Job Purpose
The core focus of this job is to complement the professional work of the Student Services Team and the Academic Department by providing assistance as requested by the Senior Leadership Team.
To be the welcoming face of UGIC – University of Greenwich International College at the reception area, greeting all students, visitors, contractors, and handling general inquiries. To efficiently manage phone calls and maintain a tidy and professional reception area.
To promote positive attitudes of students towards education, attendance in lectures and ensuring that they are made fully aware of their statutory responsibilities, particularly where there is persistent absence.
To provide administrative and operational support, including cross-charging information, purchase orders, and inventory maintenance and assistance helping with attendance management and other similar duties.
To oversee the College Facilities System, manage the post room, update and follow up with the helpdesk for maintenance requests. Assist with routine building checks and reactive maintenance tasks.
To follow Health & Safety risk assessments and collaborate with the security team to ensure a safe environment for all.
To take responsibility and/or assist in organising internal and external events.
Front of House – College reception
- To support the ethos of the University of Greenwich International College.
- To maintain a welcoming environment and appropriate hospitality for students, staff, and visitors.
- To be present in the main Reception area at all times, other than during designated break periods, in order to welcome visitors, students and staff.
- To operate a Reception area that promotes a professional and positive image of the College at all times. To ensure that the main Reception area is kept in a pristine condition at all times to provide the appropriate image and conditions for the welcoming of visitors.
- To be responsible for the answering of the main College communication mailbox and system in a timely manner. To act as a point of contact for the college for all enquiries either by telephone, email, or face to face. To distribute/forward incoming mail to the correct departments.
- To organise external post and arrange courier services as and when required.
Office Stock Control
- To ensure adequate stocks of all stationery for office use are kept and are adequately stocked for the staff room.
- To organise and control the ordering of all departments and general school stationery items through agreed suppliers throughout the academic year. To keep accurate records of stationery items purchased and provide the Senior Management Team with invoices to enable department charging.
College Facilities Management
- To operate standard office equipment, e.g. photocopier, printer, scanners and organising the routine repairs or service of such equipment as and when necessary.
- To deal with facilities complaints/ problems politely and positively and make every effort to resolve them. If you cannot resolve them refer to the Maintenance and Cleaning teams as well as Estates and Facilities but, in any case, advise full details to line Manager at the first opportunity.
- Liaise daily with all departments and deal appropriately with any maintenance issues raised, giving priority to those issues which compromise Health & Safety Procedures if any are found to be faulty.
Administrative tasks
- To maintain high standards of confidentiality, discretion, dress and professional behaviour.
- Help to maintain attendance recording and management
- To be aware of and comply with policies and procedures relating to child protection/safeguarding, health and safety, security, confidentiality, and data protection.
- To ensure that face to face enquiries from visitors, staff and students are dealt with appropriately and in accordance with the college’s Safeguarding Policy.
- To support the Senior Management Team in the good management of the College and in the evolution and implementation of the curriculum and policies such as the student absence monitoring system. This will involve inputting of straightforward data on to the College Database system to ensure, on a daily basis, the student attendance data is accurate and up to date, and produce reports as required.
- To update the College Database system with changes to student contact and other details.
- To carry out such other miscellaneous administrative tasks as required by the Senior Management Team and liaise with staff and students regarding the day to day running of the College.
- Support the Senior Management Team with report production, collation and issuing.
- To liaise, with tact and diplomacy with other University/College staff and others outside the College, particularly agents, professional associations, and the University community generally.
- To act as an ambassador for the College in all matters.
- To be reasonably flexible in working arrangements and the allocation of duties.
To provide high quality administrative support and assistance, when required, to the Senior Management Team, (this may include with the administration of college events, examination administration, student support etc.), and various company and University teams, ie. Oxford International Education Group Admissions, Oxford International Education Group Marketing Department, University of Greenwich Student Centre etc.
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Administrative tasks
- You will assist in managing student attendance across the College, including monitoring attendance, contacting students regarding concerns, issuing warnings, preparing reports, and supporting attendance-related meetings and administrative tasks.
Legal Status
- Eligibility to work in the UK
- Enhanced DBS clearance
Knowledge & Experience
- Administrative experience in educational environments and/or in a direct customer-facing role.
- Confident user of MS Office Suite and familiarity with office equipment.
- Excellent verbal and written communication skills.
- Experience of working with young people
- and adults from different cultural backgrounds.
- Ability to establish positive and effective relationships with members of staff and students.
- Exceptional organisational and time management skills.
- Ability to keep accurate records – attention to detail and a good level of numeracy. Ability to work under pressure and maintain confidentiality.
- Ability to work successfully in a team. Ability to work on own initiative where necessary.
- PA/Reception experience. (Desirable)
- Experience with working with international students whose first language is other than English. (Desirable)
- Knowledge of student welfare support processes. (Desirable)
- Knowledge of student attendance regulations and targets / Knowledge of UKVI student visa requirements for attendance. (Desirable)
- Knowledge of School and/or University procedures. (Desirable)
Personal qualities
- Be a person of integrity and initiative who is able to think ahead, prioritise and work accurately and flexibly.
- Strong work ethic and capacity for hard work.
- Ability to relate well to colleagues and students.
- Knowledge of and genuine interest in education related issues and how they apply to this part of the University.
- Emotional resilience in working with challenging behaviours and attitudes.
Qualifications
- Level 2 qualification or equivalent to demonstrate good literacy and numeracy skills.
- Level 3 qualification or higher in business/finance/administration or equivalent (Desirable)
- Certified ICT skills (Desirable)
- First-Aid trained (Desirable)
Other requirements
Commitment to the University policies and ethos
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.
We reserve the right to close this vacancy earlier than the advertised closing date should we receive a high volume of suitable applications. We therefore encourage interested candidates to apply as early as possible.
Oxford International Education Group is a renowned institution dedicated to providing exceptional educational experiences to international students. With a global presence and a commitment to academic excellence, we strive to empower students to achieve their full potential and thrive in a dynamic, interconnected world. We are proud of our culture and have recently been officially certified as a Great Place to Work ©!
