- Professional
- Ufficio in Oxford
Lady Margaret Hall is a constituent College of the University of Oxford and is located in peaceful, spacious gardens beside the University Parks. LMH, as it is fondly known, was founded in 1878 with a dual passion for learning and for equality, making it possible for the first time for women to study at Oxford. Today, the College continues to draw inspiration from this great foundation vision. It is now a co-educational academic community of more than 400 undergraduate and 300 postgraduate students, committed to excellence in research and scholarship and to effective, highly personalised teaching and learning for students from all backgrounds. The College prepares its students to live and work in a fast-moving, complex and global society that is hungry for knowledge, communication and integrity. LMH is an ‘Investors in People’ employer and is the only Oxbridge college to have achieved a Gold award. The College is committed to equality and values diversity. For a full perspective, visit the College website: www.lmh.ox.ac.uk/
LMH Short Academic Programmes (SAP):
Every summer Lady Margaret Hall is proud to welcome enthusiastic and intellectually curious undergraduate and graduate students from across the globe to take part in residential and online short academic programmes at the College. The LMH Oxford Summer Programmes consist of a range of 3-week courses delivered across a 9-week season in the University vacation, designed and taught by academics from Lady Margaret Hall and other areas of the collegiate University.
The SAP team, consisting of the Head of Short Academic Programmes and the SAP Academic Director, and supported by the LMH Conference team, manage all aspects of the programmes. The team conducts a student recruitment and admissions process, works closely with lecturers and tutors to create high-quality academic courses, and provides students with an outstanding residential, social, and cultural experience. These programmes represent a thriving business which generates income to support the academic mission of Lady Margaret Hall.
The SAP Administrator plays an important role in supporting the planning and delivery of the LMH Oxford Summer Programmes and the College’s other short academic programmes. The postholder manages the student ‘journey’ from initial enquiry to arrival, using a ‘Customer Relationship Management’ system to maintain accurate records, send a range of communications, and deliver an efficient and welcoming onboarding process. Alongside this core duty, the SAP Administrator supports a variety of tasks and contributes to a wide range of team projects, with a particular emphasis on data management and analysis. This role requires strong organisational skills, attention to detail, and a commitment to delivering excellent customer service.
The role is part-time, at 24 hours per week. There is flexibility to agree the working pattern with the Head of Short Academic Programmes, and some of the hours can be worked from home. During busy periods there may be the need to work additional hours which will be offset by time in lieu.
Main purpose of the job:
The SAP Administrator will:
LMH Short Academic Programmes (SAP):
Every summer Lady Margaret Hall is proud to welcome enthusiastic and intellectually curious undergraduate and graduate students from across the globe to take part in residential and online short academic programmes at the College. The LMH Oxford Summer Programmes consist of a range of 3-week courses delivered across a 9-week season in the University vacation, designed and taught by academics from Lady Margaret Hall and other areas of the collegiate University.
The SAP team, consisting of the Head of Short Academic Programmes and the SAP Academic Director, and supported by the LMH Conference team, manage all aspects of the programmes. The team conducts a student recruitment and admissions process, works closely with lecturers and tutors to create high-quality academic courses, and provides students with an outstanding residential, social, and cultural experience. These programmes represent a thriving business which generates income to support the academic mission of Lady Margaret Hall.
The SAP Administrator plays an important role in supporting the planning and delivery of the LMH Oxford Summer Programmes and the College’s other short academic programmes. The postholder manages the student ‘journey’ from initial enquiry to arrival, using a ‘Customer Relationship Management’ system to maintain accurate records, send a range of communications, and deliver an efficient and welcoming onboarding process. Alongside this core duty, the SAP Administrator supports a variety of tasks and contributes to a wide range of team projects, with a particular emphasis on data management and analysis. This role requires strong organisational skills, attention to detail, and a commitment to delivering excellent customer service.
The role is part-time, at 24 hours per week. There is flexibility to agree the working pattern with the Head of Short Academic Programmes, and some of the hours can be worked from home. During busy periods there may be the need to work additional hours which will be offset by time in lieu.
Main purpose of the job:
The SAP Administrator will:
- Manage the student application process from initial enquiry through to arrival, maintaining a comprehensive admissions database and ensuring an excellent student onboarding experience.
