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Oxford University Department for Continuing Education (OUDCE) is seeking to appoint a well-organised and highly competent administrator to join the busy Postgraduate Taught Student Administration team within the Department for Continuing Education. About the role The role will be responsible for supporting the administration of various Postgraduate Taught courses within the Department and will provide support for the student life cycle from end-to-end, including dealing with admissions, on-course administration and handling post-course enquiries, such as requests for transcripts. This is a full-time position, available on a permanent contract. About you You should have strong organisational and administrative skills, a high level of accuracy and attention to detail, be able to work flexibly to deadlines, and possess good interpersonal and customer service skills with the ability to work well in a team environment. You will be competent in a range of standard IT applications and be able to learn new IT systems quickly. About us OUDCE provides opportunities for people from a wide variety of backgrounds to benefit from the University’s rich and unique resources. We are ambitious and forward-thinking, with a strong sense of identity and community. Our mission is to inspire people locally, nationally and globally by extending access to Oxford’s world-class teaching and resources through flexible and inclusive opportunities for study and research. Colleagues uphold the uphold the Mission, Vision and Values of the Department and actively promote a culture of equality, diversity and inclusion. What we offer Your happiness and wellbeing at work matters to us, so we offer a range of family friendly and financial benefits including: • An excellent contributory pension scheme • 38 days’ annual leave • A comprehensive range of childcare services • Family leave schemes • Cycle loan scheme • Membership to a variety of social and sports clubs • Discounted bus travel and Season Ticket travel loans 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. To make informal enquiries about the post please contact hr@conted.ox.ac.uk The closing date for applications is 12 noon on 11th February 2025 Interviews will take place during week commencing 24th February 2025 Bring your expertise to the University of Oxford and be a part of a community that values creativity, diversity, and excellence. The University of Oxford is an equal opportunity employer and welcomes applications from individuals regardless of their background.
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DEPARTMENT FOR CONTINUING EDUCATION Rewley House, 1 Wellington Square, Oxford OX1 2JA Tel: +44 (0)1865 270360 Fax: +44 (0)1865 280151 personnel@conted.ox.ac.uk www.conted.ox.ac.uk _________________________________________________________________________ Job Description and Selection Criteria Job title Course Administrator Division Continuing Education Department Continuing Education Location Rewley House, 1 Wellington Square, Oxford OX1 2JA Grade and salary Grade 4: £27,838 to £31,459 per annum Hours Full time (36.5 hours per week) Contract type Permanent Reporting to Assistant Course Manager Vacancy reference 177795 Additional information Hybrid working arrangements will be considered in consultation with the line manager. The role You will be responsible for supporting the administration of various Postgraduate Taught courses within the Department for Continuing Education. You will provide support for the student lifecycle from endto-end, including dealing with admissions, on-course administration and handling post-course enquiries, such as requests for transcripts. Whilst you will generally focus on administration for your assigned courses, you will be required to be flexible in supporting other colleagues in the team and across the Department, as and when required. Responsibilities Duties will vary according to the specific nature of the courses you are responsible for, but will be centred around the following activities: 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. • Following University and departmental processes in administering the admissions procedures. This will include tasks such as: arranging interviews; preparing offer and rejection letters (templates provided) and other routine correspondence; processing payments; tracking the progress of applications and recording relevant data; updating University and departmental IT systems; liaison with other departments and colleges; and registering students once they start their course. 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. 2 • 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 and 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. Publicity, Promotion and Website • With support from the Marketing team, assist in preparing and updating the content of promotional and other publicity material (e.g. brochures) and providing general administrative support for course promotion. • Maintaining information provided on the course webpages on the departmental website. 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 The Department runs courses outside of normal office hours, including evenings and weekends. There is an expectation that staff will work additional hours when required, to support the smooth running of courses or events. 