Deputy Academic Registrar in Oxford

The College Brasenose College is one of the constituent colleges of the University of Oxford and a registered charity that furthers education, learning and research for the public benefit. During the academic year, there are approximately 365 undergraduates and 250 graduates in residence studying for first degrees and higher degrees. It is one of Oxford’s most popular Colleges and prioritises academic excellence within a very friendly and supportive environment.

The College Office is responsible for student administration within Brasenose. It performs a wide range of tasks including student registry administration (student enrolment, course changes and transcript production), examinations (including both University exams and internal college exams, known as collections), schools outreach and admissions (including organising interviews for prospective undergraduates). The office is situated in the heart of the College and consists of the Senior Tutor, the Academic Registrar, the Deputy Academic Registrar, the Admissions Officer, the Head of Access & Retention, the Outreach & Schools Liaison Coordinator, and the Academic Assistant. The post holder will report formally to the Academic Registrar.

Purpose and objectives of the post

The work of the Deputy Academic Registrar is both varied and challenging, with a particular focus on graduate students. The College is always looking to improve systems and processes, and the post-holder will play a key role in this. The Deputy Academic Registrar provides high quality support to academics and students and occupies a key position within the College Office. The Tutor for Graduates is a part-time college officer, so the Deputy Academic Registrar is responsible for autonomously assessing and advising on graduate student cases, resolving these independently where possible, but referring as necessary. They also assist members of the College Welfare team with the management of student cases requiring adjustments to study, applications for dispensations, and liaison with University welfare services. They deputise for the Academic Registrar as occasion demands.

Duties

• Student administration and welfare: Oversee the administration of all graduate student processes, including registration and matriculation; examination; disability and equality matters; and reviewing and maintaining graduate student records to ensure compliance with College and University procedures. Assess sensitive and complex situations and problems relating to graduate students, referring as necessary to the Senior Tutor and Tutor for Graduates, and initiate appropriate action which may involve College or University contacts or external providers, in connection with academic, pastoral or medical issues. Advise academic staff and graduate students on common welfare issues and queries, interpreting relevant College and University procedures and policies. Liaise with members of the Welfare team and University welfare services to co-ordinate appropriate support for individual students, where directed and with due regard to college and university confidentiality policies. Oversee the application and award process for student support funding, including Annual Fund awards, travel grants, and assistance for sporting and cultural activities.
• Event management: Manage the graduation process for all students and alumni, organising ceremonies and college receptions, with responsibility for budgets, bookings and individual requirements, liaising with the Domestic Bursary and Development Office. Co-ordinate a high-quality graduate student induction experience and Freshers’ Week, liaising with the Hulme Common Room (Brasenose’s Graduate Common Room), Domestic Bursary and University departments to draw up a programme of activities to welcome graduate students. Organise social functions within college, for example termly Graduate Dinners and the Graduate Freshers’ and Leavers’ Dinner, in liaison with the Domestic Bursary.
• College Committee work: Provide high-quality committee administration for the Disbursements and Welfare Committees. Deputise for the Senior Tutor at Committees as requested.
• Miscellaneous: Proactively monitor new developments and changes with the collegiate University and UK Higher Education, assessing the impact on College, briefing the Senior Tutor and Tutor for Graduates and, in consultation, adapting current processes and procedure. Deputising for the Academic Registrar as occasion demands. Provide flexible support for all areas of the College Office, especially in periods of peak activity.

Person Specification

The successful applicant will meet the following person specification:

• Essential: Educated to A-level or equivalent work-related experience. Significant administrative experience demonstrating competence in activities comparable to those required of the post holder. Excellent organisation skills and ability to work in a methodical way. Experience of project management and planning with proven ability to deliver on complex projects. Excellent and comprehensive communication and interpersonal skills, including negotiation, consensus building, and persuasiveness, with a wide range of external and senior contacts. An ability to work autonomously and to take initiative as occasion demands and in agreed areas. Analytical and problem-solving skills, with the ability to exercise independent judgement. Ability to work calmly under pressure, prioritising multiple tasks, and to meet deadlines. A high degree of accuracy and attention to detail. A high level of discretion and sensitivity to ensure confidentiality in student and academic matters. Willingness to work flexibly to meet the fluctuating demands of the College and University calendar, including some occasional weekend work. An understanding of pricing and budgeting with the ability to analyse data. Computer literacy, including fluency with databases and spreadsheets and the ability to use IT systems to undertake detailed research and analysis.
• Desirable: Educated to degree level. Experience in Higher Education administration. Experience of committee service. Experience of managing study adjustments or similar for students with non-standard needs.

Terms and Conditions of Appointment

Appointment: This is a permanent post and there will be an initial probationary period of six months. During probation the notice period is one month on each side. Thereafter the period of notice to terminate employment is three months. The appointment will be conditional on verification of the successful candidate’s right to work in the UK and subject to the receipt of satisfactory references and medical clearance.

Salary: Equivalent to Grade 7 of the Brasenose College Pay Scale, currently £39,594 - £47,949 per annum (inclusive of a £1900/annum Brasenose Oxford Weighting), depending on previous related experience.

Hours of Working: Full time 35 hours each week. Standard hours for the College Office are roughly 9 am until 5 pm, with an hour taken for lunch, Monday to Friday. The post-holder, however, will be expected to work such hours as are reasonably required to carry out their duties.

Benefits: Pension - Eligibility to the Universities Superannuation Scheme (USS). The successful candidate will be entered into this scheme automatically on joining, but on-going membership of the scheme is optional. Salary Exchange Scheme - Staff who join USS will also be enrolled into the Salary Exchange Pension Contributions Scheme on or around three months after joining Brasenose staff. Annual leave – The paid holiday entitlement for a full-time contract is six working weeks (30 days) annual leave (5 days is to be taken over Christmas break when College is closed) plus 8 Statutory Bank Holidays. Annual Leave shall be taken at mutually convenient times agreed in advance with Academic Registrar. Bank Holidays which fall within the full terms of the University of Oxford are normally worked, for which compensatory time-off in lieu will be given. The holiday year begins on 1 January and ends 31 December. For part years of service your entitlement will be calculated as 1/12th of the annual entitlement for each completed month. Meals - Employees are entitled to take lunch free of charge when the kitchen is open. Welfare Support – Employee Assistance Programme – a free confidential telephone helpline and online medical guidance. Free annual flu jab. Travel Pass Loan - a discounted travel scheme is available with monthly deductions from salary. Cycle to Work Scheme/Bike Loan – monthly deductions from salary. Sports Facilities – Access to the University Sports club.

Other Information: No smoking is allowed in any part of the College.