Student Engagement Administrator - 12 month Fixed Term Contract

Ellison Institute of Technology; Oxford; On-site; GBP 28,000 - 36,000; Full time

Benefits offered by this job

Travel allowance

Bonus

Private Medical Insurance

Pension

Life Assurance

Income Protection

Employee discounts

Cycle to Work

Job summary

Ellison Institute of Technology (EIT) is seeking a highly efficient Administrator to support the Student Engagement team within the Education & Scholarships sector. The role supports funded undergraduate and graduate students tied to EIT projects and Oxford-based programs, delivering high-touch onboarding, internships, and ongoing skills development.

You will play a key part in coordinating events, records, and communications, with early responsibilities including managing logistics for student

Qualifications

• Strong attention to detail.
• Demonstrable administrative experience, including managing enquiries and records.
• Strong verbal and written communication with exceptional interpersonal skills.
• Strong cultural awareness and sensitivity, with the ability to work with people from diverse backgrounds.
• Technically proficient in Microsoft Office, with confidence in learning a CRM and other admin systems.
• Ability to manage a varied, high-volume workload in a fast-paced environment.
• Experience supporting logistical delivery of events, meetings or projects.
• Demonstrated commitment to ethics and confidentiality.

Responsibilities

• Manage the team inbox and communication channels, coordinating timely responses and follow-up with relevant teams.
• Maintain accurate student records and support day-to-day administration in Salesforce and other systems.
• Coordinate development and review of student materials, such as the Student Handbook.
• Coordinate logistics for students arriving in Oxford, including travel arrangements and procurement of merchandise.
• Provide admin support for meetings, including scheduling, agendas, minute-taking and actions follow-up.
• Liaise with internal teams and external suppliers for contracts, subscriptions, invoices and payments.
• Assist with planning and delivery of student events and overall team support.

Skills

Attention to detail

Administrative experience

Verbal & written communication

Cultural awareness

MS Office

CRM experience

Event logistics

Stakeholder management

Confidentiality & ethics

Tools

Salesforce

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
• 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:

This is an exciting opportunity for a highly efficient Administrator to support the Student Engagement team within the EIT Education & Scholarships team. The Education & Scholarships team works with undergraduate and graduate students funded to study at the University of Oxford and connected to EIT projects, developing and deploying technology for global benefit.

The Student Engagement functional area supports EIT-funded students to develop their potential and thrive on an elevated trajectory as future innovators and leaders. We lead a high-touch onboarding journey, coordinate a fully integrated internship programme for undergraduate students, deliver structured skills programming and experiential learning and cultivate a vibrant, connected student community.

The role will require some out-of-hours work e.g. during student events and requires a flexible professional with strong interpersonal skills, exceptional organisational skills and experience working in a diverse setting.

We are seeking someone who can join us by 30 November at the latest. Onsite interviews and assessments will be held during the week commencing 2 November, and the vacancy may close before this date if we receive a high volume of suitable applications. Early application is therefore strongly recommended.

Please note that, due to the nature of the role and the initial training and onboarding requirements, annual leave cannot be taken during the first three months of employment, aside from the three gifted days provided as part of our Christmas closure.

Your Responsibilities

• Manage the team inbox and other communication channels, coordinating timely responses and follow-up with relevant teams, and escalating complex or sensitive matters as appropriate.

• Maintain accurate and up-to-date student records and support the day-to-day administration of processes in Salesforce and other relevant systems, completing routine data entry and quality checks, resolving discrepancies, and escalating system issues or enhancement needs.
• Support the effective management of documents and information across relevant systems, ensuring records are accurate, organised and handled in line with data-protection requirements.
• Coordinate the development and review of key student materials, such as the Student Handbook, ensuring content is accessible and engaging.
• Coordinate key logistics for students arriving in Oxford, including travel arrangements and procurement of necessary merchandise.
• Provide administrative and logistical support for meetings, including scheduling, agenda preparation, minute-taking, and follow-up of agreed actions.
• Liaise with internal teams and external suppliers to support the administration of contracts, subscriptions, invoices and payments.
• Assist with the planning and delivery of student events, managing logistical components to ensure smooth and memorable experiences.
• Provide general administrative assistance to the Student Engagement team as required, contributing to a well-functioning team.

Requirements

Essential Skills, Qualifications & Experience

• Strong attention to detail.
• Demonstrable administrative experience, including managing enquiries, coordinating follow-up actions and maintaining accurate records.
• Strong verbal and written communication with exceptional interpersonal skills
• Strong cultural awareness and sensitivity, with the ability to work with people from a variety of backgrounds.
• Technically proficient in Microsoft Office, with confidence in learning and using a CRM and other administrative systems.
• Ability to manage a varied and high-volume workload in a fast-paced environment.
• Experience supporting the logistical delivery of events, meetings or projects.
• Demonstrated commitment to the highest standards of ethics and confidentiality.
• Experience supporting multiple stakeholders.

Desirable Skills, Qualifications & Experience

• Experience using Salesforce or a comparable CRM system.
• Experience supporting system testing, process documentation or the implementation of system improvements.
• Experience working and communicating with students and/or young people, particularly within an education, scholarship or similar environment.

Benefits

• Salary: Competitive salary + 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 for the duration of the Fixed Term Contract, with a willingness to travel as necessary.
• You will live in, or within easy commuting distance of, Oxford (or be willing to relocate).
• The closing date for this role Thursday 29th October, with a start date to commence on Monday 30th November.