Academic Registrar
Permanent - Full Time £56,393 - £65,106 / yearJob Overview
Purpose and Objectives of the Post
The College Academic Registrar has operational responsibility for maintaining and developing Brasenose College’s academic support services to Fellows and students. They set and maintain high administrative standards and ensure effective cooperation and liaison with other branches of the College’s support services, particularly the Finance and Domestic Bursaries. The Academic Registrar reports to the Senior Tutor and also supports the work of the Tutor for Graduates and Dean.
The Academic Registrar also liaises closely with other senior members of the College administration - especially the Bursar, the Finance Director, the Domestic Bursar, the Director of Development, the HR team, the Accommodation Office, the Conference and Events Office, the College Nurse, the Dean, the Sub Dean, and the Chaplain. They work closely and co-operatively with all members of the College staff and liaises with the College Doctors and other external bodies as necessary.
Please note: First stage interviews are to be provisionally held on the 1st April 2026, with second stage interviews to be held on the 2nd April 2026.
Please note: First stage interviews are to be provisionally held on the 1st April 2026, with second stage interviews to be held on the 2nd April 2026.
Main Work Duties
Student Administration and Welfare
- Oversees the administration of all on-course student processes (registration and matriculation; examination entries; college examinations; disability and equality matters), with a particular focus on undergraduate students.
- Has frequent and regular contact with students and oversees applications for examination adjustment and major adjustments for study.
- Acts as the Academic Disability Coordinator, liaising with University of Oxford's Disability Advisory Service (DAS) on students with disabilities and SpLDs. They are responsible for putting alternative arrangements in place, and will work closely with the Senior Tutor as the Academic Disability Lead and other College welfare Officers to support students with disabilities or other complex needs.
- Supports the Senior Tutor in the administration of student welfare and academic disciplinary cases.
- Leads on Freshers Week, registration and matriculation arrangements, and on the preparation of induction documents for incoming students. Reviews the delivery of start of year planning and delivery.
- Ensures efficient implementation of university-wide systems for student data management, including management of relevant training programmes for College Office staff.
- Reviews and maintains administration of student records to ensure compliance with college and university procedures and adherence to data protection legislation.
- Manages the termly process of tutorial reporting through the Teaching Management System (TMS), including conducting Right to Work checks for out-tutors as necessary.
Academic Staff Administration
- Administers academic appointment processes, particularly for Stipendiary Lecturers.
- Provides an enquiry and information service for Fellows and tutors, providing routine advice to academic staff on a range of academic administration matters, including sabbatical entitlement, research allowances, stint calculation, room bookings, and student support.
College Committee Work
- Provides direct administrative support to the Academic Oversight Committee, the Academic Committee, and the Tutors’ Committee. This involves contributing to the preparation of agendas and papers, drafting of minutes, and close collaboration with the Chair and the College Officer responsible for convening the Committee. The Academic Registrar is responsible for the appropriate dissemination and archiving of committee materials on the College intranet.
- Occasionally deputises for the Senior Tutor at College and University committees.
Policy Management
- When agreed with the Senior Tutor, develops and implements new academic-related policies, procedures and initiatives. This may include briefing and advice on matters of wider University policy, and participation in working groups as appropriate.
- Liaises with Academic Registrars and Academic Administrators in other colleges and with administrators in University Faculties and Departments to ensure that they are up to date and well informed about policy, strategy, and operational developments in the collegiate university and across the higher education sector in general.
Line Management
- Exercises general supervision of the College Office including management of staff leave and TOIL for the Deputy Academic Registrar, Admissions Officer, Head of Access and Retention, Outreach and Schools Liaison Coordinator, and Academic Assistant.
- Acts as line manager for the Deputy Academic Registrar and Academic Assistant, including conducting probation and annual appraisals and organising and approving training for these staff members.
Miscellaneous
- Reviews and maintains College Office procedures to ensure efficiency and compliance with College and University regulations and procedures.
Person Specification
Essential
Education and training
Education and training
- Good first degree or equivalent experience
Work Experience
- Significant administrative experience demonstrating competence in activities comparable to those required of the post holder
Skills and Knowledge
- High levels of computer literacy, including fluency with databases and spreadsheets
- Ability to work in an organised and methodical way
- Experience of record-keeping and committee service
- High standards of oral and written communication
Personal Qualities
- Excellent interpersonal skills for working with colleagues, students, and the wider public including an ability to influence others through effective communication
- A high level of discretion and sensitivity to ensure confidentiality in student and academic matters
- Sympathy with the aims, objectives and core academic values of an Oxford College
Desirable
Work Experience
- Experience in Higher Education administration and/or line management experience
Skills and Knowledge
- Fluency in web-based content management systems
- Familiarity with University of Oxford IT systems
- Understanding of data protection legislation, freedom of information requests and subject access requests
- Experience of report writing