College Manager

The College Manager ensures all logistical and administrative operations at the College are carried out 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 Management Support

• Lead and manage the College Student Services team.
• Take hands‑on responsibility for the full range of administrative tasks within the College in support of the College Director, the Academic Director and the teaching team – student services, finance, HR and the academic calendar (induction, registration, student tracking). Work, as required, with the IT systems of both Oxford International and ENUIC.
• Assist the Academic Director in the development and maintenance of the college timetable by inputting data for programmes, student groups and classroom availability using University software.
• Oversee entry, updating and maintenance of student, course and College data within the University SITS (Student Information and Timetable System) to ensure accuracy and consistency.
• Take responsibility for communications within the College, including giving notice of staff briefings and meetings of staff, the College Board, Assessment Boards and the updating of staff and student notice boards (physical and online).
• Regular liaison with relevant administrative staff of Oxford International and of Edinburgh Napier University, for example, admissions, marketing, accommodation, HR and estates.
• Manage the College’s academic calendar and schedule meetings and appointments.
• Support the College Director in the provision and regular updating of Staff and Student Handbooks.
• Take the lead in ensuring all student fees are paid in full.
• Ensure a financial system is in place for receiving and paying invoices, monitoring Concur and petty cash.
• Contribute to the creation in the College of a friendly and supportive atmosphere for students and staff.

Resources

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

Reporting and meetings

• Take the secretarial role and produce reports of the meetings of the College Staff, of the College Board (Staff/Student) and, if called upon, the Assessment Boards.
• Contribute to reports of the meetings of the Joint Management Board (JMB).

Staffing

• Assist in the recruitment of new and replacement student services staff, communication with applicants and arrangements for interviews.
• Liaise with Oxford International’s HR staff in advertising locally and nationally, both in the press and online, for required members of staff.
• Facilitate the shortlisting, interviewing and appointment of members of staff in line with procedures of Oxford International and as agreed with the University.
• Participate in the interviewing and lead the delivery of an induction programme for new staff before they start their duties and ensure they have the ongoing support required.
• Ensure the updating and monitoring of the Single Centre Register.

Students

• Ensure students receive pre‑arrival and on‑arrival information and contribute to the student induction programme per major intake, see that students know about registering with a doctor, opening a bank account, local transport and shopping facilities.
• Monitor student attendance and its recording and report as appropriate and to ensure compliance with the OA and UKVI requirements.
• Act as the Deputy Designated Safeguarding Lead.
• Provide basic student welfare services within the College and ensure students are informed and have access to the specialised student services provided by Edinburgh Napier University.

Person specification

Statutory 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/managerial responsibilities.
• Excellent written and verbal communication skills in English.
• Exceptional organisational skills.
• Excellent IT skills (Excel and Microsoft Office programmes).
• Experience of managing a Student Services Team (Desirable).
• Experience of using SITS database software (Desirable).
• Experience of using timetabling software (Desirable).
• Experience using Microsoft excel Indexing, VLOOKUP and formula functions (Desirable).

Personal Qualities

• Empathy with international students and an awareness of their needs/challenges they face.
• Commitment to safeguarding and welfare of students.
• Flexibility and adaptability.
• Understanding of the higher education environment (Desirable).

This job description is provided as a guide to the role. It is not intended to be an exhaustive description of duties and responsibilities and may be subject to periodic revision. Oxford International is committed to safeguarding and promoting the welfare of children, and applicants must be willing to undergo child protection screening appropriate to the post, including checks with past 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 regardless of race, colour, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status.

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Education
• Education Administration Programs