Deputy Fellows' Administrator in Oxford

We are seeking to appoint a Deputy Fellows' Administrator who will play an important role in supporting the governance, fellowship administration, and ceremonial life of Magdalen College. Working closely with the Fellows' Administrator, the post provides administrative and logistical support across a wide range of activities that are central to the College, including Fellowship recruitment and onboarding, Governing Body and committee administration, Senior Common Room affairs, major College events, and the maintenance of key institutional records. This is a varied and highly collaborative role that requires regular contact with Fellows, senior College officers, and professional administrative colleagues. The postholder will contribute to preserving continuity in the administration of the Fellowship and College governance while helping to deliver some of the College's most significant academic, social, and ceremonial occasions. The role offers an excellent opportunity to gain a detailed understanding of the workings of one of Oxford's leading colleges and to become involved in many aspects of its academic community.

Key Responsibilities

• Governance & Committee Support
  • Meeting Logistics: Assist in the preparation and digital distribution of papers for the Governing Body (College Acta) and Fellowship Committee.
  • Records Management: Assist with maintenance of the Fellowship database and Termly Lists.
  • Compliance Assistance: Support the annual "Declaration of Interests" exercise by chasing outstanding Conflict of Interest forms and filing returns for the Bursary.
  • Archiving: Manage the physical and digital filing system for meeting minutes and ensure the College Acta are prepared for binding every five years.
• Event Coordination & SCR Support
  • Event Logistics: Execute the administrative "back-office" for major College events (e.g., Waynflete Dinner, Restoration Dinner, May Morning). This includes managing RSVP lists.
  • Celebrations: Draft notices and organize logistics for annual celebrations (e.g., Burns’ Night, Saint’s Days, Multi-faith events).
  • College Calendar: Collate dates and assist in the production of the annual College calendar of meetings and events.
• Fellowship
  • Liaison: Handle routine correspondence with Fellows and Members of the Room.
  • Onboarding: Prepare "Welcome Packs" for new Fellows, coordinate their initial dining arrangements, and assist with inductions, including cross-sharing information with other departments.
  • University Calendar: Draft the annual updates for the College entry in the University Calendar.
  • Competitions: Handle routine correspondence and data collation for recruitment competitions.
• Chattels
  • Provide general assistance to support the work of the Chattels' Fellow including maintenance of the database of the college’s object collections.

Skills, Knowledge and Expertise

Essential Criteria

• Excellent administrative experience.
• Exceptional attention to detail and proofreading skills.
• Ability to communicate with high-level stakeholders (President, Fellows).
• Ability to manage multiple overlapping deadlines (e.g., concurrent recruitment cycles).

Desirable

• Experience working within an Oxbridge collegiate system.
• Proficiency with recruitment software or CMS platforms.
• Experience in event or "front-of-house" coordination.
• Experience handling sensitive or confidential governance data.

Hours of Work

The hours of work will be part-time (18.75 per week /0.5 fte). The working pattern is negotiable and could be spread over 3 to 5 days per week. The post is based onsite.

Salary and Holiday

The salary for the post will be on Grade 5 of the College Unified pay scale depending on skills and experience, plus an Oxford Location Allowance £1,730 per annum.

Benefits

• Membership of contributory pension scheme.
• Free lunch may be provided when the kitchen is open depending upon working times.
• Car parking (subject to availability).
• Use of College gym, and sports ground, and free membership of the Oxford university sports facilities at Iffley Road.
• Optional contributory Healthcare scheme.
• Bus pass purchase scheme.
• Cycle to work scheme.
• Holiday entitlement is 30 days per annum plus bank holidays.

The College provides for maternity leave on a basis that exceeds the statutory provisions. This is a day one entitlement and there is no qualifying period, women are eligible for 26 weeks’ maternity leave on full pay, followed by 13 weeks of leave on Statutory Maternity Pay (SMP) and 13 weeks of unpaid maternity leave. Arrangements for Adoption leave, Shared Parental Leave, and Paternity Leave are also in place. Magdalen College has a priority claim in the University nurseries.

Applications

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