3 Selection criteria Essential Ref. Criteria Stage of the recruitment process when criteria will be considered (marked with ‘x’): Shortlisting Practical Exercise E1 Strong organisational and administrative skills E2 A high level of accuracy and attention to detail E3 An ability to work flexibly to deadlines, with evidence of excellent time management skills E4 Good communication skills (written and oral) and the ability to convey detailed and complex information E5 Customer focussed and excellent interpersonal skills E6 Experience of working with data and an appropriate level of numeracy E7 Ability to work effectively both independently and as part of a team E8 Competence in using standard office IT applications, including word processing, spreadsheets and data management systems. Ability to learn new IT systems quickly. x Interview x x x x x x x x x x x x x Desirable Ref. Criteria Stage of the recruitment process when criteria will be considered: Shortlisting Practical Exercise D1 Experience of student administration, preferably in a Higher Education institution D2 Experience of contributing to the improvement of organisational processes D3 Experience of using virtual learning environments to support online learning 4 x Interview x x x x 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 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 spinouts, 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. Department for Continuing Education The Department for Continuing Education is one of the University’s largest departments and every year has circa 15,000 student enrolments on its courses and programmes. Our main areas of work are in continuing and professional education, and we engage with individuals and organisations locally and globally. The Department is headed by the Director, and the senior management team. There are over 200 members of staff in the Department. Departmental facilities include a Residential Centre (with a hotel and catering operation), Common Room, Library, Lecture Theatre and a range of teaching and computing rooms, many with state-of-the-art facilities for hybrid teaching. We have a dedicated online course production unit, Technology-Assisted Lifelong Learning (TALL), which specialises in course development and consultancy. For more information please visit: www.conted.ox.ac.uk. 5 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). If you need help Application FAQs, including technical troubleshooting https://staff.web.ox.ac.uk/recruitment-support-faqs advice is available at: Non-technical questions about this job should be addressed to the recruiting department directly via personnel@conted.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. 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-privacy-policy. The University’s Policy on Data Protection is available at: https://compliance.admin.ox.ac.uk/data-protection-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. 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 dependents. 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. 8
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Standard Grade 4: £27,838 - £31,459 per annum
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Oxford University Department for Continuing Education (OUDCE) is seeking to appoint a well-organised and highly competent administrator to join the busy Postgraduate Taught Student Administration team within the Department for Continuing Education. **About the role** The role will be responsible for supporting the administration of various Postgraduate Taught courses within the Department and will provide support for the student life cycle from end-to-end, including dealing with admissions, on- course administration and handling post-course enquiries, such as requests for transcripts. This is a full-time position, available on a permanent contract. **About you** You should have strong organisational and administrative skills, a high level of accuracy and attention to detail, be able to work flexibly to deadlines, and possess good interpersonal and customer service skills with the ability to work well in a team environment. You will be competent in a range of standard IT applications and be able to learn new IT systems quickly. **About us** OUDCE provides opportunities for people from a wide variety of backgrounds to benefit from the University’s rich and unique resources. We are ambitious and forward-thinking, with a strong sense of identity and community. Our mission is to inspire people locally, nationally and globally by extending access to Oxford’s world-class teaching and resources through flexible and inclusive opportunities for study and research. Colleagues uphold the uphold the Mission, Vision and Values of the Department and actively promote a culture of equality, diversity and inclusion. **What we offer** Your happiness and wellbeing at work matters to us, so we offer a range of family friendly and financial benefits including: • An excellent contributory pension scheme • 38 days’ annual leave • A comprehensive range of childcare services • Family leave schemes • Cycle loan scheme • Membership to a variety of social and sports clubs • Discounted bus travel and Season Ticket travel loans **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. To make informal enquiries about the post please contact hr@conted.ox.ac.uk The closing date for applications is 12 noon on **11th February 2025** Interviews will take place during week commencing 24th February 2025 Bring your expertise to the University of Oxford and be a part of a community that values creativity, diversity, and excellence. The University of Oxford is an equal opportunity employer and welcomes applications from individuals regardless of their background.
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Course Administrator (Job Description).pdf
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Department for Continuing Education Rewley House, 1 Wellington Square, Oxford, OX1 2JA
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