College Manager

Overview

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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.

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 with the IT systems of both Oxford International and ENUIC as required.
• 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 the 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 notices of staff briefings and meetings of staff, the College Board, Assessment Boards, and updating staff and student notice boards (physical and online).
• Regular liaison with administrative staff of Oxford International and Edinburgh Napier University (admissions, marketing, accommodation, HR, estates).
• Manage the College’s academic calendar and schedule meetings and appointments.
• Support the College Director in the provision of and regular updating of Staff and Student Handbooks.
• Take the lead in ensuring all student fees are paid in full and maintain a financial system for receiving and paying invoices, monitoring Concur and petty cash.
• Contribute to creating a friendly and supportive atmosphere for students and staff.

Resources

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

Reporting/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 process for new and replacement student services staff, communicate with applicants and arrange interviews.
• Coordinate with Oxford International’s HR for advertising for required staff; advertise locally and nationally in print and online.
• Facilitate shortlisting, interviewing, and appointment of staff in line with procedures of Oxford International and as agreed with the University.
• Lead induction programmes for new staff and ensure ongoing support.
• Update and monitor the Single Centre Register.

Students

• Provide pre-arrival and on-arrival information, contribute to student induction, and inform students about registering with a doctor, opening a bank account, local transport, and shopping facilities.
• Monitor student attendance and reporting to ensure compliance with OA and UKVI requirements.
• Act as the Deputy Designated Safeguarding Lead.
• Provide basic student welfare services and facilitate access to 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
• 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 and may be revised periodically.

Oxford International is committed to safeguarding and promoting the welfare of children. 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. All applicants and employees have the same opportunities regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status.