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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 University of Oxford through all stages of the application process, providing information to applicants directly, processing applications and providing internal guidance and support. We are looking for an enthusiastic and committed individual to join the Graduate Admissions and Recruitment (GAR) team. This role will provide leadership in coordinating and supporting a network of graduate admissions administrators in academic departments across the University. 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 provide leadership and coordination to administrators in academic departments, including managing the flourishing Community of Practice. The role includes delivering expert and timely advice on graduate admissions policies and procedures, identifying where additional support may be required and engaging with departments to explore how this can best be provided. The post-holder will develop and deliver training to departmental administrators, and ensure that the graduate admissions online handbook accurately covers each admissions process. The role also involves identifying and championing system improvements that will improve the productivity of administrators in departments. The post-holder will also manage one Graduate Admissions Administrator. The post-holder will work closely with the Head of Graduate Admissions Operations and other graduate admissions managers to ensure the provision of excellent, customer-focussed support for the graduate admissions operation. They will deliver a high level of customer service, involving contact with a broad range of people, including academic departments, applicants, students, academics, college and outside agencies. In addition to managing internal 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 build relationships, provide leadership and influence stakeholders. You will have a clear understanding of issues affecting administrators in a university academic department. You will have experience of working with business processes and systems, as well as proposing improvements. You will have strong communication skills, being able to exercise discretion and judgement. You will display 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 3 December 2024. Interviews will take place during the week commencing 16 December 2024 and will be face to face.
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Job Description _________________________________________________________________________ Summary Job title Graduate Admissions Manager Division Academic Administration Division Department Graduate Admissions & Recruitment Location University Offices, Wellington Square Grade and salary Grade 7 £38,674-£46,913 per annum Hours Full time Contract type Permanent Reporting to Head of Graduate Admissions Operations Vacancy reference 175950 Additional information The post-holder will be expected to work in the office initially and move to a minimum of 3 days per week in the office after induction. The role This is an exciting opportunity within the Graduate Admissions and Recruitment (GAR) Office working within our Graduate Admissions Operations team. The Operations team plays a key role in supporting applicants through the entire application process, processing applications, documents and enquiries, as well as supporting 70+ academic departments and 45 colleges or private halls through all stages of the graduate admissions process, ensuring a successful completion of the cycle. Graduate admissions is a high-volume operation with about 40,000 applications and 30,000 enquiries received by year. The Operations team is a team of 11, led by the Head of Graduate Admissions Operations, a Senior Graduate Admissions Manager and two Graduate Admissions Managers, one (this post) with responsibility for supporting academic departments and the other for college processes. This post will report to the Head of Graduate Admissions Operations, and will have staff management responsibility for one Graduate Admissions Administrator. Graduate admissions at the University of Oxford is a devolved activity, shared between the central Graduate Admissions and Recruitment Office and the individual academic departments and colleges. This role will be key in providing leadership, and identifying and spreading best practice across academic departments to enable them to carry out their roles effectively, as well as ensuring the University is aware of any departments where additional support may be required. In a landscape of year-on-year increases in applications, the post-holder will maintain a network of departmental admissions administrators across the University, proving expert advice on policy and processes and promoting more efficient practices. The post-holder will develop and deliver training on all aspects of department admissions, from decision recording to understanding international qualifications and setting appropriate conditions. The post-holder will work closely with the wider team to ensure provision of excellent customer-focussed support for the graduate admissions operation throughout the collegiate University. They will also work closely with colleagues in the Student Systems Support Centre and Education IT to advocate the enhancement of systems to better meet administrators’ needs. In addition to supporting graduate admissions administrators, the post-holder will be responsible, as one of the members of the Operations team, for activities related to the processing of applications and enquiries, particularly during the peak periods surrounding the main application deadlines. They will be expected to participate in some overtime working during evenings and weekends at periods of high workload, which most usually occur in the period leading to our main application deadlines (deadlines are scheduled from November to March) 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 1. Acting as the operational lead for supporting, training and sharing expertise with a network of admissions administrators in academic departments across the University. This will include recommending, implementing and supporting channels of communication, identifying sources of assistance and creating and maintaining a vision for collaborative working across the different parties. 