- Location:Oxford, Oxfordshire
- Salary:£14.74 to £14.75 per Hour
- Job Reference:PAT1803210
Our central Oxford Client is looking for a Programme administrator who will be responsible for all elements of the day-to-day administration of the programmes and responsible for the provision of an exceptional level of service to the Executive participants.
One of the key requirements in this post is the ability to work accurately and to strict time constraints in a complex environment.
The Programme Administrator will have the ability to;
- Stay calm under pressure
- Solve problems with maturity and common sense
- They will demonstrate initiative and possess excellent organisational skills
The Programme Administrator is required to work closely with a range of key stakeholders, including faculty, participants and support staff to ensure the smooth running of the Accredited Programmes. The post holder must be prepared to champion the programmes to a wide range of audiences and able to maintain a positive and engaged relationship with mature and highly articulate executive students and other stakeholders. Therefore, it is essential that s/he be able to communicate to a high professional standard, both orally and in writing.
The role requires great flexibility in adapting to the particular requirements of each Accredited Programme and its Director. This can entail some evening and weekend work, particularly during the delivery of a programme; attendance at some of the international modules may also be required.
- Be the first point of contact for Executive participants on programme related matters;
- Build and maintain excellent working relationships with the students, student representatives, Programme Directors, faculty and colleagues;
- Display a professional manner at all times, especially when dealing with sensitive student situations
- Be responsible for the preparatory work for the programme modules (eg work on the pre arrival; work on the programme mobile app and website/Weblearn pages; ensuring that all module logistics are delivered to a high standard against strict deadlines; ensuring all relevant rooms are booked; arranging in-house catering and external dining; producing and distributing course materials and timetables to participants);
- Respond to student, faculty, Programme Director and programme team enquires and issues promptly and to a high professional standard;
- Present student induction sessions, advising all participants on procedures, policies and processes relating to the programme;
- Maintain programme intranet sites and the mobile app for the executive programmes, adding and amending content as agreed with the Programme Director;
- Work closely with faculty and academic support services, ensuring each has the correct information in a timely manner to ensure the smooth running of the programme;
- Liaise with external clients, such as Colleges and local hotels, when making accommodation or dinner bookings on behalf of students and faculty;
- Be responsible for organising and attending events and working with colleagues and external contacts with the preparations and arrangements;
- Undertake the logistical arrangements for international trips; working closely with the Faculty module leader and colleagues in the programme office, arrange hotel, catering and travel bookings for all students and accompanying staff;
- Responsible for all logistical arrangements and tasks associated with induction events for incoming participants, including setting up diverse study groups and learning teams; allocating academic supervisors from faculty and providing general guidance and accurate, timely information to all incoming participants;
- Provide advice and guidance to colleagues and newer team members and act as a mentor to new and contract staff;
- Attend termly Meetings, providing administrative support to the Chair (eg putting together the agenda, obtaining supporting documentation, sending general notifications to committee members, booking rooms, arranging catering, and typing and distributing minutes);
- Plan and process budgets, incoming invoices and raising purchase orders using the University Finance Oracle system;
- Monitoring and keeping a record of all expenditure, working closely with the Programmes Manager and Head Programmes;
- Superior customer service skills and a professional manner, with an enthusiasm for meeting people and cross-cultural awareness.
- Demonstrable project management experience, with the ability to working to deadlines without compromising quality.
- Proven high level of accuracy and attention to detail.
- Extensive experience of organising and prioritising own work to meet tight deadlines.
- Excellent communication skills, both written and oral.
- Excellent IT skills, including previous experience in word processing, excel spreadsheets and the internet (intermediate level).
- Proven ability to work independently and using initiative, but also as part of a team.
- Flexibility and ability to respond to changing priorities, often in a busy and time pressured environment.
- Strong English language skills, both written and oral, and good numeracy skills.
- Willingness to travel internationally.
- Ability to interface and communicate confidently and effectively with senior executive level course participants from diverse global industry backgrounds.
- Previous experience of administration in an academic environment.
- Previous experience of event management in hospitality or a conference environment.