- Carry out data analysis to support strategic decision-making and reporting.
- Support financial management and reporting.
- Support the planning and delivery of the College’s short academic programmes.
- Support the promotion of the Programmes.
- Provide administrative support to colleagues in the Short Academic Programmes team.
Relationships:
- Reports to: Head of Short Academic Programmes
- Liaison with: SAP Academic Director; Commercial Operations Manager; Conference Team; Accounts Team; prospective students; partner universities; Tutors; College domestic staff (Scout Supervisors; Catering Manager and Catering Supervisors; Lodge Manager and Porters).
Main Tasks
Manage the student application process from initial enquiry through to arrival, maintaining a comprehensive admissions database and ensuring an excellent student onboarding experience.
- Using a ‘Customer Relationship Management’ (CRM) system, manage a smooth application and onboarding process for students, processing applications, sending out agreements, and providing Study Visitor Letters, pre-course information, and academic materials in accordance with the agreed timelines.
- Maintain the CRM database of students, ensuring an up-to-date record of students’ personal details, including dietary and accessibility requirements, emergency contacts, and flight details.
- Liaise with SAP colleagues to review and update communication materials on an annual basis, including offer letters, enrolment agreements, and programme handbooks.
- Act as the primary contact for prospective students, applicants, and enrolled students, answering common questions and liaising with SAP colleagues to respond to other queries.
Carry out data analysis to support strategic decision-making and reporting.
- Using the CRM system, develop and maintain dashboards tracking applications, enrolments, course capacities, and bedroom availabilities.
- Produce analytical reports on key student recruitment data to monitor progress, forecast enrolments, plan resources, and evaluate marketing efforts.
- Act as a data analysis ‘champion’ within the SAP team, advocating for data-driven thinking and taking initiative in developing and sharing analytical insights.
Support financial management and reporting.
- Manage the Programme Fee payment process, issuing and tracking invoices, collating receipts of online payments, and maintaining an up-to-date record of students’ payment method and status.
- Liaise with the College Accounts Team to reconcile records of student payments with funds received in the accounts.
- Support the management of outgoing payments, recording invoices received and payments due to suppliers.
Support the planning and delivery of the College’s short academic programmes.
- Create event documentation on the College’s booking management system, maintaining a clear record of the Programme’s requirements for the College’s AV, facilities, catering, and housekeeping teams, ensuring that information is up to date and accurate at all times.
- Provide tutors with details of their students, and manage the preparation, distribution, and collection of classroom registers.
- Liaise with the SAP Academic Director to prepare and record academic reading lists, crosschecking titles with copyright restrictions, and uploading to the Programmes’ ‘Virtual Learning Environment’.
- Liaise with the Commercial Operations Manager to prepare rooming lists, collate dietary requirements, and organise the student arrival and departure processes. Assist in delivering a smooth check-in process, meeting and greeting students, tracking updates from the SAP inbox, and ensuring arrival data is recorded in a timely manner.
- Prepare classroom signage, table plans, and name badges and lanyards for students, tutors, and seasonal staff.
- Book and manage group photographs for each cohort.
- Act as a key contact in the SAP team during the Programmes, helping to create a welcoming and supportive environment for student attendees, tutors, and seasonal staff.
- Support the recruitment and management of the seasonal Student Support Team, Learning Coordinators, and Tutors, liaising with applicants, arranging meetings and interviews, and collating timesheets.
- Liaise with Tutors and the SAP Academic Director to record and collate student attendance and assessment records, and to prepare Programme Certificates and Academic Transcripts.
- Liaise with SAP colleagues to create the student feedback form. Manage the distribution of the form and the collection and collation of feedback data.
- Support the planning and preparation of the social and cultural aspects of the Programmes by, for example, booking tickets or confirming transport arrangements.
Support the promotion of the Programmes.
- Support SAP colleagues in developing new promotional materials such course brochures, handbooks, banners, and email templates to meet the agreed brand strategy, and in sending mass email communications to the prospective student mailing list and to overseas colleges and universities.
Provide administrative support to colleagues in the Short Academic Programmes team.
