Admin Assistant - Oxford, United Kingdom - University of Oxford TSS

University of Oxford TSS
University of Oxford TSS
Verified Company
Oxford, United Kingdom

3 weeks ago

Tom O´Connor

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Tom O´Connor

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Description
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  • Vacancy ID: Do you have experience juggling multiple administrative duties? Can you work calmly under pressure? Are you confident in the use of IT software?
  • We are currently recruiting for an Administrative Assistant role that could be perfect for you Further details as follows:Main Responsibilities:

1. On-course Administration- Booking and confirming all accommodation for external lecturers

  • Receiving and checking course materials from lecturers in advance of the start of their course and following up where materials have not been provided in a timely manner
  • Ensuring that external lecturers have access to the Department and the information systems whilst in Oxford
  • Processing all course module registrations, confirming prerequisites with students prior to the course starting, liaising with academic staff where necessary
  • Maintaining of accurate and consistent records of student attendance and participation on course
  • Confirming the payment of all fees related to course prior to students arriving
  • Sending out prestudy materials to students including course textbooks where required
  • Meeting and greeting students on the first day of the module, introducing them to the programme and dealing with all enquiries
  • Responsible for the daily set up of the teaching facilities, responding to requests for additional equipment in a professional and timely manner
  • Clearing up of teaching rooms at the end of each day
  • Receiving and processing all course feedback, including use of the database to present data to academic staff

2. Examinations and Assessment

  • Assisting with the assignment preparation process
  • Assisting the Office Manager with issuing students with copies of assignments at the end of each module
  • Recording the receipt of declaration forms and following up students for nonsubmission
  • Providing assistance to the Office Manager to process assignments and also provide cover during absence

3. Marketing, Recruitment and Admissions

  • Acting as a first point of contact for prospective employer and student enquiries, providing advice and guidance regarding the admissions process and escalating queries to the Office Manager where required
  • Receiving CVs from potential applicants and forwarding to the programme Director of Graduate Studies for review
  • Booking rooms and organising refreshments for interviews
  • Providing a meet and greet service for all interviewees and also giving a tour of the facilities
  • Assisting the Office Manager with the preparation and running of exhibitions and open days
  • Attending open days and exhibitions and giving advice and guidance to prospective applicants regarding the programme
  • Distributing of promotional material to industry contacts

4. Finance

  • Assisting the Office Manager in liaising with the Finance office in the Department to ensure that invoices to students are issued in a timely and accurate manner
  • Assisting the Office Manager in following up missed payments with students and sending out reminders for payments where required

5. General

  • Collecting and distributing of post and deliveries for the programme
  • Providing administrative support for academic staff as required
  • Liaising with the Computer Science facilities and IT support teams to report issues with equipment or facilities
  • Ensure that there is a weekly handover of tasks between other office roles.
  • Person specification

Selection Criteria:


  • Experience of 'handson' administrative tasks including setting up teaching rooms and ensuring office supplies are maintained
  • Experience of managing administrative processes
  • Ability to work independently and to use own initiative
  • Ability to organise and prioritise own workload
  • Competence and confidence in the use of MS Office and web browsers, and other IT software
  • Previous experience of working in a team.
  • 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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  • 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._
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