tiene sede en
locality
country name
The University of Oxford is a stimulating work environment, which enjoys an international reputation as a world-class centre of excellence. Our research plays a key role in tackling many global challenges, from reducing our carbon emissions to developing vaccines during a pandemic. Department The Graduate Admissions and Recruitment Office plays a key role in supporting applicants for graduate study at the Unviersity of Oxford through all stages of the application process, providing information to applicants, processing applications and responding to applicant enquiries. What We Offer As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including: • An excellent contributory pension scheme • 38 days annual leave • A comprehensive range of childcare services • Family leave schemes • Cycle loan scheme • Discounted bus travel and Season Ticket travel loans • Membership to a variety of social and sports clubs This role also offers the opportunity for hybrid working. About the Role The post-holder will be responsible for the quality of our service to customers. This includes the supervision and configuration of the Oracle Service Cloud enquiry management system, the Zoom phone system used for applicant enquiries, surveys, monitoring and reporting on performance. In addition, they will be responsible for the recommendation of, implementation and testing of new processes and services within the office. The post-holder will work closely with the Senior Graduate Admissions Manager, and with Graduate Admissions Administrators to ensure the provision of excellent, customer-focussed support for the graduate admissions operation. The post-holder will deliver a high level of customer service, involving contact with a broad range of people, including applicants, students, academics, college and departmental staff, and outside agencies, including many enquirers and applicants from overseas whose first language is not English. In addition to managing enquiries, the post-holder will assist the operations team with other activities in the different areas of operation during periods of high workload. About You You will require considerable experience of working in a customer-focussed arena with the proven ability to acquire skills with new software packages and display problem-solving techniques. You will be able to analyse data to understand patterns of applicant behaviour, and research and propose improvements to our service. You will display a high attention to detail and accuracy, strong verbal and written communications skills and be able to work well, both independently and within a team. Application Process You will be required to upload a covering letter/supporting statement, CV and the details of two referees as part of your online application. The closing date for applications is 12noon on Wednesday 31 January. Interviews will take place on Thursday 15 February and will be in person in central Oxford.
Notation3 description of Graduate Admissions Officer
valid through (0..1)
Description of Graduate Admissions Officer
Title
extended address
ha sede
OxPoints
Is Part Of
Academic Administration Division Communications
street address
Voice
RDF/XML description of Graduate Admissions Officer
notation
Source
es suborganización de
sotto-Organization di
telephone
HTML description of Graduate Admissions Officer
a un site
email
Turtle description of Graduate Admissions Officer
sede principale
Format
Job Description 170385 - Graduate Admissions Officer
Fax
tiene sede principal en
License
preferred label
address
Past vacancies at the University of Oxford
The University of Oxford is a stimulating work environment, which enjoys an international reputation as a world-class centre of excellence. Our research plays a key role in tackling many global challenges, from reducing our carbon emissions to developing vaccines during a pandemic. **Department** The Graduate Admissions and Recruitment Office plays a key role in supporting applicants for graduate study at the Unviersity of Oxford through all stages of the application process, providing information to applicants, processing applications and responding to applicant enquiries. **What We Offer** As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including: • An excellent contributory pension scheme • 38 days annual leave • A comprehensive range of childcare services • Family leave schemes • Cycle loan scheme • Discounted bus travel and Season Ticket travel loans • Membership to a variety of social and sports clubs This role also offers the opportunity for hybrid working. **About the Role** The post-holder will be responsible for the quality of our service to customers. This includes the supervision and configuration of the Oracle Service Cloud enquiry management system, the Zoom phone system used for applicant enquiries, surveys, monitoring and reporting on performance. In addition, they will be responsible for the recommendation of, implementation and testing of new processes and services within the office. The post-holder will work closely with the Senior Graduate Admissions Manager, and with Graduate Admissions Administrators to ensure the provision of excellent, customer-focussed support for the graduate admissions operation. The post-holder will deliver a high level of customer service, involving contact with a broad range of people, including applicants, students, academics, college and departmental staff, and outside agencies, including many enquirers and applicants from overseas whose first language is not English. In addition to managing enquiries, the post-holder will assist the operations team with other activities in the different areas of operation during periods of high workload. **About You** You will require considerable experience of working in a customer-focussed arena with the proven ability to acquire skills with new software packages and display problem-solving techniques. You will be able to analyse data to understand patterns of applicant behaviour, and research and propose improvements to our service. You will display a high attention to detail and accuracy, strong verbal and written communications skills and be able to work well, both independently and within a team. **Application Process** You will be required to upload a covering letter/supporting statement, CV and the details of two referees as part of your online application. The closing date for applications is **12noon on Wednesday 31 January**. Interviews will take place on **Thursday 15 February** and will be in person in central Oxford.
