St Anne’s College, Oxford

Administrator (Programmes and Networks)

Full time, Permanent, £24,401 to £26,664

The College

St Anne’s is a modern, informal, academically ambitious College and is one of the largest in the University. It is known for its domestic setting and the diversity of its student body. It is an energetic and friendly co-educational community of some 730 students plus tutors and staff.

St Anne’s has a radical tradition. It can trace its origins back to 1879, and the formation of the Association for the Education of Women in Oxford. It became a College in 1952 and first admitted men in 1979. The College has always set its face outwards towards the world, driven by its commitment to making accessible the opportunities of an Oxford education to those of academic potential who otherwise might not encounter them. The College has over 422 undergraduate students and, in recent years, has built up its graduate community to around 308. It has a small endowment, and relies on its successful vacation conference business and upon the generosity of its large and committed alumnae base to secure its financial stability. For further information about the College, please visit

The Academic Office at St Anne’s College

The Academic Office is responsible for academic affairs related to the junior members of the College, from the initial stage of application through to the completion of their degrees at Undergraduate, Masters and Doctoral levels. It maintains records of all the teaching done for the College and liaises closely with other College departments responsible for accommodation and fees and charges. The responsible Fellow is the Senior Tutor whose role also incorporates being Tutor for Admissions and Tutor for Graduates.

The other members of the team are:

  • the Executive Assistant to the Senior Tutor, who supports the work of the Senior Tutor,
  • the Academic Registrar who has operational responsibility for the Academic Office and manages student data and progression and supports many of the College’s committees;
  • the Deputy Academic Registrar who manages the admissions process and is also the College’s Disability Coordinator;
  • the Outreach Officer who connects the academic teaching of the College and the University with schools across the country;
  • the Academic Administrator who supports graduate students and College academic events;
  • the Director, Programmes and Networks who supports the College in connecting its students with the outside world and the global world with St Anne’s.

Overview

Job TitleAdministrator (Programmes and Networks)

LocationOxford

Reports toDirector (Programmes and Networks)

Direct reportsNone

St Anne’s College is seeking a flexible and committed professional to work as its Administrator (Programmes and Networks). Working under the direction of the Director (Programmes and Networks) and in collaboration with other Academic Office staff, as well as Development Office, Bursary, and Treasury staff, the post-holder will spend 50% of his/her time supporting the development, coordination, planning, fundraising and execution of St Anne’s externally-facing academic programmes aimed mainly at current students and potential applicants. The post-holder will spend 20% of his/her time supporting the Senior Tutor, alongside the Senior Tutor’s Executive Assistant, and 30% of his/her time supporting the general work of the Academic Office, especially at times of pressure, for instance during Freshers’ Week, Admissions and examination periods. The post offers an exciting opportunity for someone who combines creativity, flexibility, and the ability to work collaboratively with high level organisational skills and project coordination skills. The post is full time.

Summer Schools

Since 2014 St Anne’s has operated successful international summer schools in Asia. The programmes have been principally intended for students of high school age who are interested in experiencing Oxford academic life and potentially exploring new subject areas beyond their school curriculum. These summer schools have taken place on the back of a developing reputation that St Anne’s has in the Far East for outreach. The college has now started to explore more varied and commercial models of operation, including hosting programmes in Oxford.

Internships, career networks and mentoring, incubators

St Anne’s works with several partner organisations to provide a growing number of internships for its students. These internships provide invaluable experience for students to take their learning into the world beyond academic study. The post-holder will provide administrative support to current internship programmes, which include the Danson Internships, the Eurex/Deutsche Borse Group Scholarship and Internship, A Year in Japan, and Vacation Laboratory Studentships, and any new internship programmes that are established.

St Anne’s works with its alumni to offer career networks and mentoring to its students, where students are offered contacts and advice on careers. The post-holder will work closely with the Development Office in supporting this network.

St Anne’s has also offered student entrepreneurs the opportunity to join a funded summer Incubator programme to encourage and support their business ideas. The post-holder also supports this programme.

Key areas of responsibility

Administration of academic Summer Schools, internships, career networks and the Incubator programme (‘the programmes’) (approx. 0.5 FTE):

