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Line manager

Principal

Context

Greene’s provides individual academic programmes adapted to the needs and aspirations of each student with flexibility regarding combinations of subjects, examination boards and course lengths. Each sixth form student is treated as an individual and has a Personal Tutor to monitor and support their academic progress and welfare at Greene’s.

Our commitment to the tutorial method of learning means that each student is taught by tutors who are committed to supporting their independent study skills and realising their academic and examination potential. Greene’s is non-selective, and enrols students with a broad range of backgrounds, previous educational experiences, interests and motivations. We do however look for students with the potential to work individually and who are prepared to take responsibility for their studies. The range of ability and needs is wide, from those who seek a full course of A level study to students who need to retake some of their examinations.

The college provides a university-style sixth form education – which includes individual tuition, group learning and extensive testing – to encourage resilience and independent learning. Students leaving Greene’s should be curious, independent and analytical thinkers, good communicators, effective collaborative workers and confident in their manner and ability. Above all they demonstrate a caring, thoughtful, questioning and open attitude.

The Admissions Manager is the focal point for the student experience and student admissions at Greene’s in Oxford.

Position description

The Admissions Manager is responsible for the admissions process from the initial enquiry (receipt of a completed online application form) until the student joins the College, as well as directing enquiries towards the appropriate pathway (full-time, supplementary, US gap year students, or ASP). The Admissions Manager is the first point of contact for both students & parents and provides high quality administrative support.

Working in a small team, the Admissions Manager will demonstrate a proactive, ‘can do’ approach and fit well into a demanding environment with an international dimension. As Greene’s develops, there will be changes in the emphasis of duties. The Admissions Manager will display a flexible attitude towards tasks & working hours and adapt to meet the shifting dynamics of the workplace.

Primary Duties and Responsibilities
– Being the first point of contact for all tuition enquiries received by website, e-mail, telephone, post or in person building a strong relationship with them throughout the admissions process;
– Advising prospective students and applicants on entry level, programme choice (full-time, supplementary, ASP & US gap year students), entry criteria, qualifications and scholarships, and referring them to other staff as appropriate;
– Taking responsibility for the admissions process from initial enquiry until a student joins the College;
– Ensuring that all relevant data and records of prospective students and registrations are entered into Greene’s Online so that they are available to appropriate personnel and to maintain and update them throughout the year;
– Sending proposals & invoices to clients within 24 hours of interview;
– Producing weekly enquiries, admissions, and sales data for the College Principal;
– Arranging the issuing of CAS numbers for students requiring a Tier 4 student visa, liaising with Greene’s immigration solicitor to ensure best practices are maintained;
– Obtaining and maintaining all of Greene’s visa students’ documents and monitor UKVI compliance, liaising with Greene’s immigration solicitor;
– Being the first point of contact for both students and parents providing high quality administrative support;
– Arranging and giving college tours;
– Administrating diagnostic tests prior to student starting;
– Managing accommodation requests and liaising with Oxford Homestay, as appropriate;
– Assisting the Academic Administrator with the organisation of College events;
– Producing weekly punctuality and attendance reports & managing documentation (e.g student absence forms) for student absences;
– Organising the acquisition of relevant SEND and Safeguarding information for all new students prior to their arrival, liaising with SENCo about provision;
– Assisting with the organisation of termly collections;
– Ensuring GDPR compliance regarding the collection and storage of sensitive information
– Overseeing, in conjunction with the Marketing Team, visits and Taster Days;
– Organising college interviews and meetings for new parents, and entrance tests when appropriate (in liaison with the Director of Academics, College Principal, the SENCO, and appropriate Heads of Subjects)
– Building relationships with agents, clients, and school partners;
– Working with the Head of Marketing to help react to market trends, ensuring that marketing and sales initiatives are working in tandem and ensuring requirements for marketing collateral is planned well in advance;
– Recording examination results & university destinations for supplementary students, working alongside the Director of Studies and marketing department.
– Maintaining close links with feeder schools.

These duties and responsibilities are intended as a guide. The Admissions Manager will be expected to undertake any reasonable task as required by her line manager.

