Student Office Administrator

About the role

This is an exciting opportunity for an experienced administrator to develop their career in a busy teaching environment.

This post is suitable for enthusiastic and meticulously organised applicants, with relevant administrative experience within an education setting to provide high level support to the Student Office team in the Department of Materials.

Based in the Student Office, the Student Office Administrator will support the efficient administration of all taught programmes in the Department of Materials. They will be responsible for administrative aspects of the admissions process for all taught programmes, student records and attendance information, examination support and general student support thought out the year. This involves working closely with the Director of Undergraduate Studies, Senior Tutors, Admissions Tutor(s) and the MSc Course Director

What you would be doing

Admissions (UG & MSc)

• Planning and organising and the Department’s Admission Interview Days online and in-person, as well as any future planned changes or additions to the current process.
• Monitoring the Department’s admissions inbox. Acting as the first point of contact for enquiries from prospective students, by email, telephone and in-person. Informing candidates of their application outcomes and liaising with Registry as and when required.
• Coordinating the processing of new applications, decisions, etc. with guidance from the Teaching Operations Manager and/or Admissions tutors. This will include updating candidates’ records throughout the application process using the College’s Admissions System.

Student records and attendance information

• Creating and maintaining an up-to-date class register for all taught students and the dissemination of student ID cards.
• Ensuring all students have registered and enrolled on the College system by the required deadlines.
• Ensuring randomised attendance registers are captured throughout term and data is logged internally to support UKVI Audit Preparation.

Exams

• Ensuring all material required for assessments is set-up ready to disseminate (including barcodes, assessment booklets, printing of registers, room layout signs, invigilator packs, exam laptops, calculator etc). Including providing full support at the start and end of each assessment ensuring they are supported as scheduled.
• Archiving exam papers, exam scripts and other student records.
• Coordinating with the Senior Student Office Administrator in the assessment organisation of the seating plans, room set-up with accordance to the attendance lists.
• Coordinating with the Senior Student Office Administrator including the production and dissemination of mark sheets, exam auditing, entering marks, collation and keeping of student results records.

Full details are listed in the job description.

What we are looking for

• Educated to degree level (or equivalent standard) and/or proven experience at a similar level.
• Administrative work experience in Higher Education or a similar customer-focused sector in previous relevant role(s).
• Experience of providing a responsive, customer-focused service – on the telephone, via electronic medium or face-to-face.
• Experience of prioritising tasks and of managing busy workloads successfully to ensure that deadlines are met.
• Proven experience as a cooperative team member who can also work independently.
• Proven experience of working with student systems and databases.

What we can offer you

• The opportunity to continue your career at a world-leading institution and be part of our mission to use science for humanity.
• Develop in your role with access to learning and development opportunities.
• Benefit from sector-leading salary and remuneration package (including 39 days off a year and generous pension schemes).
• Gain access to a range of workplace benefits including a flexible working policy from day one, generous family leave packages, on-site leisure facilities and a cycle-to-work scheme.

Further information

Interviews: Are expected to take place in-person only over the period of Monday 17th August to Wednesday 19th August 2026.

If you require any further details about the role, please contact: Mrs Raj Adcock via email raj.adcock@imperial.ac.uk.

Please note that we are currently recruiting for two Student Office Administrator positions. If you would like to be considered for both roles, please submit a separate application for the other position here.

Available documents

• Download: 2026.07 - 2 Student Office Administrator_3a_JD - FINAL.Docx