Further Particulars: Academic Registrar

ST ANNE’S COLLEGE

FURTHER PARTICULARS: ACADEMIC REGISTRAR

Background information on the College and Academic Office

St Anne’s is a modern, informal, academically ambitious College and is one of the largest in the University. It is known for its domestic setting and the diversity of its student body. It is an energetic and friendly co-educational community of some 730 students plus tutors and staff.

St Anne’s has a radical tradition. It can trace its origins back to 1879, and the formation of the Association for the Education of Women in Oxford. It became a College in 1952 and first admitted men in 1979. The College has always set its face outwards towards the world, driven by its commitment to making accessible the opportunities of an Oxford education to those of academic potential who otherwise might not encounter them. The College has over 422 undergraduate students and, in recent years, has built up its graduate community to around 308. It has a small endowment, and relies on its successful vacation conference business and upon the generosity of its large and committed alumnae base to secure its financial stability. For further information about the College, please visit

The Academic Office is responsible for academic affairs related to the junior members of the College, from the initial query about studying at St Anne’s through to the completion of their degrees at Undergraduate, Masters and Doctoral level. It is also responsible for all the staff who teach and maintains records of all the teaching done for the College. It works closely with other College departments responsible for accommodation, catering, fees and charges, IT matters, the Principal’s office and Development. The responsible Fellow is the Senior Tutor whose role also incorporates Tutor for Admissions and Tutor for Graduates. The other members of the team are:Deputy Academic Registrar, who manages the admissions process for undergraduates, and is also the College’s Disability Coordinator;Executive Assistant to the Senior Tutor; an Academic Administrator, whose responsibilities include graduate administration,a Director of International Networks and Programmes, who’s primary responsibility is the organisation of para-academic programmes run by the College, an International Networks and Programmes Administrator who supports the work of the College in connecting students with the outside world, and a Schools Liaison and Outreach Officer who connects the academic teaching of the College and the University with schools across the country.

Job Role

The Academic Registrar fulfils a pivotal role in the College. He/she is the source of knowledge about the College’s regulations and practices, maintains the College data on academic staff and students, records decisions made in some of the key College committees, and has oversight of the student on-course casework. The holder of the role needs to have an eye for detail, be confident in handling data, an excellent note taker, a good leader, and a supportive team player,

Duties of the post

1. Student Induction

The Academic Registrar is responsible for managing the induction of all students admitted to the College so that they are officially registered and aware both of their obligations as members of the College and of the range of services and support available to them. Specific tasks include co-ordinating freshers' programmes; providing information packs; and ensuring all new students have signed the student contract, College contract, and College Register, registered with a GP in Oxford,have the right to study in the UK, and have University Cards.

2. Student and Academic staff data maintenance

The Academic Registrar maintains records on the status of all current students, liaising as required with the University and external bodies. Specific tasks include ensuring that up-to-date electronic and paper records are maintained; completing reports for University and College bodies, acting as the College's Information Custodian for eVision, the University's Student Administration Records system, and SITS for Colleges. He/she also has overall responsibility for the academic staff college lists including the Fellow Seniority list, and related data maintenance, including the annual updating of the University Calendar.

3. Graduate Admissions

The Academic Registraroversees the administration of the graduate admissions process, in close liaison with the Senior Tutor who is also Tutor for Graduates. This task requires the Academic Registrar to work closely with the College’s Academic Administrator, the College Treasury, Graduate Admissions in the University, and with departments and faculties.

4.Student progress

The Academic Registrar is responsible for ensuring that the College has in place the mechanisms which enable it to track student progress. Specific tasks include overseeing the process of Personal Tutor/Graduate Adviser allocation; assisting the Senior Tutor in the monitoring of poor academic performance and the administration of the Academic Disciplinary Bylaw; preparing core elements in the annual Senior Tutor's Report on Academic Performance and recording the results of University exams and the award of scholarships, exhibitions and prizes.

5. Teaching

The Academic Registrar supports the Senior Tutor, other College Tutors and other members of the Academic Office in the organisation of teaching for undergraduates.

6. University Examinations

The Academic Registrar is responsible for ensuring that St Anne’s students are entered for University Examinations and for assisting in making special arrangements where required and dealing with examination-related emergencies.

7. Other student-related activities

The Academic Registrar is also responsible for the efficient discharge of a range of other activities related to student welfare, feedback and the provision of information, including co-ordinating the annual updating of the Regulations for Junior Members, the Bylaws, and the Student Handbook.

