Join the team! Online Course Administrators required

Join the team! Online Course Administrators required

Job Description

Online Course Administrator

Oxford Mindfulness Foundation

Closing date for Applications: 5pm on Monday 16th May 2022

Shortlisting completed: 5pm on Thursday 19th May 2022

Invites for interview sent: 5pm on Friday 20th May 2022

Interviews: Tuesday 24th May 2022

Location: home based

Salary: Point 1 on grade 5 Scale = £26,341.00

Hours: full-time (37.5 Hours per week), some flexible working out of hours including at weekends is required by arrangement. Time off in Lieu is available for out of hours working.

Commencement: ASAP

Contract type: Fixed term – 12 months in the first instance

Reporting to: OMF Operations Manager

The Oxford Mindfulness Foundation

The Oxford Mindfulness Foundation is a registered charity which delivers mindfulness teaching and training in collaboration with a range of international organisations including the University of Oxford.

We are committed to working collaboratively with colleagues in the mindfulness field to research and introduce mindfulness to all areas of society, with a view to helping people navigate difficult times and live fuller lives.

Our Values and Ethos

As an organisation we seek to embody mindfulness with compassion and integrity in all that we do, working with the values and attitudes we would like to see in the world. We operate within our Guiding Ethical Principles which holds us and our partners to account.

Our commitment to making mindfulness inclusive and accessible extends to educating ourselves and exploring unconscious biases and exclusion. This learning can then be included in our programmes to help ensure they are relevant to all aspects of society. For more information, please visit

Overview of the role

This ‘Online Course Administrator’ post is funded by the Oxford Mindfulness Foundation which aims to improve lives through mindfulness throughout the population and across the life span. It provides an opportunity for a skilled coordinator/administrator to develop their career as part of a vibrant team.

Mindfulness research is coming of age in terms of addressing important questions and using robust methods and the Oxford Mindfulness Foundation has been at the forefront of this work. The postholder would have a key role in relation to scheduling courses, including those which contribute to research, and handling participant queries. This post is an opportunity to contribute to important work supporting development of the mindfulness research evidence base, as well providing access to mindfulness courses on a global level.

The post holder will lead the scheduling, organisation and administration of online mindfulness courses and events liaising with our marketing team as appropriate. Working within the operations team they will need to show judgment, working both independently and collaboratively be able to manage parallel demands and make confident decisions whilst handling time sensitive activities. The role involves liaising with participants, colleagues and stakeholders internationally, demanding strong interpersonal and communications skills

The postholder may be required to analyse and disseminate data collected from course participants in order to maintain and enhance service levels, and to contribute towards research objectives.

Ideally the postholder would be a psychology or business graduate (or related degree) with knowledge and experience of working in an administrative capacity, having cultivated excellent recordkeeping, customer service and scheduling skills.

This is a home-based post with the possibility of occasional travel to the OMF offices in Oxford and North Wales.

Main Responsibilities

  • Schedule courses and publish details online
  • Liaise with the teaching teams, booking teachers to deliver courses, scheduling meetings, training as appropriate
  • Monitor bookings and liaise with team involved in event promotion to ensure courses are filled
  • Manage participant bookings and handle related financial administration
  • Responsible for material dissemination, ensuring all participants are provided with joining instructions, course materials and support, as required
  • Identify and resolve issues that affect achievement of objectives and deadlines, using initiative and creativity
  • Act as the main contact person for participants and teachers for courses
  • Work collaboratively with colleagues as appropriate, including contributing to decision-making within the operations team
  • Participate in the wider life of the OMF as appropriate and agreed with the CEO. This may include attendance at workshops, summer schools etc, and meetings, as agreed
  • Comply with relevant safeguarding, data protection, research governance and ethical requirements
  • Engage with the research agenda as appropriate and support research activity (e.g. analysing data using excel and SPSS)
  • Conduct any other duties commensurate with the grade and level of responsibility of this post for which the post holder has the necessary experience and/or training


Selection criteria


  • Qualification in business/psychology/related discipline (social sciences, health sciences, administration or equivalent experience)

Essential requirements:

  • Experience of administering and coordinating online courses from inception to completion, including handling sensitive data
  • Experience of liaising with general public, ideally in an international setting
  • Evidence of excellent administrative and organisational skills including technological proficiency with common software including Microsoft Office applications
  • Ability or willingness to learn to use software for website maintenance and course material dissemination
  • Unlimited access to a fast, reliable internet connection in a private space is essential

Personal/ professional qualities:

  • Communicate with clarity, confidence and sensitivity (oral, written, digital) with people from a range of backgrounds and nationalities (e.g. participants, teachers, trustees, stakeholders)
  • Able to communicate information of a specialist or highly technical nature effectively to diverse audiences
  • Experience of handling information of a sensitive and confidential nature
  • Resourceful and resilient in working with challenges, finds solutions and identifies resources to solve problems
  • Excellent collaboration, working effectively as part of a team, and independently
  • Confident user of technology
  • Punctual and reliable with an organised but flexible approach to work, including the ability to manage activities and to balance the competing pressures of demands and deadlines, remaining effective and positive under pressure
  • Strong interpersonal skills and an ability to recognise and work with own and others’ strengths
  • Awareness of data protection, ethical requirements and including conducting risk assessments and understanding of health and safety legislation
  • Commitment to mindfulness and the potential impact on society
  • Experience and / or willingness to engage in mindfulness activities


  • Our events are offered to an international audience 7 days a week. Most courses are delivered online with occasional in person events scheduled during the year. Core hours will be Monday to Friday but at times there will be a requirement to support events, to issue materials or to respond to emails outside of standard office hours.


  • Understanding of Mindfulness
  • Additional Language Skills
  • Data Analysis / Research experience


  • Company pension
  • Flexible schedule
  • Flexitime
  • Sick pay
  • Wellness programmes
  • Work from home
  • Schedule:Monday to Friday with weekend availability

Application question(s):

Please confirm that you have unlimited access to a fast, reliable internet connection with video on, and a private space to carry out your work.


Relevant course administration and Microsoft Office: 2 years (required)

Application deadline: 16/05/2022

Apply here