Location: Edinburgh

Start date: ASAP

Who we are: Oxford International

Oxford International Education Group is a renowned institution dedicated to providing exceptional educational experiences to international students. With our global presence and commitment to academic excellence, we strive to enable students to achieve their full potential and thrive in a dynamic, interconnected world. We are proud of our culture and were recently officially certified as a Great Place to Work©!

Functional purpose

The College Director ensures that all logistical and administrative operations at the college are implemented in a manner that ensures an outstanding student experience and meets the requirements of the service level agreement with the partner university.

Main duties and responsibilities:

College administration support

• Lead and manage the college’s student services team.
• Have hands-on responsibility for the full range of administrative tasks within the College, to support the College Principal, Academic Director and Teaching Team – Student Services, Finance, HR and Academic Calendar (induction, registration and student tracking) Working, as required, with the IT systems of both Oxford International and ENUIC.
• Work, as required, with the IT systems of both Oxford International and ENUIC
• Assist the Academic Director in developing and maintaining the college schedule by entering data on programs, student groups, and class availability using university software.
• Oversee the entry, updating and maintenance of student, course and faculty data within the University SITS (Student Information and Timetable System) to ensure accuracy and consistency
• Take responsibility for communications within the college, including providing notice of staff briefings and meetings, College Council, assessment boards, and updating staff and student bulletin boards (physical and online)
• Regular liaison with relevant administrative staff at Oxford International and Edinburgh Napier University, for example, admissions, marketing, accommodation, HR and estates.
• Managing the college’s academic calendar and scheduling meetings and appointments
• Support the college director in providing and updating staff and student handbooks on a regular basis
• Take the lead in ensuring that all student fees are paid in full
• Ensure there is a financial system in place to receive and pay bills and monitor Concur and petty cash
• Contribute to creating a friendly and supportive atmosphere in the college for students and staff

resources

• Order office supplies, college stationery requirements, text and reference books, and other resources necessary for the functioning and effective performance of the college.

Reports/meetings

• Assume a secretarial role and prepare reports for meetings of College staff, College Council (staff/students) and Assessment Boards (if requested).
• Contribute to joint management board (JMB) meeting reports.

Employment

• Assist in the hiring process of new and substitute student services staff, communicating with applicants and arranging interviews
• Contact Oxford International’s HR staff to advertise, locally and nationally, both in the press and online, to required employees
• Facilitate shortlisting, interviewing and recruitment of academic staff in line with Oxford International procedures and as agreed with the University.
• Participate in conducting interviews and leading the delivery of an induction program for new employees before starting their duties and ensuring that they receive the required ongoing support
• Ensure that the unified center record is updated and monitored

students

• Ensure that students receive pre-arrival and on-arrival information and contribute to the student induction program for each major, ensure that students know how to register with a doctor, open a bank account, and local transportation and shopping facilities
• Monitor, record and report student attendance as appropriate and to ensure compliance with OA and UKVI requirements
• Serve as the appointed Deputy Protection Leader
• Providing essential student care services within the College and ensuring that students are informed and have access (with the assistance of College staff, if necessary) to specialist student services provided by Edinburgh Napier University

Person specifications

Legal requirements

• Eligibility to live and work in the UK
• Undergo an enhanced DBS disclosure check

Qualifications

• First degree or equivalent

Experience and knowledge

• Team leadership/administrative responsibilities
• Excellent written and verbal communication skills in English
• Exceptional organizational skills
• Excellent IT skills (Excel and Microsoft Office)
• – Experience managing a student services team (desirable)
• Experience using SITS database software (desirable)
• Experience using scheduling software (desirable)
• Take a minute (desirable)
• Experience using Microsoft Excel indexing, VLOOKUP, and formula functions (desirable)

Personal qualities

• Empathy with international students and awareness of their needs/challenges
• Commitment to the protection and well-being of students
• Flexibility and adaptability
• Understanding the higher education environment (desirable)

This job description is provided as a guide to the role. It is not intended to be a comprehensive description of duties and responsibilities and may be subject to periodic revision.

To apply for this role, please click on “”He advances“Button above.

Oxford International is committed to safeguarding and promoting the welfare of children, and applicants must be willing to undergo a child protection check appropriate to the role, including checks with previous employers and the Disclosure and Barring Service. This role involves working with children and is exempt from the Rehabilitation of Offenders Act 1974.

Oxford International is an equal opportunity employer. Every applicant and employee has the same opportunities without regard to race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, sex, gender identity or expression, or veteran status.