  • Together with other St Anne’s staff and affiliates, contribute to the development of strategies to enhance and promote St Anne’s outward facing activity that connects current students with the outside world, both overseas and in Oxford.
  • Actively seek to identify opportunities to strengthen the Summer Schools, internship programme, career networks and Incubator programme, bringing new opportunities to the attention of the Director (Programmes and Networks) and assist in pursuing them.
  • Develop and implement administrative processes and make improvements where necessary, and provide advice to the Director on aspects of coordinating the programmes.
  • Work collaboratively with other St Anne’s staff, including academics, supporting the creative design and development of new and existing events and programmes.
  • Establish event budgets in collaboration with event organisers and the Treasury. Monitor budgets to ensure expenditures are kept in line with original estimates, and notify organisers of any significant funding issues that arise.
  • Build ongoing relationships and participate in internal and external networks.
  • Plan and host international groups visiting St Anne’s, including providing tours of College.
  • Administer the processing of applications for the programmes. Respond to enquiries from potential applicants; coordinate the application process; and administer the provision of opportunities.
  • Organise events that arise from the programmes, including arranging publicity (in liaison with the Communications Officer), respond to enquiries, process applications, select and book venues, assist with timetabling, prepare materials and delegate packs, arrange logistical details, including travel, accommodation, and catering, and providing assistance with visa applications to participants coming to Oxford events, as appropriate.
  • Develop and implement promotion of the programmes to potential applicants.
  • Service the International Committee and any sub-committees and working groups that oversee these programmes and assist with the identification of issues and topics to be covered in the meetings.
  • Prepare and ensure the timely delivery of resource materials for the programmes. Support as needed the development of teaching materials for the summer schools.
  • Maintain an overview of the programmes; overall financial positions by monitoring budgets and expenditures in liaison with the Treasury. Notify the Director of any significant funding issues arising. Monitor expenditures to ensure they are kept in line with original estimates. Administer reimbursement claims.
  • Assist the Director in preparing evaluations of programmes and events and analyse returns for presentation to St Anne’s committees.
  • Provide administrative support for the career network and mentorship schemes in collaboration with the Development Office. Link the Academic Office with the Development Office with respect to any other joint programmes/networks involving alumnae.

For the Incubator programme in particular:

  • Work closely with the Development Office to bring programmes to fruition, to brief the teams on how to work with the donors, to link teams with the development office and the donors
  • Organise events that move the programme along through various stages, including: selection panel meetings, meetings with the Development Office, a pitching event, meetings between the trustees, teams and mentors, ‘touch point’ events, ‘Demo Day’
  • Provide financial administrative support to the programme

Assistance to the Senior Tutor (approx. 0.2 FTE):

  • Assist the Senior Tutor when required, particularly with work related to networks, external and international affairs. This includes: making travel arrangements and setting up meetings.
  • Provide cover for the Executive Assistant at peak times and in times of absence. This includes: providing assistance in drafting papers and letters, academic appointment administration, providing administrative support for scholarship processes, PA duties and diary management.

General assistance with Academic Office activities will include (approx. 0.3 FTE):

  • Maintaining office supplies including arranging for maintenance of the photocopier
  • Providing assistance with the annual cycle of academic-related events run by the Academic Office e.g. Freshers’ Week, Undergraduate Admissions process, Exam weeks, Open Days, updating of handbooks and other college documents
  • Assisting in the duplication, collation and distribution of committee papers for College committees
  • Assisting in arranging for the authorisation of invoices
  • Updating College webpages, particularly those relating to external, network and international affairs
  • Arranging transcripts when requested by alumni who were students prior to 2007, and status letters.

The responsibilities and duties of this post will continue to evolve, as the nature of the programmes and events organised develop in light of the work of the College as a whole.

The position requires out-of-hours attendance at some events, including summer schools, internship launches, and the incubator programme.

The position requires some overseas travel.

Personal specifications:

Essential

  • Educated to degree level or equivalent.
  • Proven relevant experience of organising and coordinating events.
  • Ability to prioritise as necessary, work accurately and independently under pressure, and to work collaboratively and flexibly as part of a team with a range of colleagues including academics.
  • Excellent interpersonal and negotiation skills (written and verbal), and the ability to build and maintain effective and cordial working relationships with academics and administrators, funders, and students both in the UK and overseas.
  • High degree of computer literacy including skill in using databases and Excel, maintenance and development of online resources such as registration forms, intranet and webpages. (Training can be given.)
  • Experience in developing clear, implementable and efficient systems and guidelines.
  • Experience of working with budgets, producing reports for managers.
  • Excellent communication skills (verbal and written) suitable for drafting promotional materials, letters, emails, and reports.

Desirable

  • Experience of working in the higher education sector.

Terms and Conditions

Appointment: / The appointment will be conditional on confirmation of eligibility to work in the UK. Further information is available at:
Hours of work: / 36.25 hours per week, Monday to Friday. Normally 9.00 am – 5.15 pm. Lunch breaks are unpaid. Overtime is not usually paid.
Salary: / £24,401 to £26,664
Annual Leave: / 35 days per year, this includes 8 public holidays. Some holiday must be taken during winter closure. All other holidays will be agreed with the manager.
Pension: / The College offers membership of the Oxford Staff Pension Scheme.
Meals: / Free lunch is provided on working days, when the post holder works either side of lunch.
Parking: / You may be eligible to apply for a parking permit for which an annual fee applies.
Other: / Employment is subject the policies and procedures outlined in the Staff Handbook.

Application process

Prospective candidates should download and return an application form with a CV and a covering letter stating why you are interested in, and suitable for, this role. The closing date is Thursday 23rd November at 12 noon.

Applications should be sent to

We anticipate holding interviews on 6th December.

St Anne’s College is an equal opportunities employer.

The policy and practice of St Anne’s College require that all staff are afforded equal opportunities within employment. Entry into employment with the College 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. Subject to statutory provisions, no applicant or member of staff will be treated less favourably than another because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. Applicants are encouraged to complete the equal opportunities monitoring form.