Tutorial Assistant

Overview of the Job:

The Tutorial Assistant provides operational and administrative support across the student focussed activities undertaken by the College Office. This includes the administration of undergraduate examinations and records; the organisation of events such as graduations; and a variety of College Dinners held throughout the year. This gives the role holder scope to have a real impact on the student experience. The role would suit a professional who enjoys combining problem solving with accurate and reliable administrative skills.

General Responsibilities:

• Handling student and general correspondence on a daily basis, responding in a polite and timely manner. The role holder will be responsible for the effective running of the Tutorial Inbox and be the first line of response for enquiries, such as requests for student status letters, residential letters, bank letters etc., and for highlighting issues with relevant staff in the College Office team as required.
• Sending messages to the student body or subsets of the student body as required by the Senior Tutor and the Tutorial Officer. 
• Assist Tutors, Directors of Studies, and Fellows with enquiries and with the administrative needs of their students, e.g. change of subject requests. This will involve engaging with the Student Registry or Faculties as needed.
• Updating student records throughout the year as required by student status changes, e.g. change of academic plans, study abroad, change of advisor, etc.
• Designing and implementing the annual student questionnaire for undergraduates.
• General office duties, including photocopying, filing, and collecting post.
• Providing support for any ongoing additional projects as required.

          Event Planning:

• Organise Halfway Hall, Commemoration of Benefactors, and the Lady Clare Dinner for undergraduates. This involves sending invitations to students and academic staff, drafting seating plans, as well as liaising with various departments on the itinerary.
• Assist the Postgraduate Officer with the organisation of General Admission (the graduation ceremony for undergraduates) and other graduations throughout the academic year. This includes:
  • Liaising with College departments and academic staff, and assisting in the smooth operation of College graduation events
  • Assisting in organizing the graduation lunch
  • Liaising with photographers and organizing the graduation photo sales
  • Maintaining regular contact with the graduating students and assisting with queries, ensuring that all certificates and transcripts are posted after the graduation.
  
  Examinations:
  
  
• Provide support as directed during examination periods, including assisting with exam enrolment queries and corrections, and making applications to the University for reasonable adjustments on behalf of students
• Arrange exam rooms for students with alternative exam arrangements in College, liaising with other departments as needed on necessary equipment and resources
• Recruiting invigilators and scribes as needed for in-College examinations
• Respond calmly and appropriately to any last minute exam issues that may arise.
• Assist with applications for exam allowances.
• Prepare the prize list and statistical report of examination performance for Council at the end of the academic year. Communicate outcomes to prize winners and respond to queries accordingly.

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