8. Office Management

The Academic Registrar will set and maintain standards for the academic administration team in the Academic Office, and will cooperate and liaise with all other college departments, for example the Bursary and the Treasury, to ensure the highest standards throughout the College's administration. The Academic Registrar has operational responsibility for the smooth running of the Academic Office as a whole and supervises the work ofsome of the other staff in the Academic Office on a day-to-day basis.

9. Committee and Governing Body servicing: Academic Committee, Council & Finance Committee, Governing Body

The Academic Registrar services the College’s twice termlyAcademic Committee andtwice-termly Council & Finance Committee, and Governing Body which meets five times per year, in liaison each time with the Chair (usually the Principal) and in the case of Academic Committee, the Senior Tutor, preparing agendas, alerting members to the need for papers, taking notes at the meetings and writing minutes, as well as following up on action points as needed. Council & Finance Committee and Governing Body are the two bodies responsible for the College’s activities as a charity. The Governing Body is sovereign and comprises of 67 Fellows, who are the College trustees. It delegates to a Council of 12 the executive decision making of the College. The Secretary to GB and Council works to the Principal in the compiling of agendas and is responsible for the collation and dissemination of papers to members for each of the three committees.

Person specification

The successful candidate will fulfil the following essential criteria:

• Degree-level education or equivalent
• Evidence of administrative competence and experience of comparable activities to those required of the post holder
• Strong committee servicing skills
• Ability to deal confidently and appropriately with a wide variety of people including Fellows, other College staff, students, University administrators.
• Ability to work efficiently, and calmly under pressure, prioritising work and meeting deadlines.
• Ability to work in an organised and methodical fashion with accuracy and attention to detail.
• Problem solving skills and the ability to exercise judgement and take initiative.
• Excellent IT skills appropriate to a Windows-based office, including word-processing,

manipulating spreadsheets, handling databases and preparedness to learn new applications as required.

• Strong written and oral communication skills, including the ability to write reports and prepare policy and process documents.
• Ability to manage a team, work independently, and flexibly as a member of a small team.
• Understanding of the demands of confidentiality.
• Sympathy with the aims, objectives and academic values of an Oxford College.

The successful candidate may meet the following desirable criteria:

• Administrative experience in higher education
• Sound numeracy skills and competency with budget setting and monitoring
• Experience of first line management
• Working knowledge of OxCORT or other University/College Information Management systems (viz eVision and GSS)

The successful candidate should be prepared to undertake training to equip him or her to discharge the job.

Terms and Conditions

Appointment:
Probation: / The post is to be filledas soon as possible. The appointment will be conditional on confirmation of eligibility to work in the UK. Further information is available at:
The initial period of appointment is probationary, for 6 months.
Salary: / £40,442 to £48,291 pa depending on experience
Pension: / You will be auto enrolled into the University Superannuation Scheme.
Meals: / Free lunch is provided on working days, when the post holder works either side of lunch.
Parking: / You are eligible to apply for a parking permit for which an annual fee applies.
Hours of working:
Other work: / Full time (36.25 hour week). Standard office hours are 9 am to 5.15 pm each day withan unpaid lunch break. However, theAcademic Registrar will be expected to work such hours as are reasonably required to carry out his/her duties to the satisfaction of the Senior Tutor, including occasional attendance on Saturdays to supervise the start of examinations, and Sundays during Freshers week. Overtime is not usually paid however the college does have a time-off-in-lieu policy.
No other appointments, paid or unpaid, may be undertaken without the approval of the Senior Tutor.

Annual leave: 35 days per annum, which includes 8 public holidays. The Academic Administrator is expected to take part of this entitlement during the official period of College closure in winter. It is expected that the Academic Registrar attends work on public holidays that fall during term time. Time of in lieu is then taken at a different time.

Notice period: Three months

Other: The Academic Registrar’s employment is subject to provisions contained in the Statutes, Decrees and By-Laws of the College. Policies and procedures are outlined in the Staff Handbook.

Application process

Further details and an application form are available from our website:

If you would like to apply please download and return an application form with a CV and a covering letter stating why you are interested in, and suitable for, this role to . The closing date is 30th June, 12 noon. We expect to hold interviews on 11th or 12th July.

Please ensure that you supply the names and addresses (including email and telephone number) for 2 referees on the application form. References may be taken up for candidates invited to interview. Ifyou do not wish us to take up references without informing you please make this clear.

The policy and practice of St Anne’s College require that all staff are afforded equal opportunities within employment. Entry into employment with the College and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. Subject to statutory provisions, no applicant or member of staff will be treated less favourably than another because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. Applicants are encouraged to complete the equal opportunities monitoring form.

Any enquiries related to these Further Particulars should be directed in the first instance to the Senior Tutor, Dr Shannon McKellar Stephen (Telephone: 01865 274858 or e-mail:).