Selection Administrator

Ellison Institute of Technology Oxford; Oxford; On-site; GBP 30,000 - 35,000; Full time

Benefits offered by this job

Travel allowance

Bonus

Pension - Employer contribution 7.5%

Private Medical Insurance

Cycle to Work Scheme

Life Assurance

Job summary

Ellison Institute of Technology Oxford is seeking a professionally experienced Selection Administrator to support Education & Scholarships. You will manage communications, maintain applicant records, and ensure high-quality evaluation.

The role requires excellent organizational skills, data accuracy, and discretion handling personal information. You will collaborate with coordinators, support assessment workflows, and work in a busy, deadline-driven environment in Oxford.

Qualifications

• Proven administration experience in a busy team environment.
• Excellent organizational and time-management skills.
• Meticulous attention to detail in high-volume tasks.
• Experience with databases and data entry accuracy.
• Strong MS Office skills and quick learning of new systems.
• Fluent written and spoken English with professional communication.
• Sensitive handling of personal information and privacy compliance.

Responsibilities

• Respond to applicant queries and troubleshoot application issues.
• Assist with updates to scholarship application forms and administer tests.
• Draft and send mail-merged communications to applicants.
• Onboard assessors and track their progress across time zones.
• Monitor review progress during application windows.
• Arrange meetings for applicants and assessors.
• Spot-check applications for accuracy and guideline adherence.
• Track agreements and policies for shortlisted applicants.
• Conduct due diligence checks by researching and contacting referees.
• Create profiles and maintain records for shortlisted candidates.
• Track outcomes of Oxford applications for shortlisted applicants.
• Provide support to Undergraduate and Graduate Selection Coordinators and Lead.

Skills

Administration

Highly organized

Attention to detail

Database experience

MS Office proficiency

English communication

Data privacy awareness

Tools

Airtable

Application platforms

CRM/DB systems

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 visionary scientists, technologists, engineers, researchers, educators and innovators to tackle humanity's greatest challenges in four transformative areas:

• Health, Medical Science & Generative Biology
• Food Security & Sustainable Agriculture
• Artificial Intelligence & Robotics

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 visionary scientists, technologists, engineers, researchers, educators and innovators to 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

Requirements

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

Benefits

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