2. Developing and delivering expert process training and induction sessions for new graduate admissions administrators in academic departments and acting as a central point of contact for colleagues with training requirements, including international qualifications. 3. Identifying colleagues which require additional support and, in exceptional circumstances, may be required to coordinate operational support, for instance, where an academic department is temporarily underresourced or needs help to complete processes on time. 4. Representing the interests of academic departments in plans for student systems developments, including coordinating workshops to elicit requirements and testing new functionality. 5. Managing one Graduate Admissions Administrator, including objective setting, monitoring performance and conducting appraisals. The post-holder may also be involved in any future staff recruitment exercises (redrafting job descriptions, setting up interview and assessment exercises and participating as a member in selection panels). 6. Producing and updating training materials for internal publication on all areas of departmental admissions from recording decisions, to interpreting international qualifications and setting conditions. Working with the Graduate Admissions Manager (Operations) to improve and continuously develop the online Graduate Admissions Handbook. 7. Identifying, documenting and disseminating case studies of good practice, in particular focussing on the management of high volumes of applications, the delivery of the assessment process and management of applicant queries. 8. Preparing and delivering presentations and materials, working closely with the Head of Graduate Admissions Operations, for the New Starter and Graduate Admissions Forums which are regularly held and bring together administrators involved in graduate admissions across the wider collegiate University. 9. Generating surveys, analysing responses, and creating reports to direct activities and assess the various mechanisms to support graduate admissions administrators, and using the data collected to help drive process and system improvements and to support business cases for change. The post-holder will be expected to propose and implement process and system changes to increase service quality and efficiency, and monitor internal customer-service performance. Graduate Admissions Manager J3 - G7 Graduate Admissions Manager - JD 2 10. Providing a high level of customer service to academic and administrative staff in departments and colleges as well as to prospective and current applicants with regard to handling enquiries, processing applications and other system tasks, 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. Particularly at peak times or at periods of need, this will involve checking graduate applications received via the online form and undertaking all associated work to complete the processing of applications within the University’s timescales, and processing application record amendments. 11. Contributing to Graduate Admissions projects, particularly those which will yield benefits for administrators, including planning, implementing, testing and reviewing new or 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. online application form) and documenting process and system changes. 12. Contributing to the recruitment and management of temporary staff and the coordination across relevant teams and offices of the large annual exercise by which all changes to be implemented in the following admissions cycle are gathered and implemented. 13. 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. Proven professional experience in working within a customer-focussed environment and a clear understanding of the important aspects of how to develop a strong level of customer service. 3. Clear understanding of issues affecting administrators in a university academic department and experience of proposing improvements to advance admissions practice. 4. Proven ability to establish good working relationships with a range of people and teams. 5. Well-developed verbal and written communication skills, particularly the ability to interpret, clarify and present complex information, and deliver presentations. 6. Strong interpersonal skills, including a high level of personal discretion and judgement especially when dealing with sensitive and confidential information. 7. 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. 8. Effective planning, organisational and time management skills, with the capacity to handle multiple projects and conflicting deadlines, and the ability to work under pressure and remain calm at busy times. 9. Ability to work pro-actively, creatively and flexibly, researching areas and proposing innovative and appropriate solutions. 10. High level of accuracy and attention to detail. 11. Excellent IT skills, including substantial experience of Microsoft Word, Outlook, Excel, together with the ability to master bespoke database systems. Graduate Admissions Manager J3 - G7 Graduate Admissions Manager - JD 3 Desirable selection criteria 1. Experience of producing training materials and providing training and support for colleagues, including exemplars of good practice. 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 https://www.jobs.ox.ac.uk/pre-employment-checks screening procedures at: 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 11,000 graduate students, representing more than 40% 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 ablest 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 Graduate Admissions Manager J3 - G7 Graduate Admissions Manager - JD 4 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 (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 eighteen 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 www.graduate.ox.ac.uk. Academic Administration Division (AAD) 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 Oxford Learning Institute, 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. 