Student Academic and Welfare Support Officer

University Grade 6 £35,681 p.a. to £41,636 p.a. for 37.5 hours per week (inclusive of Oxford University Weighting Allowance)
Permanent Contract
Closing date: Wednesday 24 2026 at 12:00

Green Templeton College seeks to appoint a highly organised, proactive and student‑focused professional. Working within the College Office team and reporting to the Academic Registrar, the postholder will take ownership of defined operational areas, deliver core academic support functions, manage routine student casework, assist in the coordination/management of the college’s programme of Degree Days, and play a vital and impactful role in providing and promoting an inclusive and supportive student experience. The role requires a good understanding of the graduate student experience along with its pressures and challenges, excellent judgement, strong interpersonal skills, the ability to analyse and interpret complex information and to work sensitively and effectively with students, college staff, and University services.

This is a new post and has been created to support both the college’s academic support and welfare team in increasing its proactive, anticipatory approach to support academic progress, welfare and wellbeing, ensuring it is aligned with university and national policies, good practice and compliant with all relevant legal obligations. It offers excellent exposure across academic, welfare and institutional processes and would suit an experienced administrator or professional looking to take on more responsibility in defined areas of graduate student support/experience.

The Fellow responsible for the College Office is the Senior Tutor; the office team of five is managed by the Academic Registrar, and comprises currently the Deputy Academic Registrar, the Admissions Administrator and Disability Support Officer, and two part-time College Office Administrators.

The College Office team work closely together in an open space. This role will suit someone who is equally capable of working collaboratively and independently, and who will enjoy working flexibly as part of a small, friendly and busy team in an international graduate community.

The appointed person must be available to work a number of planned Saturdays and occasional evenings as required to cover Graduation and Matriculation ceremonies throughout the year and other events organised by the College Office. Sufficient notice and time off in lieu will be given.

Main Duties

Academic Support and Student Administration

• Act as a primary point of contact for support for Postgraduate taught students, providing advice and guidance on academic-related matters and delivering routine case management
• Manage a defined caseload of routine student academic matters (extensions, exam excusals and mitigating circumstances), applying judgement within established frameworks
• Liaise with the Examinations and Assessments team and Proctors as required, seeking support from, and/or escalating complex issues appropriately, ensuring timely and compliant decision-making
• Manage arrangements for students who suspend their studies, both at the point of suspension and in preparation for their return to study, liaising with other college and university staff as appropriate
• Schedule and coordinate student annual progress reviews
• Lead on the administration of university examinations in college, working closely with College Office Administrators to coordinate invigilators, room bookings and college communications
• Provide regular administrative support and guidance for ongoing project work (e.g. GDPR)
• Provide support to the Academic/Deputy Registrar and Senior Tutor in the preparation and delivery of routine reports for college committees and governance purposes
• Research and prepare reports or briefing papers relating to academic activity and progress, welfare and wellbeing. To include analysis of highly confidential student information, via the online Graduate Supervision Reporting system on eVision
• Coordinate the completion of the annual HESA return exercise
• Coordinate, order and distribute equipment for incoming medical students
• Cover for routine academic administrative support, as and when required

Event Management and Support

• Lead/manage, as the attending officer, 3/4 out of the 7 College Degree Days.  This includes working in collaboration with the Deputy Academic Registrar, College Administrators, GTC events team and Degree Conferrals Office to register students for graduation (on eVision), and organise the day’s events from start to finish. It will include making booking arrangements, communicating with graduands and the Dean of Degrees, providing guidance and advice, as required, to ensure the event runs smoothly and is delivered to a high-quality
• Under the direction of the Academic Registrar/ Deputy Academic Registrar, support with the planning, coordination and delivery of the College’s suite of college run events which include but not limited to; Degree days, Inductions, Welcome Receptions, Matriculation, Registration, Leavers Reception, and termly events.
• Organisation of the biannual Medical Teaching Assistant dinners

Admissions and Scholarship Administration Support

• Work with the Senior Tutor, Admissions Officer and Academic Registrar and liaise with the Development Office to develop and improve administrative frameworks to support annual planning and budgeting of Green Templeton scholarships portfolio, supporting senior colleagues involved in funding decisions with accurate data and operational advice.
• Assist the Admissions and Disability Support Officer with the admissions process, including generating and uploading offer letters and Financial Declaration Forms for successful candidates and making conditional offers via eVision.

Student Welfare administration and support

• Provide frontline welfare support for students, offering guidance for oncourse students experiencing difficulties, signposting to and liaising with relevant professional support services (including the College GP, nurse and University Counselling and Disability Services). Use knowledge and judgement to escalate urgent or complex cases to the College Welfare support team, as appropriate, maintaining confidentiality and professional boundaries
• Establish, arrange and convene welfare casework groups and meetings where required, preparing agendas, writing minutes and ensuring business is dealt with in a timely manner. Identify actions and ensure decisions are effectively implemented
• Contribute to the annual welfare report, outlining and evaluating the college’s welfare systems and support through reporting and data insight
• Develop successful working relationships with academic and support staff colleagues across the college and wider University. In particular the Proctors’ Office, Student Wellbeing and Support Services, Disability Advisory Service, Counselling Services and departments
• Attend relevant training. Keep up to date with new developments and provision and, under the guidance of the Academic Registrar coordinate college-wide training, where relevant

