Jobs

Junior Dean

Green Templeton College is seeking to appoint a Junior Dean for the academic year 2021/22. This post is only open to graduate students who are continuing in the 2021/22 academic year.

The college intends to appoint a graduate student to the role of Junior Dean ideally to start in August 2021 and for the duration of the following academic year, i.e. to August 2022.

If the preferred candidate is not currently a Green Templeton student they would be required to seek academic approval to migrate to Green Templeton prior to starting the role.

The newly appointed Junior Dean will join a team of three, and each Junior Dean is expected to devote an average of 10 hours per week to the position.

About Green Templeton

Green Templeton College was founded in 2008 by a merger between Green College (founded 1979) and Templeton College (founded in 1984). The college is international in membership and outlook, lively and supportive in spirit, with an intellectual agenda focusing on issues relating to human welfare.

The college has over 600 students, undertaking study for more than 100 different graduate programmes, including DPhil, MSc, MBA, PGCE and clinical medicine. 50 students live on site, 103 students live in college accommodation nearby, and a further 65 students live in the college’s accommodation at Rewley Abbey Court close to Oxford station. The college has around 40 Governing Body Fellows and 70 staff members. We aim to lead the way in postgraduate education at the University of Oxford, as well as to be a truly contemporary college: friendly, informal, outward-looking, and future-focused in a traditional Oxford setting.

Green Templeton’s main campus is situated between the Radcliffe Observatory and Observatory Street on Woodstock Road, within easy walking distance of the City Centre, the Saïd Business School, and the University Science Area.

Main purpose of job

The primary role of the Junior Deans is to foster a climate of wellbeing and welfare support in Green Templeton College. This will involve matters such as pastoral support, fostering community spirit, and signposting of general welfare and wellbeing resources. This will also involve managing minor discipline matters when these are relevant and directly reporting more serious misdemeanors and referring to senior staff when appropriate

Junior Deans act as key liaison figures between staff and students, assist the Dean of Welfare as well as the Dean of Discipline, Senior Tutor and Academic Registrar, and have a central role within the college’s welfare team. Junior Deans may be required to follow up on issues referred by the Principal, Senior Tutor, Dean, Welfare Dean, Bursar, Academic Administrator, College Doctor, Lodge Manager and Domestic Bursar, and will in turn be expected to refer issues to relevant professionals as appropriate.  Junior Deans will be required to live in Green Templeton accommodation and should not have any plans for large blocks of time spent on fieldwork during the length of this appointment (see further information on this page).

Together the Junior Deans report directly to the Senior Tutor, and are expected to meet regularly with her.

Key tasks

Student welfare and discipline

  • To know, and to be known by, student members of the college
  • To support students with welfare issues, and to refer on to relevant professionals as appropriate.  To liaise with the Senior Tutor, Academic Registrar and Dean of Welfare.
  • To support college staff to maintain an atmosphere in college and college accommodation conducive to learning by encouraging compliance with the rules and regulations of the college and the University of Oxford.
  • To keep welfare and fairness of all persons involved at the heart dealing with and reporting any disciplinary concerns.
  • In respect of the above, to respond to and report disciplinary issues escalating to the Dean of Discipline or Security Services, as required, and in coordination with the Dean of Discipline and Domestic Bursar.
  • To maintain student confidentiality unless required and legally allowed to do otherwise (e.g. in the instance of threat to self or others).
  • To refer health and safety issues to the college’s Health & Safety Officer
  • To attend meetings related to their role. These will include (but may not be limited to) biweekly welfare catch-ups (1 h every other week), Welfare Committee meetings (2 h a term), monthly meetings with the line manager (2 h a term), JD supervisions (4 h a term), the college COVID Bronze group (1 h per week).
  • To complete Junior Dean Training (40 h) and Prevent training (1 h), as well as other training as required by Human Resources or Senior Tutor of Green Templeton College.

