Selection Administrator

Ellison Institute of Technology; Town of Oxford; On-site; CAD 56,000 - 65,000; Full time

Benefits offered by this job

Travel allowance

Bonus

Enhanced holiday

Pension

Life Assurance

Income protection

Private Medical Insurance

Employee discounts

Electric car scheme

Nursery Salary Sacrifice

Cycle to Work

Family planning

Neurodiversity support

Coaching & Therapy services

Job summary

Ellison Institute of Technology seeks a meticulously organized Selection Administrator to support Education & Scholarships. You will handle applicant communications, document tracking, and ensure rigorous evaluation and QA during funding opportunities.

The role involves liaising with applicants and assessors, updating forms, and coordinating assessments and interviews. Based in Oxford with some travel across time zones, you’ll start in December 2026 and contribute to high-quality selection

Qualifications

• Proven administration experience in a busy team, delivering high-volume output to deadlines.
• Exceptionally organized with strong attention to detail.
• Excellent written and spoken English; able to respond to external queries by email and phone.
• Experience using databases and reliable data entry/checking.
• Technically proficient; quick to learn new systems, with good MS Office skills.

Responsibilities

• Respond to applicant queries and troubleshoot issues related to the application form, assessments, and interviews.
• Assist with updates to the Ellison Scholars application forms and support administration of the Ellison Scholars test.
• Draft and send mail-merged communications to applicants via the application platform.
• Manage onboarding of assessors, track their progress and respond to queries from prospective and current assessors.
• Monitor assessor review progress during application review windows.
• Support administration of meetings for applicants and assessors.
• Conduct spot-checks of applications and reviews to ensure accuracy, consistency, and adherence to selection guidelines.
• Track completion of required agreements and policies for shortlisted applicants.
• Complete due diligence checks for shortlisted applicants, verifying information through research and contact with applicants and referees.
• Create profiles and maintain accurate records for shortlisted candidates.
• Track progress and outcomes of shortlisted applicants in relation to their Oxford applications.
• Provide administrative support to the Undergraduate and Graduate Selection Coordinators and Selection Lead as required.

Skills

Administrative experience

exceptionally organized

Attention to detail

Data entry / database experience

MS Office

Fluent English

External communications

Discretion with personal data

Tools

MS Office

Airtable

Job description

Join us at EIT:

At the Ellison Institute of Technology (EIT), we’re on a mission to translate scientific discovery into real world impact. We bring together visionaryscientists, technologists, engineers, researchers, educators and innovatorsto tackle humanity’s greatest challenges in four transformative areas:

• Health, Medical Science & Generative Biology
• Food Security & Sustainable Agriculture
• Climate Change & Managing CO₂
• Artificial Intelligence & Robotics

This is ambitious work - work that demands curiosity, courage, and a relentless drive to make a difference. At EIT, you’ll join a community built on excellence, innovation, tenacity, trust, and collaboration, where bold ideas become real-world breakthroughs. Together, we push boundaries, embrace complexity, and create solutions to scale ideas from lab to society. Explore more at www.eit.org.

Your Role:

The Education & Scholarships team is looking to recruit a professionally experienced and exceptionally organised Selection administrator who will provide administrative support to ensure effective delivery of all selection processes for the funding opportunities under the Education & Scholarships Programme. The postholder will manage applicant and assessor communications, maintain accurate tracking and documentation, and contribute to high-quality evaluation and quality assurance checks.

Your Responsibilities:

• Respond to applicant queries and troubleshoot issues related to the application form, assessments, and interviews.
• Assist with updates to the Ellison Scholars application forms and support administration of the Ellison Scholars test.
• Draft and send mail-merged communications to applicants via the application platform.
• Manage the onboarding of assessors, tracking their progress and responding to queries from prospective and current assessors.
• Monitor assessor review progress during application review windows.
• Support administration of meetings for applicants and assessors.
• Conduct spot-checks of applications and reviews to ensure accuracy, consistency, and adherence to selection guidelines.
• Track completion of required agreements and policies for shortlisted applicants.
• Complete due diligence checks for shortlisted applicants, verifying application information through research and contact with applicants and referees.
• Create profiles and maintain accurate records for shortlisted candidates.
• Track the progress and outcomes of shortlisted applicants in relation to their Oxford applications.
• Provide administrative support to the Undergraduate and Graduate Selection Coordinators and Selection Lead as required.

Essential Skills, Qualifications & Experience:

• Proven administration experience in a busy team, delivering high-volume output to deadlines
• Exceptionally organised
• Excellent attention to detail
• Experience using databases, able to reliably and accurately check and enter data
• Technically proficient – confident learning new systems; excellent MS Office skills
• Fluent written and spoken English, with a confident phone manner and experience responding to external queries over email
• Sensitivity, discretion, and an understanding of the legal requirements when handling personal information and data

Desirable Skills, Qualifications & Experience:

• Experience working with international stakeholders across time zones
• Experience working with under 18s
• Experience working in selection or admissions
• Experience with Airtable software and application platforms
• Understanding of the University of Oxford

We offer the following benefits:

• Salary – £30,000 to £35,000 (dependent on experience) + travel allowance + bonus
• Enhanced holiday. Our annual leave allowance is 25 days plus 8 bank holidays and an additional 3 days between Christmas and New Year. You will also have the opportunity to purchase an additional 5 days annual leave in January and July.
• Pension - Employer contribution 7.5%, minimum employee contribution 5%
• Life Assurance.
• Income Protection
• Private Medical Insurance as standard for you, your partner and any dependents. Including hospital Cash Plan
• Employee discounts
• Electric car scheme
• Nursery Salary Sacrifice scheme
• Cycle to Work Scheme
• Family Planning
• Neurodiversity support including advise and assessments
• Coaching & Therapy services

Working Together – What It Involves:

• You must have the right to work permanently in the UK with a willingness to travel as necessary. We cannot offer sponsorship for this role.
• You will live in, or within easy commuting distance of, Oxford (or be willing to relocate).
• We require this person to be flexible to work some evenings and weekends during peak selection periods to cater for other time zones.
• We require the Selection Administrator to start in position at the beginning of December 2026