General

• Devise, implement and continually improve office administrative systems and procedures to support effective and timely response and action for student and stakeholder enquiries and support work.
• Work with all members of the College Office to ensure the intranet and website is kept up to date
• Work with other members of the team to ensure compliance with the college’s data protection policy, and to update retention schedules for student records
• Comply with University and College directives, policies and procedures
• Attend relevant briefings and training sessions (including invigilation training) held across the collegiate university and cultivating good working relationships with counterparts at other colleges and administrative staff in departments and central teams

The above is not an exhaustive list of duties and you will be expected to carry out other such duties as requested by the Academic Registrar/ Deputy Academic Registrar or Senior Tutor. The duties listed above may be varied from time to time, in response to the developing needs of the College and in line with the overall objectives of the organisation, without changing the essential character of the post.

Person Specification

Applicants will be judged against the following selection criteria. Please note that these are not ranked in any particular order.

Essential

• First degree or equivalent experience
• Sound general administrative experience in a student-facing role in a Higher Education environment
• Experience in providing student academic and welfare support
• Excellent communication skills, both written and oral; ability to communicate with a variety of audiences (students, Fellows, formal, informal)
• Analytical, numerical and organisational skills
• Experience of diary management, prioritising competing demands
• High level of computer literacy (including experience of Microsoft office-based applications) and other data management systems.
• Rigorous attention to detail and accuracy, particularly in maintaining databases and files
• Experience of handling data in line with data protection regulations, and to exercise good judgement and discretion when dealing with confidential information
• Ability to work calmly under pressure, to manage and prioritise own workload and work collaboratively to meet multiple demands
• Willingness to take the initiative to solve problems and be proactive in engaging with colleagues
• Experience in organising medium to large-scale events and meetings, working with multiple stakeholders
• Sensitivity and commitment to the aims of Green Templeton College and the University of Oxford
• Commitment to practices which embrace diversity and promote equality of opportunity

Desirable

• Admissions experience within Higher Education
• Knowledge and experience of the University of Oxford calendar, or experience of working with a similar complex cyclical calendar of events
• A sound understanding of the welfare and academic challenges faced by graduate (international and home) students
• Experience in handling difficult and confidential conversations
• Confident user of eVision and other university IT systems
• Experience of servicing committees
• Experience in improving administrative processes and procedures
• Experience in organising graduations or similarly scaled events

Green Templeton welcomes applications from people from all sections of the 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.

Green Templeton recognises that the actions and choices of our community have a huge impact on the college’s environmental footprint, and are committed to embedding sustainable thinking throughout its operations.

Terms and Conditions of Employment

Reporting

Academic Registrar

Hours

37.5 hours per week, worked Monday to Friday.

Location

The role will be based primarily at the college. Hybrid working is available, if desired, and the successful candidate will have the option to work from home for up to 2 days per week after successful completion of the 6- month probationary period

Holiday

38 days per annum (including Bank Holidays and college closure days).

Pension

The post is pensionable and the post holder eligible for membership of the USS (Universities Superannuation Scheme) contributory pension scheme.

Other benefits

• Eligibility for Oxford Colleges Healthcare Scheme (paid by employee through salary deduction)
• Enhanced maternity pay
• Sick pay, related to length of service, rising to six months full pay and six months half pay after five years
• Interest-free travel to work loan
• Parking is currently available on a first-come first-served basis (this is not a contractual right for staff and it may be removed at any time)
• Free lunches are provided when the kitchens are open
• Use of college sports facilities including tennis, squash, punt and gym
• University Card giving free access to the Oxford Botanic Garden and Arboretum, libraries and other college gardens (by appointment)

Green Templeton College is an independent employer and does not automatically apply University of Oxford employment terms and conditions or policies.

Recruitment Timetable

Application closing date

Wednesday 24 June 2026 at 12:00

Interview (in person)

Interviews are scheduled to take place on Tuesday 7 July, in person. As there are several people on the interview panel, it will not be possible to reschedule this 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. Applicants are welcome to telephone or email to check the progress of their application.

How to apply

Please submit the following to hr@gtc.ox.ac.uk by Wednesday 24 June at 12:00

• CV providing details of relevant achievements as well as your professional and educational history.
• Covering letter summarising your interest in this post and providing evidence of your ability to match the criteria outlined in the Person Specification.
• Details of your latest salary, notice period and names and contact details of two referees. Green Templeton will assume that it is free to approach referees at any stage of the application process unless the applicant states otherwise.
• A Diversity Monitoring Form, which will assist us with monitoring equal opportunities in recruitment.  We can assure you that the information given is kept separately from the information used in recruitment decisions; that all information is strictly confidential, used purely for statistical purposes and to ensure that policies are being applied fairly.

We would encourage candidates to ensure that their covering letter addresses the essential criteria, in particular the knowledge, experience and skills criteria.

Data Protection

All data supplied by applicants will be used only for the purposes of determining their suitability for the post, and will be held in accordance with the principles of the Data Protection Act 2018 and the College’s Data Protection Policy.