ADMISSIONS OFFICER AND ACADEMIC OFFICE DEPUTY

Further Particulars

Job title:

Admissions Officer and Academic Office Deputy

Hours:

Salary:

37.5 hours per week

£33,951  –  37,694  (University  grade  6)  plus  an  additional  Oxford  University
Weighting payment of £1,500 pa pro-rata.

Contract Type:

Permanent

Responsible to:

Academic Administrator and Tutor for Admissions

Harris Manchester College

Harris Manchester is a college of the University of Oxford, with a radical tradition which it continues
in  the  present  day.  Originally  founded  in  1786  in  Manchester  as  a  dissenting  academy,  it  came  to
Oxford in 1889, and became a college of the University in 1996, changing its name from Manchester
College  to  Harris  Manchester  College  at  that  time.  From  the  start,  the  College  was  distinctive  in
offering higher education to those who were excluded from the established English universities (at
that time restricted  to Anglicans) or other dissenting academies (often restricted to members of a
particular  denomination).  Women  were  admitted  from  1876,  with  the  result  that  it  was  uniquely
coeducational on its arrival in Oxford.

The College continues its tradition of radical inclusion today through a unique mission: it is the only
college  in  the  University  of  Oxford  dedicated  exclusively  to  admitting  and  supporting  mature
students (aged 21 years or over) at both undergraduate and postgraduate level.

The  College  is  committed  to  breaking  down  the  barrier  of  age  in  higher  education.  It  provides  a
friendly, welcoming atmosphere and inclusive ethos, and pursues the highest standard of academic
teaching,  learning,  and  research  in  an  environment  which  is  fully  supportive  of  Fellows,  staff  and
students.

There are approximately 235 undergraduate and postgraduate students altogether, studying a wide
range of subjects in the Humanities, Social Sciences, Engineering and Medical Sciences.

further

For
http://www.hmc.ox.ac.uk.

information  on  Harris  Manchester,  please  visit

the  College  website  at

Overview of Post

The Admissions Officer and Academic Office Deputy will be based in the Academic Office. The post-
holder will be responsible for managing both the undergraduate and graduate admissions exercise
from fielding first enquiries, assisting with open days and outreach activities, through to processing
applications and issuing offer letters. The post will also involve some academic administration relating
to on-course students and would be ideal  for someone looking for a broad range of experience in
academic  administration.  The  appointed  person  must  be  available  to  work  some  Saturdays  and
evenings, particularly over the 6-week examination period (mid-May to the end of June) and during
the Admissions interviewing period (currently in early December). Time off in lieu can be taken for
any time work out of normal office hours (09:00 – 17:00)

The  post-holder  will  work  closely  with  the  Academic  Administrator  (who  is  also  the  Tutor  for
Admissions)  and  the  Senior  Tutor,  and  will  also  work  with  subject  tutors  on  matters  such  as
admissions and collections.

Key Responsibilities & Duties

Admissions

  Administration  of  undergraduate  admissions,  including  dealing  with  initial  enquiries,

organising admissions interviews, sending outcome letter and arranging feedback.

  Administration of graduate admissions including liaising with tutors and sending outcome

letters.

  Organising  the  administration  required  for  offer  holders  coming  up  to  Oxford  including
accommodation  arrangements,  verification  of  qualifications,  completion  of  financial
declarations, visa requirements, college advisor allocations and adjustments for those with
disabilities.

  Assisting with arrangements for Freshers’ Week activities and registration of new students.

  Administration of visiting student admissions.



Support of outreach and access activities including open days and access initiatives.

Examinations

  Organisation of in-college exam arrangements and cover for all out of hours exams. The post-
holder  would  be  required  to  undertake  invigilation  training  so  as  to  be  able  to  assist  with
exams scheduled at short notice.

  Organisation of termly collections (mock examinations) for undergraduate students, both in

person and via the University’s online examination software.

Ceremonies

  Administration  relating  to  Matriculation,  including  registering  students  on  the  day  of  the

main ceremony in October (which falls on a Saturday).