NTriples description of Graduate Admissions Officer
Subject
Address
postal code
site principal
Job Description GRADUATE ADMISSIONS AND RECRUITMENT _____________________________________________________________________________________________ Summary Job title Graduate Admissions Officer Division Academic Administration Division Department Graduate Admissions and Recruitment Location University Offices, Wellington Square Grade and salary Grade 6: £32,332-£38,205 per annum Hours Full time Contract type Permanent Reporting to Senior Graduate Admissions Manager The role The Graduate Admissions Officer will report to the Senior Graduate Admissions Manager within the Graduate Admissions and Recruitment department, as one of a team of five staff. The main purpose of the role is to act as the lead for customer service within the team. The post-holder will be responsible for the supervision and configuration of the Oracle Service Cloud enquiry management system and the Zoom phone system used for applicant enquiries. The post-holder will be responsible for customer service and performance reporting and monitoring, as well as the recommendation of, implementation and testing of new processes and services within the office. The post-holder will work closely with the Senior Graduate Admissions Manager, and with Graduate Admissions Administrators to ensure the provision of excellent, customer-focussed support for the graduate admissions operation. The post-holder will deliver a high level of customer service, involving contact with a broad range of people, including applicants, students, academics, college and departmental staff, and outside agencies, including many enquirers and applicants from overseas whose first language is not English. In addition to managing enquiries, the post-holder will assist the operations team with other activities in the different areas of operation during periods of high workload. They will be expected to participate in limited overtime working during evenings and weekends at periods of high workload, which most usually occur in the period leading to our main application deadlines in December and January until the processing of all applications received is complete. Some overtime work (usually from home) during the University’s Christmas closure period between Christmas and New Year is also required. The post-holder will be familiar with, and comfortable using, a range of IT office applications, and demonstrate a willingness and aptitude to learn new applications and IT systems as required. Training on the use of the online application form process, the student information system (currently eVision) and other office systems will be provided. Responsibilities • • • • • • • • • • Being the operational lead for the maintenance, development and configuration of customer service tools and systems to assist in the management of enquiries across the whole office. Currently the office uses two main systems: the Oracle Service Cloud enquiry management system and the Zoom phone system. This will require maintaining an operational relationship with IT Services and Telecommunications, as well as with third-party system providers to ensure optimal operation, taking into account upgrades and new techniques and technologies. Providing induction sessions on use in Graduate Admissions of enquiry management systems to new members of staff and ongoing training on operational changes for existing systems or any new systems. The post-holder will be expected to produce and update training notes and documentation on the use of such systems. S/he will work closely with the IT services specialist for Oracle Service Cloud and play a key role in the Oracle Service Cloud user group. Assisting the Head of Graduate Admissions Operations in liaising with suppliers and IT Services to investigate technical issues and to support and enhance the processes related to the submission of online applications. Extracting enquiry management system-generated reports, analysing the data and, in close collaboration with the Head of Graduate Admissions Operations, preparing management information reports with recommendations for operational and management review. Having responsibility for managing applicant surveys. The post-holder will manage the annual review of surveys seeking feedback from relevant teams in the office and updating the forms in existing survey tools, and making arrangements for their dissemination using mailing software. S/he will analyse qualitative data, and liaise closely with the Data Analyst on the analysis of quantitative data, to identify trends and issues and provide suggestions for process and system improvements. Making a significant contribution to the design, implementation and delivery of a customer service plan for Graduate Admissions, to address the impact of the removal of the application fee working in close collaboration with the Head of Graduate Admissions Operations and the Senior Graduate Admissions Manager. The post-holder will be expected to propose and implement process and system changes to increase service quality and efficiency. Contributing to Graduate Admissions projects, including planning and implementation, and testing and review of new and revised processes and IT systems. This will include participating in requirements gathering workshops and User Acceptance Testing, as well as contributing to the technical configuration of systems (e.g. the online application form) and documenting process and system changes. Providing a high level of customer service to prospective and current applicants, as well as to academic and administrative staff in departments and colleges. Enquiries are received by email, telephone, web enquiry system or in person, and