Centre Manager

Description

Job purpose

We are seeking to appoint an enthusiastic and motivated Centre Manager with excellent organisational and digital skills to join our senior management team. The Centre Manager ensures all logistical and administrative operations at the School are carried out in a manner that ensures an outstanding student experience and meets the requirements of the service level agreement with the partner university.

Main Duties and Responsibilities

School Management Support

• Lead and manage the School Student Services team.
• Take hands-on responsibility for the full range of administrative tasks within the School, in support of the l Centre Director, the Academic Director and the teaching team – student services, finance, HR and the academic calendar (induction, registration, student tracking).
• Work, as required, with the IT systems of both Oxford International and the School.
• Assist the Centre Director in the development and maintenance of the school timetable by inputting data for programmes, student groups, and classroom availability using University software.
• Oversee the entry, updating, and maintenance of student, course, and School data within the University SITS (Student Information and Timetable System) to ensure accuracy and consistency.
• Take responsibility for communications within the school, including giving notice of staff briefings and meetings of staff, the School Board, Assessment Boards, and the updating of staff and student notice boards (physical and on-line).
• Regular liaison with relevant administrative staff of Oxford International and of the Partner, for example, admissions, marketing, accommodation, HR and estates.
• Manage the School’s academic calendar and schedule meetings and appointments.
• Support the School Director in the provision of and regular up-dating of Staff and Student Handbooks.
• Take the lead in ensuring all student fees are paid in full.
• Ensure there is a financial system in place for receiving and paying invoices, monitoring Concur and petty cash
• Contribute to the creation in the School of a friendly and supportive atmosphere for students and staff

Staffing

• Assist in the process of recruitment of new and replacement student services staff, communication with applicants and arrangements for interviews
• Liaise with Oxford International’s HR staff in advertising, locally and nationally, both in the press and on-line, for required members of staff
• Facilitate the shortlisting, interviewing and appointment of members of staff in line with procedures of Oxford International and as agreed with the University
• Participate in the interviewing of and lead the delivery of an induction programme for new staff before they start their duties and ensure that they have the on-going support required
• Ensure the update and monitoring of the Single Centre Register

Students

• Ensure students receive their pre-arrival and on-arrival information and contribute to the student induction programme per major intake, see that students know about registering with a doctor, opening a bank account, local transport and shopping facilities
• Monitor of student attendance and its recording and report as appropriate and to ensure compliance with the OA and UKVI requirements
• Act as the Deputy Designated Safeguarding Lead
• Provision of basic student welfare services within the School and ensure students are informed and have access (with the assistance of school staff, if necessary) to the specialised student services provided by Ulster University.

Assessments

• Assist the Academic Director with administrative tasks related to organising assessment schedules and collating results.
• Ensure student results are entered into the SITS system and coordinate with the Academic/Centre Director to ensure data accuracy.
• Take responsibility for ensuring that academic misconduct and EC records are up to date and available for assessment boards.

External/Reception

• Take responsibility for the front desk, deal with enquiries in person or over the telephone and give a warm welcome to visitors
• Support the Centre Director in ensuring that student success is recorded and celebrated, student events are reported, and such ‘good news’ stories as will help promote the Centre are recorded and passed to the Marketing Department

Resources

• Order office supplies, School stationery requirements, text and reference books and other resources necessary for the work and efficient functioning of the School.

Reporting/Meetings

• Take the secretarial role and produce reports of the meetings of the School Staff, of the School Board (Staff/Student) and (if called upon) the Assessment Boards
• Contribute to reports of the meetings of the Joint Management Board (JMB).

Person Specifications

Legal status

• Eligibility to live and work in the UK
• Undergo AccessNI check

Qualifications

• First Degree or equivalent

Experience and knowledge

• Team leadership/ managerial responsibilities
• Excellent written and verbal communication skills in English
• Exceptional organisational skills
• Excellent IT skills (Excel and Microsoft Office programmes)
• Experience of managing a Student Services Team (Desirable)
• Experience of using SITS database software (Desirable)
• Experience of using Bromcom (Desirable)
• Minute taking (Desirable)
• Experience using Microsoft excel Indexing, VLOOKUP and formula functions (Desirable)

Personal qualities

• Empathy with international students and an awareness of their needs/challenges they face
• Commitment to safeguarding and welfare of students
• Flexibility and adaptability
• Understanding of the higher education environment (Desirable)

Disclaimer

This job description is provided as a guide to the role. It is not intended to be an exhaustive description of duties and responsibilities and may be subject to periodic revision.

Oxford International is committed to safeguarding and promoting the welfare of children, and applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and Access NI, as this job involves working with children. This role meets the requirements in respect of exempted questions under the Rehabilitation of Offenders(NI) Order 1978.
Oxford International is an equal-opportunity employer. Every applicant and employee has the same opportunities regardless of race, colour, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, veteran status or religion belief or political opinion.

We reserve the right to close this vacancy earlier than the advertised closing date should we receive a high volume of suitable applications. We therefore encourage interested candidates to apply as early as possible. Oxford International Education Group is a renowned institution dedicated to providing exceptional educational experiences to international students. With a global presence and a commitment to academic excellence, we strive to empower students to achieve their full potential and thrive in a dynamic, interconnected world. We are proud of our culture and have recently been officially certified as a Great Place to Work ©!