Academic Administrator

Application Deadline: 7 September 2026

Department: Tutorial Office

Employment Type: Permanent - Full Time

Location: Central Oxford

Reporting To: Liz Howdill, Academic Registrar

Compensation: £47,389 - £61,759 / year

Description

The full-time permanent position of Academic Administrator at Magdalen College (whose formal name is ‘The College of St Mary Magdalen in the University of Oxford’) is available for a start date between 1 October 2026 and 4 January 2027. This is an exciting opportunity to be involved in the life of Magdalen and to play a significant role in the academic administration of the College. The post has become available following an internal promotion at the College.

The Academic Administrator at Magdalen College reports to the Academic Registrar, who has overall responsibility for the day-to-day academic administration of the College. The Academic Administrator shares responsibility for the provision of an efficient service, through the Tutorial Office, to the relevant College Officers, Senior and Junior Members of Magdalen, and past and prospective members of the College; for liaising effectively with the College Bursary, Accounts Office, President’s Office, Human Resources Office, IT Office, Lodge, Catering Department, Maintenance Department, and Garden staff, and externally with the University and with other institutions; and for overseeing the work of a number of other staff involved in the academic administration of the College.

The Academic Administrator is employed by the College of St Mary Magdalen in the University of Oxford, and is responsible to the Home Bursar of the College.

Key Responsibilities

The Academic Administrator at Magdalen assists with the smooth running of the Tutorial Office, including the general planning and organization of workload in the Office, and the provision of stationery and photocopying facilities. The requirements of academic administration are constantly changing, and flexibility to respond to these changes is essential. The responsibilities of the Academic Administrator currently include the following:

In collaboration with the Academic Registrar:

Distributing committee agenda and minutes for the Tutorial Board, Policy Committee, and Cases Committee: producing drafts of the agenda and minutes of meetings; attending Tutorial Board meetings and taking minutes; occasionally taking minutes at Cases Committee meetings.

Assisting the Senior Tutor in the production of reports to the Tutorial Board and any business arising from meetings: preparing drafts of change of circumstance forms and accompanying letters; drafts of travel/research grant letters; draft of an annual report to Governing Body on Lecturers.

Arranging and attending meetings between the Senior Tutor/Tutor for Graduates and individual students, taking notes, and following up on actions from those meetings.

Liaison with the University Offices (including Divisions, Faculties, Departments, Proctors, Education Policy Support, Examination Schools, and Central Services): tracking the progress of individual undergraduate and graduate students (matriculation, termly reports, examinations, changes of circumstance); making arrangements for College collections (internal College examinations) and for University examinations being taken in College; preparing applications to the Proctors or to the University’s Education Committee on behalf of the College’s students.

Preparation of returns required by the University: updating spreadsheets distributed by Student Records; updating College spreadsheets on students in residence; assisting the Senior Tutor with various reports to the University.

Orientation week for new undergraduates and graduates: updating information to go out to freshers; requesting guidance documents for freshers from the JCR (undergraduate common room) and MCR (graduate common room), and updates from College Officers for the Information & Regulations handbook.

Tracking students requiring visas for study: ensuring CAS (Confirmation of Acceptance for Study) letters are issued by the Admissions Officer for relevant undergraduate and visiting students; ensuring passports and visas are scanned upon arrival (Student Support Administrators); ensuring visas are scanned when extensions are issued to visas (Student Support Administrators or Academic Registrar/Academic Administrator); and overseeing the attendance monitoring of undergraduate students (Tutorial Administrators or Academic Registrar/Academic Administrator).

Matriculation ceremonies: making arrangements for the matriculation day in Michaelmas Term (supervising of student helpers; distribution of cards for photographs; checking attendance; chasing up latecomers; arranging attendance later in the term for those who are unable to attend the ceremony).

Preparation of lists of students: producing Tutorial Lists four times a year; examination results; lists of new students expected; registration timetables; College Lecturers lists (three times a year); matriculation list (Michaelmas Term); and list for matriculation photographers.