need to be dealt with in line with the office’s strict service levels. This will require developing a detailed knowledge of graduate admissions processes to support applicants, departments and colleges in the admissions of graduate students. Contributing to the investigation of informal complaints. This will include researching cases, liaising with other parts of the University as appropriate as well as our online form provider, reporting back and discussing outcomes. Until August 2024, reconciling graduate application fee payment information on a regular basis, and contributing to the identification, investigation and resolution of applicant payment issues through the provision of troubleshooting advice and the application of back-office technical adjustments. Providing ad-hoc support to the Operations team at peak times in the different areas of operation, ensuring that agreed service levels in terms of both quality of work and timeliness of delivery are achieved. J3 G6 Graduate Admissions Officer_JD_Jan24 2 • • Providing support to Graduate Admissions managers, including the recruitment and management of temporary staff, training new UAB and college staff on admissions activities, coordination of the Annual Changes process and monitoring of customer service performance. To provide an effective service at a time of change and development, a flexible attitude is required, and the post-holder may be asked to undertake any other duties by their line manager, commensurate with the grade of the post. Selection criteria Essential selection criteria 1. A strong first degree (or equivalent qualification), or a similar level of experience gained in a work environment 2. Be able to rapidly acquire the skills to use and manage new software packages, and identify and resolve configuration issues 3. Proven experience and a clear understanding of the important aspects of working within a customerfocused environment and how to develop a strong level of customer services 4. High level of attention to detail and accuracy 5. Well-developed verbal and written communication skills, particularly the ability to interpret, clarify and explain complex information 6. Ability to work independently whilst maintaining effective communication with colleagues, organising and prioritising your own workload without direct supervision, and taking personal responsibility for achieving deadlines; 7. Effective planning, organisational and time management skills, with the capacity to handle multiple projects and conflicting deadlines 8. Strong interpersonal skills, including a high level of personal discretion and judgement especially when dealing with sensitive and confidential information, and the ability to establish good working relationships with a range of people and teams 9. Ability to work pro-actively, creatively and flexibly, researching areas and proposing innovative and appropriate solutions 10. Excellent IT skills, including substantial experience of Microsoft Word, Outlook, Excel, together with the ability to master bespoke database systems 11. Ability to work under pressure and remain calm at busy times Desirable selection criteria 1. Experience of working with an enquiry management or CRM system 2. Experience of working in Higher Education. Pre-employment screening Standard checks If you are offered the post, the offer will be subject to standard pre-employment checks. You will be asked to provide: proof of your right-to-work in the UK; proof of your identity; and (if we haven’t done so already) we will contact the referees you have nominated. If you have previously worked for the University we will also verify key information such as your dates of employment and reason for leaving your previous role with the department/unit where you worked. You will also be asked to complete a health declaration so that you can tell us about any health conditions or disabilities for which you may need us to make appropriate adjustments. Please read the candidate notes on the University’s pre-employment screening procedures at: https://www.jobs.ox.ac.uk/pre-employment-checks J3 G6 Graduate Admissions Officer_JD_Jan24 3 About the University of Oxford Welcome to the University of Oxford. We aim to lead the world in research and education for the benefit of society both in the UK and globally. Oxford’s researchers engage with academic, commercial and cultural partners across the world to stimulate high-quality research and enable innovation through a broad range of social, policy and economic impacts. We believe our strengths lie both in empowering individuals and teams to address fundamental questions of global significance, while providing all our staff with a welcoming and inclusive workplace that enables everyone to develop and do their best work. Recognising that diversity is our strength, vital for innovation and creativity, we aspire to build a truly diverse community which values and respects every individual’s unique contribution. While we have long traditions of scholarship, we are also forward-looking, creative and cutting-edge. Oxford is one of Europe's most entrepreneurial universities and we rank first in the UK for university spin-outs, and in recent years we have spun out 15-20 new companies every year. We are also recognised as leaders in support for social enterprise. Join us and you will find a unique, democratic and international community, a great range of staff benefits and access to a vibrant array of cultural activities in the beautiful city of Oxford. For more information, please visit www.ox.ac.uk/about/organisation. Graduate Admissions and Recruitment Office The post is located in the Graduate Admissions and Recruitment Office, which is based at the University Offices, Wellington