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. Graduate Admissions Manager J3 - G7 Graduate Admissions Manager - JD 5 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). If you need help Application FAQs, including technical troubleshooting advice is available at: https://staff.web.ox.ac.uk/recruitmentsupport-faqs Non-technical questions about this job should be addressed to the recruiting department directly 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. 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. Graduate Admissions Manager J3 - G7 Graduate Admissions Manager - JD 6 Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, flexible working options, travel discounts including salary sacrifice schemes for bicycles and electric cars and other discounts. Staff can access a huge range of personal and professional development opportunities. See https://hr.admin.ox.ac.uk/staff-benefits Employee Assistance Programme As part of our wellbeing offering staff get free access to Health Assured, a confidential employee assistance programme, available 24/7 for 365 days a year. Find out more https://staff.admin.ox.ac.uk/health-assured-eap University Club and sports facilities Membership of the University Club is free for University staff. It 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 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 We are a family-friendly employer with one of the most generous family leave schemes in the Higher Education sector. Our Childcare Services team provides guidance and support on childcare provision, and offers a range of high quality childcare options at affordable prices for staff. In addition to 5 University nurseries, we partner with a number of local providers to offer in excess of 450 full time nursery places to our staff. Eligible parents are able to pay for childcare through salary sacrifice, further reducing costs. See https://childcare.admin.ox.ac.uk/. We also subscribe to the Work+Family Space, a service that provides practical advice and support for employees who have caring responsibilities for dependants of all types. See https://hr.admin.ox.ac.uk/my-family-care ildcare Supporting disability and health-related issues (inc menopause) We are committed to supporting members of staff with disabilities or long-term health conditions, including those experiencing negative effects of menopause. Information about the University’s Staff Disability Advisor, is at https://edu.admin.ox.ac.uk/disability-support. For information about how we support those going through menopause see https://hr.admin.ox.ac.uk/menopause-guidance Staff networks The University has a number of staff networks including for research staff, BME staff, LGBT+ staff, disabled staff network and those going through menopause. Find out more at https://edu.admin.ox.ac.uk/networks The University of Oxford Newcomers' Club The University of Oxford Newcomers' Club is 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. Research staff The Researcher Hub supports all researchers on fixed-term contracts. They aim to help you settle in comfortably, make connections, grow as a person, extend your research expertise and approach your next career step with confidence. Find out more https://www.ox.ac.uk/research/support-researchers/researcher-hub Oxford’s Research Staff Society is a collective voice for our researchers. They also organise social and professional networking activities for researchers. Find out more https://www.ox.ac.uk/research/supportresearchers/connecting-other-researchers/oxford-research-staff-society Graduate Admissions Manager J3 - G7 Graduate Admissions Manager - JD 7
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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 University of Oxford through all stages of the application process, providing information to applicants directly, processing applications and providing internal guidance and support. We are looking for an enthusiastic and committed individual to join the Graduate Admissions and Recruitment (GAR) team. This role will provide leadership in coordinating and supporting a network of graduate admissions administrators in academic departments across the University. **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 provide leadership and coordination to administrators in academic departments, including managing the flourishing Community of Practice. The role includes delivering expert and timely advice on graduate admissions policies and procedures, identifying where additional support may be required and engaging with departments to explore how this can best be provided. The post-holder will develop and deliver training to departmental administrators, and ensure that the graduate admissions online handbook accurately covers each admissions process. The role also involves identifying and championing system improvements that will improve the productivity of administrators in departments. The post-holder will also manage one Graduate Admissions Administrator. The post-holder will work closely with the Head of Graduate Admissions Operations and other graduate admissions managers to ensure the provision of excellent, customer-focussed support for the graduate admissions operation. They will deliver a high level of customer service, involving contact with a broad range of people, including academic departments, applicants, students, academics, college and outside agencies. In addition to managing internal 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 build relationships, provide leadership and influence stakeholders. You will have a clear understanding of issues affecting administrators in a university academic department. You will have experience of working with business processes and systems, as well as proposing improvements. You will have strong communication skills, being able to exercise discretion and judgement. You will display 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 **3 December 2024. ** Interviews will take place during the week commencing **16 December 2024** and will be face to face.
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