JOB SPECIFICATION for the Post of Tutorial and Admissions Assistant

EMMANUEL COLLEGE

JOB SPECIFICATION for the post of Tutorial and Admissions Assistant

Full-time post, line manager - the College Registrar.

PURPOSE OF THE JOB

To provide comprehensive secretarial and administrative support to the College

Registrar, the Undergraduate Admissions Officer, Tutors and Directors of Studies.

PERSON SPECIFICATION

A general Administrator with excellent organisational skills, the ability to efficiently manage and prioritise a varied workload, flexibly to meet deadlines, accuracy and excellent attention is essential, good IT and keyboard skills (incl. the Microsoft Office suite of software), proficient with database applications. Capacity to work under instruction and with own initiative. Ability to maintain confidentiality with absolute discretion and integrity. A pleasant and helpful manner, remain calm and courteous under pressure, ability to listen actively, take notes and understand instructions accurately and to prepare accurate drafts with clear expression. Knowledge of Cambridge University systems eg. CamSIS would be advantage but is not essential

JOB SPECIFICATION

Using own initiative and approaching the workload flexibly to ensure the timely and efficient completion of work in accordance with instructions as may from time to time be issued by the College in connection with a variety of duties (shared as well as requiring independent work) including the following:

1. Tutorial duties as guided by the College Registrar:

a. assisting with the preparations for the arrival of undergraduate and graduate freshers and the start of a new academic year:

i. responsible for obtaining and updating information for (under)graduate freshers’ Tutorial packs with the help of the Senior Tutor’s Secretary and in consultation with the Senior Tutor, Tutors, College Officers, Directors of Studies, University Departments, College Computer Office, and College student unions - ECSU and MCR.

As part of this process, the role-holder will prepare documents and upload them to the College website (for graduates - in liaison with the Tutorial and Admissions Administrator), will make arrangements for the printing of hard copies for distribution to incoming students and College Officers, and will despatch the undergraduate freshers’ pack to students in August;

ii. monitoring the design and preparation of the undergraduate freshers’ week programme in consultation with ECSU, freshers’ representatives, College Catering Department;

iii. responsible for collating, checking and chasing information from undergraduate freshers generated by the Tutorial and Finance packs and corresponding data entry (e.g. students’ GP registration), liaising with the College Accommodation Manager regarding room allocations for undergraduate freshers;

iv. in consultation with the Senior Tutor and the College Registrar, updating student CamSIS records by entering allocation of Tutors (Tutorial Sides) and Directors of Studies for the new academic year in time for the annual bulk update of CamCORS;

v. assisting with the annual forecasting exercise if required;

b. assisting with praelectorial duties: Matriculation ceremonies in October (both undergraduate and graduate), the MA Congregation (February), General Admission (June), and ordinary congregations as required and under the guidance of the Tutorial and Admissions Administrator;

c. taking an active part in the daily operation of the Tutorial Office:

i. tutorial reception duties as specified by the College Registrar to include handling enquiries by telephone, by email, letter, and in person from Fellows, students, and other staff and members of the public, photocopying, scanning, producing labels and other general assistance. The post holder is a primary tutorial reception contact;

ii. producing lists, circulars and other correspondence relating to students and other general support services within the Tutorial Office including producing council tax letters, bank letters, proof of student status letters, official transcripts, and the secondary monitoring of the generic tutorial-office e-mail box;

iii. assisting with the administrative work for beginning and end of each term, including regularly reminding students to sign-up for beginning of term meetings on Moodle; together with the Tutorial and Admissions Administrator providing student lists to Tutors and Directors of Studies;

iv. posting general notices / posters on the College noticeboards and on Moodle websites for undergraduate and graduate students; updating user enrolments for the College Moodle website for undergraduates (following General Admission in June);

v. assisting with immigration compliance monitoring (including scanning passports and/or residence permits and uploading them to CamSIS, termly Tier 4 sign-up etc);

vi. helping with the submission of the electoral roll (October) and Council Tax Exemption list (November) to Cambridge City Council; assisting with University requests for HESA data, including entering details of grants of financial aid to students;

