Deputy Academic Registrar

The post holder will have an integral role in ensuring the smooth running of academic matters and administrative support within the College and will deputise for the Academic Registrar in their absence. They are expected to develop expert knowledge of College and University systems and procedures, to take effective decisions and to build key relationships within and beyond the College.

The post-holder will work closely with the Academic Registrar and College Officers responsible for the academic activities of the College, with members of the College’s Academic Office staff, College Fellows and lecturers, other members of the College’s professional staff, undergraduate and graduate students. Liaison will also be required with staff in other colleges and University departments.

This is a senior administrative position in the College, suitable for candidates who have held administrative responsibilities in an academic or academic-related environments, who will enjoy working collaboratively with other members of administrative staff, and also with Fellows and other academics of the College.

Start date: ASAP

Hours of work: Normal office hours are 33.75 hours per week. Normal hours of work are to be agreed but are expected to fall within the period 8.00am – 6pm, with up to an hour for lunch which is unpaid.

Some flexibility will be required according to particular responsibilities; some evening and weekend work may be required, for which time off in lieu will be given.

1. Deputising for the Academic Registrar

(i) To undertake full deputy responsibilities within the team, including taking responsibility for all aspects of the running of the office at those times/on those days when the Academic Registrar is absent, including supervisory responsibility for the whole team and dealing with student queries and urgent matters as they arise.

(ii) Representing the office at College meetings and taking minutes (where necessary) when the Academic Registrar is unable to attend.

2. Line management

(i) Line management of two members of the Academic Office team, including their performance and pastoral care.

3. Undergraduate Admissions process and arrangements for new students

(i) To support the Tutor for Undergraduate Admissions with strategic planning, including the monitoring and evaluation of schemes such as Opportunity Oxford.

(ii) To be responsible for the continuous improvement of the undergraduate, visiting student, and postgraduate admissions processes, identifying process improvements to enhance efficiency and quality.

(iii) To be responsible, with the support of the Outreach and Admissions Officer, for arrangements for the annual undergraduate and graduate student induction week. To include scheduling of events and liaison with other College departments and College.

4. Student administration

(i) Assist the Academic Registrar with student casework including but not limited to academic disciplinary matters, fitness to study procedures, extension requests, academic appeals, and suspension requests.

(ii) Assisting the Academic Registrar with applying for and implementing exam adjustments.

(iii) Assisting the Academic Registrar with arrangements for and management of in-College exam sittings.

(iv) Responsibility for Inspera-based collections.

(v) Producing transcripts for pre-2007 students and Visiting Students.

(vi) Administration of academic prizes.

5. Student welfare

(i) 1-1 support meetings with students, supporting both welfare and study skills.

(ii) Attending weekly welfare team meetings and working lunches.

(iii) Liaising with the college’s linked GP, University Counselling Service, and DAS to ensure coordinated welfare support for students.

(iv) Acting as a Harassment Advisor for the College. Completing the University’s Harassment Advisor training and regularly updating this training. Providing advice on the Harassment Procedure to any member of college. Acting as a supportive, confidential listener for those who have experienced, been accused or, or witnessed harassment.

6. Committees

(i) Attending and minuting the College’s Admissions Committee.

(ii) Attending and minuting the College’s EDI Committee.

(iii) Taking minutes at various other committees if the Academic Registrar is unable to attend.

7. Other such comparable duties as may be required by the Academic Registrar.

Essential

•        Educated to degree level, or equivalent professional experience.

•        Experience in a similar role within Higher Education.

•        Excellent interpersonal skills, including a high-level of proficiency in verbal and written communication and an awareness of the sensitivities of dealing with a variety of different constituencies within the context of a collegiate University.

•        Excellent IT skills, including word processing, email, spreadsheets and databases.

•        Accuracy, attention to detail, and an organised and methodical approach to work.

•        Problem-solving skills and the ability to exercise judgement and initiative.

•        Ability to work calmly under pressure, and to prioritise and meet deadlines.

•        Flexibility in their approach to work, with a co-operative attitude, and an appreciation of the fact that roles in a busy office are not always clearly demarcated, and team members will be required to help each other in order to ensure that the Academic Office as a whole maintains the excellent standards of service that the College requires and expects of it.

•        Ability to handle sensitive and confidential matters with discretion.

Desirable

•        Line management experience.

·        Experience in a welfare or pastoral role.

·        Experience of serving committees.

Salary - Grade 8 (£43,485-55,295 p.a.) plus Oxford weighting allowance (currently) £1,500pa.

Leave Entitlement:

6 weeks plus Bank Holidays

Other benefits:

Pension - there is a salary-based occupational pension scheme applicable to this post.

Free lunch is available while working full days on site on weekdays

The College runs a:

Bicycle rental/voucher scheme

Travel pass scheme

Employee Assistance program

Please upload your current CV and an application letter explaining how you meet the selection criteria for this post to this portal and detail the names and contact e-mail addresses for 2 employment references, one of which must be your most recent employer.

Please note that we will not seek references until we are at the offer stage of the employment process.

Informal queries should be addressed to the Academic Registrar, [email protected] in the first instance.

The closing date for applications is 11.59pm on Friday 18th July.

New College is committed to increasing diversity across all parts of the institution and to welcoming under-represented groups. It aims to provide an inclusive environment which promotes equality and maintains a working, learning and social context in which the rights and dignity of all its members are respected to assist them in reaching their full potential. The College is an equal opportunities employer and adheres to the University’s Equal Opportunities Policy and Code of Practice, a copy of which is available on request.