We are seeking an organised and detail-oriented Admission Assistant to join our team. This role is ideal for someone who enjoys supporting undergraduate admissions, coordinating interview arrangements and application materials, maintaining accurate student records, responding to applicant enquiries, and providing wider administrative support to ensure the smooth running of the Academic Office.
The position is set to commence 9 November 2026 and will be from 37.5 hours per week till 18 December 2026 (with a pay rate of £14.06 per hour + holiday pay).
Main Duties
- Supporting the Admissions Manager and collaborating with colleagues to administer the Undergraduate Admissions exercise, including drafting timetables and shortlists for online Undergraduate Admissions interviews
- Preparing and distributing interview materials, such as pre-interview reading or online whiteboards
- Logging additional documentation from candidates such as written work and mitigating circumstances materials
- Distributing applications and additional materials such as admissions tests materials and written work to tutors
- Providing administrative support to Chapel colleagues for Organ Award applications
- Administrating electronic files for new undergraduate students; preparing, logging, and appropriately storing student documentation including financial declarations.
- Responding to routine email enquiries from undergraduate applicants, liaising with the Admissions Manager for more complex enquiries
- Processing qualifications for verification from LMH offer-holders, including academic and English language qualifications
- Undertaking relevant training required to assist with the administration of Undergraduate Admissions
- The post-holder will also be expected to contribute, where required, to the general workings of the busy Academic Office, for example, with general student administration and academic recruitment.
Selection Criteria:
- A good standard of education, at least to A Level
- Administrative experience involving computer-based records, preferably in a related field.
- High standard of IT literacy including familiarity with Microsoft Office, particularly Word & Excel required; some experience of maintaining databases; training will be provided on University specific databases as necessary.
- Good organisational skills, the ability to prioritise and to keep track of multiple tasks
- Ability to deal with pressure and ability to deal with unexpected events
- Good attention to detail
- Ability to format documents, emails and letters, and to conduct mail merges for both letters and emails
- Good judgement about when to use initiative and when to consult
- Sound decision-making skills during periods of minimal supervision
- Excellent interpersonal skills
- Excellent communications skills, including both written and spoken English
- Demonstrable awareness of the principles of data protection as relevant to a customer facing role
- Ability to deal effectively with people at all levels
- Ability to work co-operatively with a helpful ‘can do’ attitude
Vacancy ID: 24613
Please be aware that all candidates need to be able to start work immediately and must be able to work on site if required to do so.
Further information can about the Temporary Staffing Service can be found on our website https://www.jobs.ox.ac.uk/temporary-staffing-service