Square. The Office is part of the Academic Administration Division (AAD), one of the largest units within the University Administration and Services. Oxford has over 13,000 graduate students, representing more than 50% of the full-time student population. Almost two thirds of our graduate students are from outside the UK, and are drawn from some 140 countries worldwide, demonstrating the highly international character and global reach of Oxford. The effectiveness of our admissions procedures and the attractiveness of the funding packages which we are able to offer applicants are of key importance in the recruitment of the highest calibre graduate students at national and international level. Success in this area is crucial to maintaining the pre-eminent global position of the University and its colleges, in a fiercely competitive international arena. A particular benefit for all graduate students at Oxford is that they are a member not only of their department or faculty (which provides their academic teaching and supervision), but of one of Oxford’s 38 colleges and 6 permanent private halls. The colleges provide a multidisciplinary intellectual life, along with facilities such as accommodation, meals, sporting and other social activities, and undergraduate and graduate bursaries and scholarships. The Graduate Admissions and Recruitment Office responds to the challenges of the strategic priorities within the University’s 2018 Strategic Plan (https://www.ox.ac.uk/strategicplan), namely further improving Oxford’s graduate admissions processes. The Graduate Admissions and Recruitment Office comprises a committed and lively team of 25 colleagues whose busy, enjoyable and wide-ranging work covers the following main areas: - developing and co-ordinating Oxford’s processes for recruiting and admitting all our graduate students, supporting the work of the University’s departments, faculties and colleges; advancing a communications and marketing strategy to enable the recruitment of the highest calibre graduate students to Oxford; facilitating the receipt and processing of over 30,000 applications for graduate study per year, including handling applicants’ enquiries; For more information please visit https://www.ox.ac.uk/admissions/graduate. J3 G6 Graduate Admissions Officer_JD_Jan24 4 Academic Administration Division The Academic Administration Division (AAD) is the University’s group of services focused on students and learning. We provide support and information that students need to thrive in their academic and personal lives, and encourage the professional and educational development of our staff. We operate in close collaboration with colleagues in central, divisional, departmental, and college administration, as well as with academic staff and students. The AAD’s work supports the student career from pre-admission through to graduation and beyond, and promotes the development of coherent systems and services across Oxford to underpin this. We focus on: - Student recruitment: Attracting the best undergraduate and postgraduate students through outreach and admissions, and advising students through the admissions process. - Student services: Offering high-quality services to students once they arrive at Oxford, including counselling and disability services, sports, language courses, a careers service, and fees and funding. - Student administration: Managing the University’s student data, registration, examinations, and degree ceremonies, advising on visas and immigration; and developing our student systems. - Educational policy: Helping to develop and implement educational policies, upholding legislation, and providing quality assurance. We also support academic and professional staff and the wider Oxford community through our language, sport, and professional and educational development services. The AAD comprises: the Careers Service, Education Policy Support, Graduate Admissions and Recruitment, the Language Centre, the Centre for Teaching and Learning, Student Fees and Funding, Student Registry, Student Systems, Student Welfare and Support Services, Undergraduate Admissions and Outreach, and University Sport. They are supported by two professional support functions: AAD Administration and AAD Communications. For more information, see: https://academic.admin.ox.ac.uk/about/aad How to apply Applications are made through our online recruitment portal. Information about how to apply is available on our Jobs website https://www.jobs.ox.ac.uk/how-to-apply. Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description. As part of your application you will be asked to provide details of two referees and indicate whether we can contact them now. You will be asked to upload a CV and a supporting statement. The supporting statement must explain how you meet each of the selection criteria for the post using examples of your skills and experience. This may include experience gained in employment, education, or during career breaks (such as time out to care for dependants) Please upload all documents as PDF files with your name and the document type in the filename. All applications must be received by midday UK time on the closing date stated in the online advertisement. Information for priority candidates A priority candidate is a University employee who is seeking redeployment because they have been advised that they are at risk of redundancy, or on grounds of ill-health/disability. Priority candidates are issued with a redeployment letter by their employing department(s). If you are a priority candidate, please ensure that you attach your redeployment letter to your application (or email it to the contact address on the advert if the application form used for the