Indicators of performance
Measures of individual performance include:
1. Enquiries are processed accurately, efficiently and within 24 hours of receipt
2. Proposals are sent to clients within 24 hours of interview
3. Correspondence with clients is timely, accurate and professional
4. Data on Greene’s Online is both accurate and complete
5. Both student and parent feedback is more than 90% positive

The job also requires collaborative working with and support to work colleagues as detailed above and otherwise. Overall considerations of performance will take this into account.

Attitudes, values, skills and other requirements
– Ability to thrive in a small business culture where flexibility and the ability to adapt to change are paramount
– Excellent organisational and time management skills to plan and meet deadlines
– Genuine interest, desire and ability to deliver exemplary client service
– Ability to relate well to students with a good understanding of their needs
– Ability to build and maintain strong, long-lasting student & client relationships
– Ability to work in a way that promotes the safety and wellbeing of young people
– Ability to work cooperatively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness
– Ability to multi-task and to work under pressure with charm, tact and efficiency
– Ability to communicate accurately in both written and spoken English
– Excellent IT skills, specifically with proficiency and accuracy in Excel
– Strong numerical skills
– Education to a degree level
– A sense of fairness and honesty that takes priority over commercial considerations

Greene’s and all its staff are committed to safeguarding and promoting the welfare of the student. The post is subject to a satisfactory result from the enhanced disclosure application to the Disclosure and Barring Service.

Holidays

There is an entitlement of 25 days holiday per year plus bank holidays, with two weeks to be taken at Christmas/New Year; and the balance to be taken during July and the first half of August. Holidays – other than short breaks – cannot be taken between 1st September and the Christmas break; between mid-January and the end of June. Holidays must be submitted to the line manager for approval four weeks in advance of the desired holiday date.

Hours

Office hours are generally 9.00 a.m. to 5.30 p.m. Mondays to Fridays with an unpaid lunch break of one hour to be taken as required by the line manager. At busy times and where deadlines need to be met, there is a requirement to work additional hours. Occasionally, he or she will be required to come in earlier in the morning (for example, 8.30 a.m. to assist during examination sessions).

Line manager: Head of Centre

Position description

This role focuses on the organisation, management and delivery of a range of examination and testing services at
Greene’s College Oxford and Greene’s College Estoril, including both public examination and internal trial
examinations. In addition to the examinations completed by enrolled sixth form students, Greene’s is a public-access examination centre, which offers examination services in almost all academic disciplines, subjects and levels as well as science practical endorsement courses designed to meet the requirements of public examination boards.

This role requires a high degree of accuracy and great attention to detail, especially when handling examination data. The Examination Officer oversees the day-to-day management and administration of all examinations and tests; effective management, motivation and training of support and administrative staff; quality assurance to ensure that all inspection standards are not only met but exceeded; and an ability to meet commercial targets through strategic planning. The Examinations Officer should ensure the profitability of this area of the college while delivering an outstanding level of client service.

The Examinations Officer will be able to work collaboratively as part of a small, dynamic team and demonstrate honed interpersonal and communication skills. Greene’s is committed to offering further support and training to ensure that successful applicant is able to thrive in this role.

Desirable qualifications:
– A university-level degree or equivalent from the U.K. is preferred
– Safeguarding training (Level 2 equivalent)

Essential experience and qualities
– Knowledge of, and previous experience in, the U.K. education system
– Proven experience of working with administration systems and processes
– Extreme attention to detail
– A willingness to strive for high levels of client satisfaction
– Developed interpersonal and communication skills
– Fluency in written and spoken English
– Good computer literacy: familiarity and competence with using standard word-processing and spreadsheet programmes

Desirable experience
– Experience in the development of highly efficient administrative systems
– Previous experience in working with U.K. examinations, including GCSE and A Level
– Experience in a service-relate sector
– Previous work in quality assurance or compliance

Desirable skills and attitudes
– A flexible work attitude and ability to multi-task in a small company environment
– A proven ability to work effectively and efficiently with academic and other service professionals
– An ability to work flexibly on multiple activities and to put in additional effort when required in order to meet annual targets
– Energy and enthusiasm even when under stress
– A sense of fairness and honesty that takes priority over commercial considerations