  Administration  of  graduation  ceremonies  (approximately  6  per  annum),  including  support

on the day (most of which will be on Saturdays)

Tuition and Finance

  Administration of the Teaching Management System (TMS), including right to work checks

for tutors and providing payment details to the Accounts Office

  Assistance in providing the Accounts Office with data relating to student fees and completion

of the annual HESA return

Other duties

  Assisting  the  Academic  Administrator  and  Tutor  for  Admissions  and  the  Senior  Tutor  to
ensure  efficient  administration  of  all  aspects  of  the  College’s  academic  work,  including
drafting  letters,  deputising,  website  maintenance,  weeding  of  data  to  ensure  GDPR
compliance and other general administrative tasks.

  Assistance  with  on-course  student  administration,  including  applications  for  coursework
extensions,  examination  adjustments  and  the  submission  of  mitigating  circumstances
notifications in relation to exams.

  Provide administrative support for the College’s Academic Group.

  Representing the College as necessary in inter-collegiate administrative meetings.

  Other duties relevant to the post as required.

Selection Criteria

Essential

  Education to Bachelor’s degree level

  Experience of administration

  Excellent interpersonal skills including the ability to  deal confidently with a wide variety of
people  both  inside  and  out  of  the  College  and  wider  University.  The  ability  to  work
cooperatively within a team

  Excellent  organisational  skills  and  the  ability  to  balance  demands  and  manage  time.  The

ability to work calmly under pressure to meet deadlines.

  Excellent problem-solving skills with the ability to exercise judgement and take action. The

ability to work unsupervised and take initiative.



The ability to work in a methodical and organised fashion, with accuracy and a high attention
to detail.

  Good  command  of  the  English  language,  both  oral  and  written,  and  the  ability  to  draft

documents

  Good IT skills (especially in Microsoft Office) and the preparedness to learn new applications
as required. Competence with online meetings and the ability to work online when required.

  A flexible attitude towards duties and a willingness to work flexibly to meet the fluctuating

demands of the University and College calendar.



Judgement  and  diplomacy,  the  ability  to  deal  tactfully  with  student  academic,  welfare  or
discipline  issues.  The  ability  to  exercise  discretion  and  understanding  of  the  demands  of
confidentiality.

Desirable

  Previous experience of working in administration in student services and higher education,

particularly within the collegiate university, especially on undergraduate admissions.



Familiarity  with  Oxford  University  software  such  as  ADSS,  eVision,  Microsoft  Teams  and
Inspera.

Appointment Procedure

To apply, please submit a CV (maximum 3 sides of A4) and a covering letter which details how your
skills, experience, and qualifications meet the criteria for the post. Please also include the details of
two referees. For enquiries about the post, please contact the Academic Administrator and Tutor for
Admissions, Victoria Lill, via email (victoria.lill@hmc.ox.ac.uk).

The above should be submitted by email to hr@hmc.ox.ac.uk by 12 noon on the application deadline
of 13th October 2025.

Benefits and Conditions

  Free lunches in the College’s dining hall when working onsite (when the kitchen is open)

  Pension: You will have the option of joining a contributory staff pension scheme.

  Annual  leave:  38  days  including  bank  holidays  and  the  days  when  the  College  is  closed  at
Christmas and Easter. The remainder are to be taken at a mutually agreed time, but normally
outside of term.



Time off in lieu (with the agreement of the Academic Administrator and Tutor for Admissions)
for hours worked outside of normal office hours

  Access  to  a  number  of  Oxford  University  staff  benefits,  including  access  to  university
museums, gardens and events, discounted access to health and sports facilities and eligibility
to  purchase  a  TOTUM+  card  which  provides  discounts  in  a  wide  range  of  shops  and
restaurants



Termination  of  employment  is  by  notification  on  either  side  of  three  months.  This  post  is
subject to a probationary period of six months.

Important Information for Candidates

Data Privacy

Please note that any personal data submitted to the College as part of the job application process will
be processed in accordance with the GDPR and related UK data protection legislation. For further
information, please see the College’s data protection policy here.

Equal Opportunity

Harris Manchester College is an Equal Opportunity Employer. Conduct against fellow employees and
College  members  which  is  offensive,  or  detrimental  to  them  on  grounds  of  age,  colour,  disability,

ethnic origin, marital status, nationality, national origin, parental status, race, religion or belief, gender,
or sexual orientation will not be tolerated.

Right to work in the UK

The appointment will be subject to the satisfactory completion of proof of the right to work in the UK.