higher Education

Please be aware that all candidates need to be able to start work immediately and must be able to work on site if required to do so.

The Temporary Staffing Service supports University of Oxford departments and affiliated colleges with the recruitment of temporary admin and clerical staff. Personal information provided to the University of Oxford is held in accordance with the provisions of the GDPR and related UK data protection legislation. The University’s Policy on Data Protection may be viewed at https://compliance.admin.ox.ac.uk/data-protection-policy

TSS workers accrue holiday pay that is equivalent to 38 days per year, this means you accrue a whopping 17.1% in holiday pay for the hours that you work for us.

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