Further Particulars – Admissions Officer (Full-time), Hertford College,
Oxford
Job Title:
Admissions Officer
Responsible to:
The Academic Registrar, the Tutor for Graduates and the
Senior Tutor
Responsible for:
Administering and coordinating the College’s admissions
processes at both undergraduate and postgraduate levels,
and encouraging applications by supporting Open Days and
the College’s access and outreach programme.
Duties:
1.
The administration of all aspects of the undergraduate admissions
process, reporting to the Academic Registrar and the Senior Tutor,
including:
i) communication with applicants, tutors and the central university
ii) arrangements for interviews (timetabling, accommodation, the
preparation of interview materials etc.)
iii) recruiting and organising student volunteers
iv) accurately maintaining the admissions databases
v) the preparation of admissions decision letters
vi) gathering and providing feedback on admissions decisions
vii) the preparation of financial declaration forms
viii) assisting overseas students with the visa application process
ix) receiving examination results and confirming offers
x) preparing data on new students for the College Office
xi) maintaining the relevant pages of the college website
xii) attending meetings of Admissions Officers
xiii) undertaking training for all relevant IT systems
xiv) other duties as requested by the Registrar or Senior Tutor
2.
The administration of all aspects of the postgraduate admissions
process, reporting to the Tutor for Graduates, including:
i) communication with applicants
ii) the allocation of applications to relevant tutors
iii) dealing with departments, faculties and the central university
iv) the preparation of college offer letters
v) the preparation of financial declaration forms
vi) accurately maintaining the postgraduate admissions databases
vii) preparing data on new students for the College Office
viii) maintaining the relevant pages of the college website
ix) undertaking training for all relevant IT systems
x) other duties as requested by the Tutor for Graduates
3.
Support for the College’s student recruitment, reporting to the
Academic Registrar, including:
i) preparation of the timetable for undergraduate Open Days
ii) practical arrangements for undergraduate Open Days (food,
accommodation, booking arrangements etc.)
iii) recruiting and organising student volunteers
iv) ordering recruitment literature from departments, faculties
and the central university
v) assisting in the preparation of Hertford-specific information
and recruitment literature
vi) liaising with the central university
vii) responding to undergraduate and postgraduate admissions
queries
viii) making arrangements for tours, visits or lunches to support
faculty or department open days, or university talks
ix) maintaining the relevant sections of the college website
4.
Support for the College’s access and outreach programme, reporting to
the Academic Registrar and the Outreach Officer, including:
i) assisting with arrangements for school visits to Hertford, or
outreach visits to schools
ii) recruiting and supporting student volunteers
iii) maintaining stocks of Hertford-specific promotional material
iv) assisting with the preparation of admissions statistics
v) implementing and maintaining the internal outreach database
vi) recording access and outreach work on the university database
vii) offering brief tours to potential applicants visiting in person
Essential Skills
i)
ii)
iii)
iv)
v)
vi)
vii)
viii)
The ability to manage a complex and demanding workload
Excellent attention to detail and exceptional levels of accuracy
Strong verbal and written communication skills
The ability to deal sensitively with a wide range of people
The ability to work flexibly as part of a team
The capacity to work effectively without close supervision
A willingness to absorb and retain new information
Experience of using standard office software and e-mail programmes
Desirable Skills
i)
ii)
iii)
iv)
Experience of university admissions processes
Experience of access and outreach work and/or administration
Experience of any or all of the following: spreadsheets, desktop
publishing, content management systems and databases
Experience of a collegiate university
Remuneration
The proposed salary range for this full-time post (35 hours per week, not
including a hour’s break for lunch) is £23,585–£30,728 per annum (i.e. grade 5
on the Oxford University salary scale), subject to experience and qualifications.
Additionally, the appointee is entitled to join a contributory pension scheme
(OSPS). For details see: http://www.admin.ox.ac.uk/finance/pensions/osps/
A generous holiday entitlement of 23 days, in addition to public bank holidays
and a Christmas closure period (usually 5 working days), is also included. Lunch
is provided free of charge.
Application Process
Applications must include a CV detailing all relevant experience, a covering
letter, a college application form (available from the college website) and the
names and contact details of two referees. They should be sent to Mrs Sue Finch,
Academic Administrator, Hertford College, Oxford OX1 3BW (or e-mailed to
college.office@hertford.ox.ac.uk) by Wednesday 9 July 2014. It is anticipated
that interviews will be held in the week of 14 July 2014.