Dealing with the day to day running of the Academic Office

Key facts


  • Oxford, UK

Reporting to

  • Academic Administrator

Type of contract

  • Full-time, permanent

Deadline for applications

  • As soon as possible

Anticipated start date

  • June 2022

How to apply

  • To apply for this position please send your CV to

Role description

The Academic Administration Assistant (AAA) plays an instrumental role in supporting the Academic Administrator Manager (AA) in dealing with the day to day running of the Academic Office.

As a registered boarding school with the Department for Education, the AAA will work in line with National Minimum Standards for Boarding Schools, Ofsted’s Common Assessment Framework and Standards for Inspection of Boarding and Residential Schools. Kings accommodate both English language and Academic students, on both short and long term stays.

The AAA reports, in the first instance, to the AA. The AAA will also work closely and support the Academic Course Director, the Director for Students, Heads of Department (HOD’s) and core Administration staff.

Having the ability to prioritise and complete tasks within a given timeframe, ensuring the highest of accuracy is maintained, is an essential skill needed for this role.

Duties and Responsibilities

  • Assist the AA, as necessary, with the Advanced Level Foundation Course assessments
  • Enter UCAS information in to iSAMS throughout the academic year
  • Assist the AA with the preparation of documentation for the Panel meetings (four per year)
  • Work in line with the Kings Admissions Register and Attendance Policy being the attendance Coordinator for the Academic Department. Meeting all requirements listed, including the completion and monitoring of daily attendance
  • Oversee class attendance recording by teachers and recording of student absences on iSAMS, producing weekly attendance reports
  • Take notes at Briefing meetings
  • Collate Merit information for distribution
  • Oversee the disciplinary ladder and detentions and ensure this information is up to date in iSAMS
  • Assist with the collation of information for the Kings Oxford Quarterly Review, with particular responsibility for the Survey Monkey, attendance and disciplinary information for the main Quarterly Review spreadsheet and the attendance information for the Dashboard
  • Assist the AA with the setting up of the Academic Database (iSAMS) at the start of the academic year and update throughout the year. Tasks include inputting timetables, progress reports, alumni information and general student record maintenance (including records on CLASS). The AAA has particular responsibility for checking completion and wording of the progress reports and distributing the progress reports to agents and parents when finished
  • Ensure all new students complete a Contacts Form
  • Oversee the completion of the SI-UK forms for Central
  • Obtain missing subject information from agents for the new students starting in September and January
  • Oversee the uploading of the IELTS TRFs on iSAMS, distribute the TRFs to students and inform the relevant academic staff when new results arrive
  • Record all Maths and English induction test scores in September and January and enter these marks in to iSAMS
  • Provide the Academic Course Directors with the documents they need for the induction process in September and January. This includes handbooks and interview sheets if required
  • General support including assisting and supporting other Academic staff
  • Attend and contribute to meetings when necessary, taking minutes when the AA is not available
  • Interaction and communication with students and teachers
  • All other duties as reasonably requested
  • Additional, reasonable hours may be required to complete tasks at key points of the Academic year
  • Assist with reception cover as and when required
  • Engage in own CPD

Emergency phone

Kings Oxford offers a 24-hour emergency facility to our students and cover is required during all periods of closure including bank holidays, Easter and the Christmas period. You will be required to be on the emergency on call weekday and weekend rota. The number of emergency on call periods you must contribute to will depend on the number of staff on this rota. Responsibilities are defined within the emergency on call job description as well as rates of pay. Full training will be provided.

Fire Marshall

You are required to be a fire marshal whilst working at the St Josephs Campus and you must be comfortable with the responsibility this entails. Full training will be provided.

Person specification

Kings Education is committed to safeguarding and promoting the welfare of students and young people and expects staff and volunteers to share this commitment.

Applicants must be able to demonstrate:

Professional experience:

  • Excellent command of written and spoken English
  • Be a highly efficient administrator with excellent IT skills (Microsoft Office, databases etc.)
  • Excellent organisational skills and ability to prioritise workload

Personal attributes:

  • Demonstrated ability to work accurately and complete tasks within a given time frame
  • Polite, patient, friendly and enthusiastic with a flexible approach to work
  • Excellent communication skills, with an ability to explain clearly
  • Acts in a professional manner at all times


  • Experience working in a similar setting

How to apply

To apply for this position please send your CV to

Applications should be made: As soon as possible

Interviews will commence: As soon as possible

Successful appointment will be dependent upon:

  • Enhanced DBS check
  • Confirmation of right to work in the UK
  • Satisfactory references (including confirmation of no child safeguarding concerns)

Kings is an Equal Opportunities employer and we adhere to the principles of equal opportunity in all aspects of our recruitment process.

It is Kings Education's policy not to communicate further with applicants other than those who are shortlisted for a position.

Thank you for your enquiry.
We'll be in touch soon.
The Kings Admissions Team