vii. supporting the administration of the Master and Tutors’ Committee (collating information, preparing vouchers and letters for signature by the Financial Tutor, distributing letters to students, liaising with the Senior Tutor’s Secretary concerning Awards and Prizes and maintaining records of those);

viii. liaise with the Senior Tutor’s Secretary, maintaining the Tutorial shared drive space, replenishing office stationery stock, ensuring the photocopiers/scanners are in good working order and maintaining stocks of toner, staples and other supplies, as well as maintaining tutorial noticeboards;

ix. acting as the College University Card Representative in the absence of the Senior Tutor’s Secretary and ordering new and replacement University cards for students and staff;

d. assisting the College Registrar in setting up and running examinations:

i. helping with exam enrolments and verifications as well as with requests for examination adjustments;

ii. preparing for the Lent and Easter Term mock exams held in

College as guided by the Tutorial and Admissions Administrator;

iii. during the examination periods in Easter Term (April – June) responsible for the arrangement of exams to be held in College. This includes producing timetables, booking rooms, collecting and returning exam papers and scripts, recruitment of invigilators, preparation of stationery and circulation of examination results.

2. Undergraduate admissions duties as agreed with and guided by the

Undergraduate Admissions Officer:

a. supporting the Undergraduate Admissions Officer during the core

Admissions Round (October – January). This includes:

i. checking applicant data and setting up files for candidates, preparing packs for interviewers and flagging up points for attention, assisting with interview scheduling, arranging invigilators for subject tests and student helpers;

ii. managing the applicants’ registration desk during the interview period in December, supervising student helpers, ensuring that interviews run to time including distribution of unseen reading passages, organising catering supplies and cleaning of the common areas;

iii. entering applicant data on CamSIS including interview timetables, decisions, offer conditions, interview scores, test results etc, helping to prepare applicant files for the Winter Pool and assisting with communicating the outcomes to all the interested parties;

iv. arranging credits and calculating payments to invigilators and student helpers, collecting and checking offer-holders’ information, preparing files of unsuccessful applicants for shredding;

b. assisting the Undergraduate Admissions Officer in their work with the offer-holders after the core admissions round. This includes:

i. checking and processing DBS (Disclosure and Barring Service)

applications for Veterinary and Medical Science offer-holders;

ii. collating and checking fee status questionnaires and examination certificates;

iii. obtaining and updating information for undergraduate freshers’ pre-packs by liaising with the Senior Tutor, College Officers, Directors of Studies, University Departments, College Computer Office; collating, checking and chasing pre-pack returns from offer-holders (e.g. accommodation requests, next of kin details, health forms);

iv. assisting with the allocation and administration of Subject and College Parents for incoming students including entering relevant data on CamSIS, and supporting the Undergraduate Admissions Officer following the release of A-level results, assisting with the Summer Pool, preparing and despatching the Finance freshers’ pack, and entering UMS on CamSIS.

c. preparing freshers’ files for transfer to the Undergraduate Tutors and lists of points for attention (including disability and extenuating circumstances) for the Senior Tutor and the College Registrar;

d. supporting the Undergraduate Admissions Officer with College Events (e.g.

Open Days and Teachers’ Events), Choral Trials and Organ Trials. This would include entering applicant details onto a database, sending out confirmation packs, processing payments for meals and accommodation, manning registration and information desks;

e. answering general Undergraduate Admissions enquiries by email and telephone in the absence of the Undergraduate Admissions Officer and conducting College tours for prospective applicants, parents, teachers and school groups (in collaboration with the Schools Liaison Officer).

3. Keeping abreast of the latest developments and changes in University requirements and regulations pertinent to the role; participating in various information and/or experience sharing schemes across the University and Colleges (e.g. the College mentor scheme, student immigration trainings, Moodle trainings, examination workshops etc).

4. Constantly review current working practices with a view to improving processes and streamlining procedures.

5. Any other duties and responsibilities consistent with the post of Tutorial ad Admissions Assistant as may be reasonably requested from time to time, including cover for other team members and team-related tasks.

6. Observing at all times the College Equal Opportunities, Computer Acceptable Use, Health and Safety Policies and the College Policy on the application of the Data Protection Act. The contents of these policy documents are explained to staff during their induction to employment and copies are available on request from the Head of Department.