Accessibility and monitoring

  • To remain in college and operate the on call rota at least five nights per week from weeks 0-10, except for times when granted permission by the Senior Tutor.
  • For at least one Junior Dean to be onsite at any one time in the long vacation with others available to work remotely when not on leave. Junior Deans to take responsibility for rota-ing themselves equitably to ensure this is achieved.
  • To be on-call in case of emergencies on a 24-hr basis (shared responsibility, see below for expectations).
  • To attend GCR events, including BOPs, when appropriate.
  • To retain a logbook of incidents and activities; produce reports as requested.
  • Outside of extended term (weeks 0-10), the Junior Deans will be asked to arrange with HR and their line manager (Senior Tutor) an on-call rota. Payment for out-of-term hours will be independent of the contractual Junior Dean compensation, and organised on a retainer basis (see below).

Coordination, communication and representation

  • To communicate effectively with the Senior Tutor, Academic Registrar and Deans and involve them when appropriate.
  • To communicate effectively and regularly with students, including via newsletters and by contributing to college inductions and welcome events
  • To work closely with the other Junior Dean(s), dividing tasks equitably and sharing information as appropriate.
  • To help coordinate the GTC House Supervisors (jointly with the Domestic Bursar and the Accommodation Services Manager).
  • To work with the Accommodation Services Manager and arrange and lead a termly meeting (weeks 1 or 2) with all of the college House Supervisors.
  • To help coordinate the GCR Welfare team (jointly with the GCR Vice President for Welfare) and to work with the GCR in planning and delivering welfare activities for students.
  • To help coordinate the GTC Peer Supporters (jointly with Counselling Service).
  • To sit on the Welfare Committee.
  • To undergo training to become an Invigilator and to invigilate exams in college from time to time.  Occasionally, this could take place at a weekend.

Person specification

Essential

  • Applicants must be a graduate student enrolled at the University of Oxford
  • Ability to relate professionally with staff, fellows, and students
  • Ability to be approachable, empathic, and listen sensitively without being judgmental
  • An understanding of confidentiality when dealing with sensitive and personal issues
  • Ability to act as an advocate when required
  • Ability to respond to both welfare and minor disciplinary issues
  • Experience working as part of a team
  • Flexibility to put in the hours demanded by the position
  • Ability to take the lead, once provided with the appropriate training, in practical situations involving health and safety
  • Ability to keep meticulous records and write reports to deadline
  • Knowledge of male and female welfare issues
  • Must live on-site at Green Templeton and will be expected to seek academic approval to migrate on appointment if not already a Green Templeton student.

Training and support

Each Junior Dean will be required to attend the University Counselling Service’s 30-hour Junior Dean training course in September and to take a one-day course in First Aid. The Junior Deans will further be required to attend the Counselling Service’s fortnightly Junior Dean supervisions during term time throughout their tenures as Junior Deans.

The Junior Deans may also choose, but are not required, to attend welfare and safety training courses offered through OUSU, Nightline, and other providers.

Hours

It is expected that the Junior Deans will commit to an average of 10 hours per week on these duties. Junior Deans will be asked to live on-site and co-ordinate their activities to provide maximum cover for the college. In addition, this will involve being on-call during evenings and weekends in conjunction with the other Junior Deans.

Expectations of work for on-call duties are as follows:

  • To ensure that one Junior Dean is on call, 24/7, during term time (Weeks 0 to 10 inclusive) for urgent situations. A 2-week rota system is recommended, although the JD team will have freedom to reorganise as required. The Junior Dean on call is expected to respond as soon as possible, usually within 24 hours, to any non-urgent situation reported. Urgent situations should be escalated to relevant college officers via the Lodge.
  • Monitor the JD email, triage enquiries if necessary, and reply to non-urgent issues in a reasonable amount of time. Junior Deans are expected to be readily available for students requiring help or support of a pastoral nature, and will also be receptive to informal approach.
  • To arrange a suitable handover at the end of the shift. This will include a list of ongoing and outstanding issues, as well as a record of situations that have been dealt with.
  • Some student issues may be most appropriately handled by a single Junior Dean regardless of the rota. Examples include acute issues, situations where continuity of care and support is needed to be established, or simply students that wish to speak to a particular Junior Dean, for example, due to pre-existing relationships with students, gender, or ethnicity. In these cases, the Junior Dean involved will monitor the situation while off-call and request support from senior staff or the other Junior Deans when necessary.
  • To check on the whereabouts and wellbeing of any member of college about whom there is concern.
  • To deal with general emergencies, such as illness, when they arise and to ensure the appropriate services are called and college officers alerted.
  • In matters related to Discipline, Junior Deans are expected to exercise their own judgement in the upholding of college regulations and will report serious violations to their line manager, Domestic Bursar, or directly to the Dean of Discipline as required.
  • To respond to call-outs 24/7 and deal with minor misdemeanours directly when it is safe to do so. If it is unsafe to do so, then to arrange support from the Lodge, the University Security Service, or the Police.