General responsibilities
– 100% accuracy of public examination entry data
– Oversight of examination delivery, including public and trial examinations
– High quality of service delivery
– Effective management of support staff
– Quality assurance and compliance
– Commercial performance of the examination and testing service at Greene’s

Specific responsibilities
Commercial performance and reporting
– Achieve budgeted revenue and profit  targets
– Report monthly to the line manager on commercial progress, noting – amongst other things – actual and booked revenues, short-term activities in place aimed at securing additional revenues and identified risks that may have a negative effect on current year performance
– Produce following year budgets with commercial targets that include revenue and direct cost projections for submission to the line manager by 30^th June each year

Management and administration
– Maintain clear documentation that details accountable procedures for the delivery of examinations and tests
– Track enquiries noting origin and conversion rates
– Report enquiry and other sales data in the monthly report to the line manager
– Provide clear and – usually – written direction and support to administrative staff, including the supervision of examination staff in Estoril

– Liaise with colleagues in both Oxford and Estoril on examination entry deadlines
– Ensure that examination information is always up to date – especially key dates and fees.

Organisation of examinations
– Accurately processing examination entries for internal and external candidates for the Oxford and Estoril Colleges
– Liaising with staff, tutors, and students to manage examination entries for each student and examination session, including advising on the availability of examinations, taking enquiries from private candidates,
invoicing, and submitting entries to the examinations boards
– Managing the trial examination process, including the calling of papers, the pre-test quality check, and the distribution and collection of trial examinations in both Oxford and Estoril
– Managing the receipt and secure storage of confidential examination materials, including stationery, and supervising colleagues in Estoril to ensure storage of examinations papers is compliant at the centre.

– Managing Access Arrangements (extra time, dictionaries) for students where appropriate
– Organising rooms for examinations, producing and distributing timetables, and running examinations on each day of the session
– Managing the results process, from collating and distributing results and certificates through to providing support to personal tutors, students, and parents
– Working with the Bursar to ensure that payments for examinations are promptly received and certainly before registration of candidates with examination boards
– Create an annual plan for the recruitment and training of invigilators based on projected examination demands, including oral examinations, coursework moderation, etc.

Quality of Service
– Ensure that the quality of service delivery is of primary importance
– Systematic measurement of the quality of service delivery through client feedback
– All and any complaint from a student, client and/or tutor is reported to the line manager

Quality assurance and compliance
– Ensure that all examination inspections are passed with the highest possible grading
– Maintain compliance through regular training and updating of key examination procedures
– Complete an annual audit of all examination policies as required by line manager

Key indicators of performance
The job requires a high level of organisational ability and strong interpersonal skills. Measures of individual
performance include:

1. Accuracy of examination entries made is 100%
2. Service delivery feedback is graded as satisfactory or better in 90% of cases
3. All monthly and annual reports are submitted to deadline
4. Trial examinations are delivered accurately and to deadline
5. JCQ inspections receive the highest possible grading and accreditation is maintained
6. Budgeted revenue and profit targets for the year in question are achieved

Remuneration: A competitive salary, negotiable depending on experience, with a performance bonus if key targets are met.

Holidays: There is an entitlement of 25 days holiday per year plus bank holidays, with two weeks to be taken at Christmas/New Year; and the balance to be taken during July and the first half of August. Except for short breaks, holidays cannot be taken between 1^st September and the Christmas break; between mid-January and the end of June. Holidays must be submitted for approval four weeks in advance of the desired holiday date. Days
or hours in lieu can be considered as compensation for significant and prolonged requirements to work in addition to and outside office hours.

Hours: Office hours are generally 9.00 a.m. to 5.30 p.m. Mondays to Fridays with an unpaid lunch break of one hour, however some flexibility may be required during busy times.

Safeguarding Statement: Greene’s College is committed to safeguarding, and to promoting the well-being of, children at all levels of the institutions All appointments will be conditional on successful pre-employment checks, including an Enhanced DBS check.

Download the full role description here

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