Academic Office Administrator (20 Hrs/Wk)

Pembroke College; England; On-site; GBP 60,000 - 80,000; Full time

Job summary

A prestigious academic institution in the United Kingdom is seeking an Academic Office Administrator to provide high-quality administrative support to students and academic staff. The role involves organizing activities related to student recruitment, admissions, and events, necessitating strong administrative and communication skills. The ideal candidate will be friendly, motivated, and able to manage multiple responsibilities successfully. Benefits include pension scheme membership and free meals during open kitchen hours.

Benefits

Membership of the University staff pension scheme

Free meals at lunchtime

Generous annual leave entitlement

Qualifications

• Friendly, organised, and motivated individual required.
• Ability to manage competing priorities calmly and effectively.
• Demonstrated tact, discretion, and sound judgement.

Responsibilities

• Provide high-quality administrative support to students and staff.
• Coordinate Study Skills provision and administration of academic awards.
• Contribute to continuous improvement of services in the Academic Office.

Skills

Strong administrative skills

Excellent communication

Attention to detail

Organizational skills

Tools

SITS student database

Kinetics for room bookings

Job description

Pembroke College Oxford is seeking a friendly, organised and motivated individual to join its Academic Office as an Academic Office Administrator, providing high-quality administrative support to students and academic staff across the full range of the College's academic activities.

Founded in 1624, Pembroke is an inclusive and dynamic College situated on a central site in Oxford, combining historic quadrangles with award‑winning modern developments. The College has a vibrant academic community, currently comprising around 375 undergraduates, 275 postgraduates and a small cohort of visiting and exchange students. Pembroke offers a broad range of undergraduate courses and runs an active Visiting Student Programme in partnership with universities in the US, China and Hong Kong.

The Academic Office is a close‑knit and supportive team of six, working alongside the Academic Director and Academic Registrar to deliver the full cycle of academic administration within the College. This includes student recruitment and open days, undergraduate and graduate admissions, on‑course student support, examinations, awards and graduation ceremonies. The Academic Office Administrator plays an important role in ensuring these activities run smoothly and efficiently.

This is a varied and engaging role, well suited to someone with strong administrative skills, a positive and approachable manner, and a genuine enthusiasm for supporting students and academic colleagues. The post‑holder will be a key member of the Academic Office team and a first point of contact for many enquiries, both in person and by email. The role involves frequent interaction with students, Fellows, Tutors, operational staff and external contacts, and offers exposure to a wide range of College life, including open days, admissions activity, freshers' week, examinations, academic reviews, prizes and awards, and College events.

Reporting to the Academic Registrar, the post‑holder will contribute to the continuous improvement of the Academic Office's administrative services, make regular use of College and University IT systems, and provide flexible support to colleagues during busy periods of the academic year. The role requires excellent organisational skills, attention to detail, and the ability to manage competing priorities calmly and effectively.

The specific duties of the post may change, but are likely to be focussed on the following key areas:

General Administration

• Dealing with enquiries by email and in person; including students, academic staff, operational staff, and prospective students or academic staff.
• Contribute to the continuous improvement of the Academic Office's administrative services, and make appropriate recommendations to enhance the service to students and academic staff.
• Updating the website and mailing lists.
• Maintaining filing and archiving and ensure compliance for records held within College in relation to GDPR requirements.
• Frequent use of databases and IT systems, including the SITS student database and Kinetics for room bookings.
• Ordering of stationery and other minor expenditure.
• Representing the College at relevant meetings.
• Helping other members of the Academic Office on work outside of the normal remit of the role.

Undergraduates and Visiting Students

• Coordinate the Study Skills provision within college, managing appointments, processing feedback and coordinating new initiatives.
• Co‑ordinate the administration of academic awards, including Scholarships and Exhibitions.
• Supporting enrichment activities, including administration of prizes and recognition awards.
• Organising scholarly dinners and other events, throughout the year.
• Organisation of Undergraduate and Graduate academic review meetings with tutors and students.
• Preparing correspondence, including academic transcripts and formal letters.
• Liaising with Fellows and Tutors to appoint Undergraduate Subject Reps.

The ideal candidate will be an excellent communicator, able to build effective working relationships with people at all levels, and will demonstrate tact, discretion and sound judgement. They will be comfortable working as part of a team, willing to assist colleagues beyond their immediate remit when required, and keen to develop their skills and experience within a busy academic environment.

Benefits include membership of the University staff pension scheme, free meals at lunchtime when the College kitchens are open, and a generous annual leave entitlement (pro rata).

Applicants should note that significant periods of annual leave cannot usually be taken during University term time.

Closing date: 12th January