Annual leave entitlement

Junior deans will be entitled to 38 days annual leave calculated pro-rata for part-time hours and for term time working per year. Junior Deans will be expected to reside onsite during weeks 0-10 of term and to take their annual leave out of term time during the university vacation periods, specifically the three weeks of Christmas and Easter vacation after week 10 and the first three weeks of July in the Long Vacation.

It is expected that Junior Deans will co-ordinate annual leave with their line manager to ensure that at least one Junior Dean is available at any one time during these vacation periods.

Permission for short periods of leave during term where it is required to attend conferences or similar that are important for academic work will not be declined without good reason. Leave for longer would normally require agreement for a sabbatical to ensure that alternative cover can be arranged.

Term

The appointment is, in the first instance, to end of August 2022, to include the summer periods and is expected to begin work in August 2021.

Remuneration

College will provide accommodation without charge normally on the main college site, lunch-time dining rights, and a stipend of £2,000 per year paid termly.

Lunchtime dining rights will be in addition and meals will be available when the kitchens are open. As Green Templeton students, Junior Deans will also have access to a set number of free dinners. The college’s egalitarian ethos is epitomised by a single common room and the absence of a high table at dinner. As Green Templeton students, Junior Deans will be members of the Graduate Common Room.

Additional pay by way of a daily on-call retainer (two hours per day paid at the equivalent of the university’s Scale 5 rate per hour) will be arranged for the vacation periods (as detailed above) to ensure that one Junior Dean is available throughout the year.

How to apply

Applications are invited from students who are continuing their studies during the academic years 2021/22 and who are not expecting to be away on fieldwork, electives etc.

To apply, please submit the following to hr@gtc.ox.ac.uk:

  • A comprehensive curriculum vitae giving details of relevant achievements as well as your educational and professional qualifications.
  • A covering letter that summarises your interest in this post, providing evidence of your ability to match the criteria outlined in the Person Specification.
  • Contact details of two referees. We will assume that we are free to approach referees at any stage of the application process unless the applicant states otherwise.  Please state such requirements explicitly alongside the details of the relevant referee(s);
  • One of the referees should be the current academic supervisor who confirms that they are making good progress with their research and that the supervisor supports the application for the Junior Dean position.
  • If the preferred applicant is not a Green Templeton Student the offer will be subject to academic approval of a migration to Green Templeton.

Equality and diversity

Green Templeton is committed to equality and we value the diversity of our staff and students.

We welcome applications from all members of our university postgraduate community and are particularly encouraging those from diverse groups, such as LGBTQ+ and Black, Asian and Minority Ethnic candidates, who currently are under-represented in the college staff team at Green Templeton.

Recruitment timetable

The closing date is 12 noon on Friday 14 May 2021.  Interviews will take place on either Monday 7 June 2021 or Monday 14 June 2021.  As there are several staff members involved in the selection process it will not be possible to alter the interview date.

In the interests of economy we will only contact those candidates who have been shortlisted for interview and they will be informed by telephone or email.  If you do not hear from us within two weeks of the closing date please assume that you have not been shortlisted on this occasion.

Charity number 1142297.

Green Templeton College values diversity and aspires to reflect this in its workforce. We welcome applications from people from all sections of the community, irrespective of race, colour, gender, age, disability, sexual orientation, religion or belief.