- Oversee the general Short Academic Programmes email inbox, answering emails, monitoring responses, and passing on questions and enquiries as appropriate.
The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by the changing needs of the Short Academic Programmes business and the overall objectives of Lady Margaret Hall.
Personal Specification
General:
The post-holder will be enthusiastic and motivated, keen to be part of a growing business. Excellent organisational and record-keeping skills are required, backed up by accuracy and reliability. The post-holder will be friendly, outgoing and helpful. They will have a personal commitment to great customer service, a willingness to tackle problems and take on responsibility, and the ability to cope with a busy working environment and respond positively and flexibly to changing work needs.
Aptitude and approach
Essential:
The post-holder will be enthusiastic and motivated, keen to be part of a growing business. Excellent organisational and record-keeping skills are required, backed up by accuracy and reliability. The post-holder will be friendly, outgoing and helpful. They will have a personal commitment to great customer service, a willingness to tackle problems and take on responsibility, and the ability to cope with a busy working environment and respond positively and flexibly to changing work needs.
Aptitude and approach
Essential:
- Careful, consistent, and committed to accuracy.
- Customer-focused, friendly, enthusiastic and a team player.
- Reliable and proactive; committed to getting the job done.
- Comfortable under short-term time pressure and responding to change.
Skills and knowledge
Essential:
Essential:
- Excellent English literacy and verbal skills; able to communicate effectively with a wide range of people.
- Good planning, data management, and problem-solving skills.
- Able to develop processes and record-keeping procedures for managing student information and communication to students.
- Good IT and keyboard skills, to include working knowledge of Microsoft Word and Outlook, and a high level of competency with Microsoft Excel.
Previous experience
Essential:
Essential:
- Experience of providing administrative services, such as communicating with customers via email, completing documentation, creating and maintaining spreadsheets, invoicing, and diary management.
- At least two years’ experience of managing customer data and communications through a Customer Relationship Management (CRM) system.
Desirable:
- Experience in a customer-facing, service-oriented role in events, hospitality or retail.
- Experience of working in a summer school or Higher Education environment.
- Experience of using design tools such as Canva to create materials, social media posts etc.
- A broad understanding of the University of Oxford, its colleges, and its teaching model.
Qualifications
Essential:
Essential:
- Eligible to live and work in the UK.
- Educated to degree level standard or equivalent.
Terms and Conditions
The salary will be c.£32,000 per annum (FTE). Working hours are 24 per week.
Benefits of working for the College include 37 days holiday (including bank holidays), pro rata for part time appointments, the option to join a University pension scheme and one free meal whilst on duty and the kitchens are open, when the kitchens are closed a meal allowance will be paid. Additional benefits include discounted bus/train travel to commute to work or salary sacrifice bicycle scheme, employee assistance programme, annual flu jab and eye examination, regular staff social events, staff parties and wellbeing activities.
There will be an initial probationary period of six months. Applicants must be eligible to work in the UK.
Benefits of working for the College include 37 days holiday (including bank holidays), pro rata for part time appointments, the option to join a University pension scheme and one free meal whilst on duty and the kitchens are open, when the kitchens are closed a meal allowance will be paid. Additional benefits include discounted bus/train travel to commute to work or salary sacrifice bicycle scheme, employee assistance programme, annual flu jab and eye examination, regular staff social events, staff parties and wellbeing activities.
There will be an initial probationary period of six months. Applicants must be eligible to work in the UK.
To apply for this position, please submit a CV and Cover Letter via the 'Apply Now' button. The closing date for applications is midday on Monday 1st December 2025. First interviews are expected to take place week commencing Monday 8th December 2025. Second interviews are expected to take place week commencing 15th December 2025.
A principal aim of this College’s Equal Opportunities Policy is to ensure that in the recruitment, selection, training, appraisal, development and promotion of employees, the only consideration must be that the individual best meets, or is likely to meet, the requirements of the programme or course or post.
Lady Margaret Hall is committed to provide a learning, working and social environment in which the rights and dignity of all its members are respected, and which is free from prejudice, intimidation and all forms of harassment, including bullying. We seek to ensure that no-one suffers, either directly or indirectly, as a result of discrimination.
Lady Margaret Hall has a range of family friendly policies.