vacancy does not allow attachments). J3 G6 Graduate Admissions Officer_JD_Jan24 5 If you need help Application FAQs, including technical troubleshooting advice is available at: https://staff.web.ox.ac.uk/recruitment-support-faqs Non-technical questions about this job should be addressed to the recruiting department directly via aadadminsupport@admin.ox.ac.uk. To return to the online application at any stage, please go to: www.recruit.ox.ac.uk. Please note that you will receive an automated email from our online recruitment portal to confirm receipt of your application. Please check your spam/junk mail if you do not receive this email. J3 G6 Graduate Admissions Officer_JD_Jan24 6 Important information for candidates Data Privacy Please note that any personal data submitted to the University as part of the job application process will be processed in accordance with the GDPR and related UK data protection legislation. For further information, please see the University’s Privacy Notice for Job Applicants at: https://compliance.admin.ox.ac.uk/job-applicant-privacypolicy. The University’s Policy on Data Protection is available at: https://compliance.admin.ox.ac.uk/dataprotection-policy. The University’s policy on retirement The University operates an Employer Justified Retirement Age (EJRA) for very senior research posts at grade RSIV/D35 and clinical equivalents E62 and E82 of 30 September before the 70th birthday. The justification for this is explained at: https://hr.admin.ox.ac.uk/the-ejra. For existing employees on these grades, any employment beyond the retirement age is subject to approval through the procedures: https://hr.admin.ox.ac.uk/the-ejra. There is no normal or fixed age at which staff in posts at other grades have to retire. Staff at these grades may elect to retire in accordance with the rules of the applicable pension scheme, as may be amended from time to time. Equality of opportunity Entry into employment with the University and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. No applicant or member of staff shall be discriminated against because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. J3 G6 Graduate Admissions Officer_JD_Jan24 7 Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, travel discounts, and a variety of professional development opportunities. Our range of other employee benefits and discounts also includes free entry to the Botanic Gardens and University colleges, and discounts at University museums. See https://hr.admin.ox.ac.uk/staff-benefits University Club and sports facilities Membership of the University Club is free for all University staff. The University Club offers social, sporting, and hospitality facilities. Staff can also use the University Sports Centre on Iffley Road at discounted rates, including a fitness centre, powerlifting room, and swimming pool. See www.club.ox.ac.uk and https://www.sport.ox.ac.uk/. Information for staff new to Oxford If you are relocating to Oxfordshire from overseas or elsewhere in the UK, the University's Welcome Service website includes practical information about settling in the area, including advice on relocation, accommodation, and local schools. See https://welcome.ox.ac.uk/ There is also a visa loan scheme to cover the costs of UK visa applications for staff and their dependants. See https://staffimmigration.admin.ox.ac.uk/visa-loan-scheme Family-friendly benefits With one of the most generous family leave schemes in the Higher Education sector, and a range of flexible working options, Oxford aims to be a family-friendly employer. We also subscribe to the Work+Family Space, a service that provides practical advice and support for employees who have caring responsibilities. The service offers a free telephone advice line, and the ability to book emergency back-up care for children, adult dependents and elderly relatives. See https://hr.admin.ox.ac.uk/my-family-care Childcare The University has excellent childcare services, including five University nurseries as well as University-supported places at many other private nurseries. For full details, including how to apply and the costs, see https://childcare.admin.ox.ac.uk/ Disabled staff We are committed to supporting members of staff with disabilities or long-term health conditions. For further details, including information about how to make contact, in confidence, with the University’s Staff Disability Advisor, see https://edu.admin.ox.ac.uk/disability-support Staff networks The University has a number of staff networks including the Oxford Research Staff Society, BME staff network, LGBT+ staff network and a disabled staff network. You can find more information at https://edu.admin.ox.ac.uk/networks The University of Oxford Newcomers' Club The University of Oxford Newcomers' Club is an organisation run by volunteers that aims to assist the partners of new staff settle into Oxford, and provides them with an opportunity to meet people and make connections in the local area. See www.newcomers.ox.ac.uk. Oxford Research Staff Society (OxRSS) A society run by and for Oxford University research staff. It offers researchers a range of social and professional networking opportunities. Membership is free, and all researchers employed by Oxford University are welcome to join. Subscribe at researchstaff-subscribe@maillist.ox.ac.uk to join the mailing list to find out about upcoming events and other information for researchers, or contact the committee on committee@oxrss.ox.ac.uk. For more information, see www.ox.ac.uk/oxrss, Twitter @ResStaffOxford, and Facebook www.facebook.com/oxrss. J3 G6 Graduate Admissions Officer_JD_Jan24 8
subOrganization of
Unit price specification
primary Site
has exact match
sous-Organization de
has site