Academic Support Officer

Salary
: £28,000 – £34,000 per annum (depending on experience)

Full-time
: 37.5 hours per week

Location
:
Central Oxford

Pembroke College, Oxford, is seeking an organised, proactive, and personable Academic Support Officer to join its busy and supportive Academic Office. This is a varied and rewarding role providing high-quality administrative support to students, academic staff, and College committees within a vibrant academic community.

Founded in 1624, Pembroke is an inclusive and forward-looking College in the heart of Oxford, combining award-winning modern developments with historic buildings. The College is committed to excellence in teaching, learning, and professional services, and offers a collegial and supportive working environment.

The Academic Support Officer is a key member of the Academic Office, reporting to the Academic Registrar. The postholder will play an important role in the administration of undergraduate and visiting student programmes, examinations, financial support, and academic processes, acting as a first point of contact for a wide range of enquiries and providing expert advice on College and University procedures.

This role will suit someone who thrives in a fast-paced environment, enjoys working with people, and has excellent organisational skills and attention to detail.

• Act as the first point of contact for on-course undergraduate students, handling enquiries and providing administrative support.
• Manage a range of financial administration processes, including responsibility for the TMS system, advising students on financial matters and hardship funding, and administering vacation grants.
• Administer College and University examinations, including alternative arrangements for students with disabilities, mitigating circumstances, complaints, and appeals.
• Organise College Collections (termly examinations), including recruiting and allocating invigilators.
• Administer sports awards, College prizes, and funded schemes such as the Rokos internships programme.
• Carry out visa checks and statutory returns.
• Handle confidential student data, maintain accurate records, compile statistics, and manage filing systems.
• Service College committees and working groups as required.
• Act as a source of expertise on relevant University and College policies and procedures.
• Provide general academic administration, including correspondence, transcripts, forms, and support to academic staff.
• Use and maintain databases and IT systems (including eVision, TMS, Kinetics, ADSS, and Microsoft Office), and update web content as required.
• Represent the College at relevant meetings.
• Support colleagues in the Academic Office, including assisting with admissions-related work during peak periods.

• Administer the Visiting Student programme, including admissions processes and liaison with partner institutions.
• Support visiting students with applications, course choices, and on-course administration.

• Membership of the University staff pension scheme.
• Free lunch when College kitchens are open.
• Generous annual leave entitlement.
• Opportunities for professional development and training.
• A supportive and collegial working environment.

You will be a highly organised and approachable administrator with excellent communication skills and the ability to manage competing priorities calmly and effectively. You will enjoy working collaboratively while also being confident in using initiative to solve problems and improve processes.

• Well-developed administrative skills, with excellent time management, accuracy, and attention to detail.
• Experience of working effectively under pressure in a busy environment with competing deadlines.
• Excellent written and verbal communication skills.
• Strong interpersonal and customer-service skills, with a tactful and empathetic approach.
• Ability to work independently and as part of a team.
• Confidence in handling data and a good standard of numeracy.
• Experience of handling sensitive and confidential matters with discretion.
• Excellent IT skills, including Microsoft Outlook, Word, PowerPoint, and Excel, and the ability to learn new systems quickly.
• A proactive, flexible approach and commitment to personal development.
• Experience of working in a school, university, or similar educational environment.
• Experience of supervising or coordinating others.

The postholder may be required to undertake a Disclosure and Barring Service (DBS) check.

This is a full-time role of 37.5 hours per week, normally worked between 8:30am and 5:00pm, Monday to Friday. Occasional evening or weekend work will be required at certain times of year (including during the undergraduate admissions period), for which time off in lieu will be given. Annual leave is normally taken outside term-time and not during the main admissions period.

To apply, please submit an up-to-date CV and cover letter, together with details of two referees,…