Maintenance of student records: updating database and card file; maintaining and archiving hard-copy student files.

‘Demyships’, Exhibitions, other awards: sending out notices regarding scholarships and prizes at the end of Trinity Term; checking eligibility and possible omissions; making arrangements for the award of various prizes (such as sending out a notice concerning Matthew Taylor Prize nominations in Hilary Term and liaising with the Senior Science Tutor for the result).

Modern Linguists Abroad: assembling lists for the Tutorial Board and updating and distributing advice to students.

Students who are out of residence: preparing and distributing change-of-circumstance forms for students; receiving doctor’s letters from students; notifying students when they may return into residence; updating database and relevant spreadsheets.

Supervision of alternative arrangements for examinations: advertising in Michaelmas Term for invigilators for University examinations held in College; checking that invigilators attend a training course and have a right-to-work check; arranging and overseeing invigilators for all University examinations held in College; arranging payment of invigilators.

Collections: sending out requests to tutors for numbers for the next round of collections during 4th Week of the preceding term and recording the collection details; ensuring there are enough rooms for collections (including those for students with examination adjustments); liaising with the MCR for invigilators for termly collections; arranging for hard-copy collection papers to be distributed and collected; setting up of the online collections on the Inspera system and forwarding them to markers at the end of the collection; arranging payment of invigilators.

Provision of information and advice to Fellows, students, past members, and incoming members: giving guidance on policy matters, examinations, degrees, transcripts, certificates of enrolment, College regulations, and pastoral matters.

College Record: creating and providing sections for Demies and Scholars, degree results, and University and College prizes.

Academic Administrator only:

University ID cards: acting as back-up for the Student Support Administrators, who order new ID cards when cards are lost/stolen and extend existing cards for current students.

Degree Ceremonies: working with the Student Support Administrators to assist with the various degree ceremonies, taking primary responsibility for the smaller ceremonies during the year and providing assistance for the main September ceremony.

FOIA Requests and Data Subject Access Requests: overseeing the collation and preparation of material required by College Officers for the fulfilment of FOIA requests and DSARs.

Graduate Scholarships: compiling and updating on-course graduate scholarship information to assist the Senior Tutor with reporting on these.

Tutorial Office: ordering stationery for the Tutorial Office, pocket diaries for Fellows and staff, and supplies for photocopiers when necessary.

Line-management: line-managing the following members of staff:

Student Support Administrators: full-time post (fulfilled by two job-share members of staff who have one day of overlap), with responsibility for co-ordinating the various aspects of the College’s non-academic support for its students (in particular liaising in respect of issues connected with welfare, disability, and financial assistance, supporting the Dean for Welfare and the Senior Dean, and supervising the Sub-Deans (graduate students)); handing out ID cards and updating access on the Salto card system; handling registration for freshers, and recording visas etc. for student visa-holders; taking primary responsibility for degree days (reporting to the Dean of Degrees).
College Mentor for Students: 50% part-time post with primary responsibility to provide practical and informed advice to students regarding welfare matters.
Outreach Officers: two full-time posts with primary responsibility for outreach and access, involving also child safeguarding responsibilities.

Deputising: acting as deputy for the Academic Registrar in their absence.

Any other tasks, duties, and responsibilities not listed above which can reasonably be expected to be performed or undertaken by an Academic Administrator.

Skills, Knowledge and Expertise

The successful applicant will need advanced organisational skills, initiative, computer literacy, and the ability to work independently and as part of a team, to high professional standards and with great attentiveness to detail.

Time-management skills are likewise essential, since it is necessary to anticipate periods of peak activity over the course of the year by working to early deadlines, knowing how to prioritise tasks, and making careful use of University vacation periods, so that a wide range of duties can be fitted into the time available. The successful applicant will need to be skilful at line management, and will also need to be able to handle confidential material discreetly.

Candidates will therefore be assessed on the basis of the following selection criteria (candidates should address these criteria in their letters of application and ask their two referees to do so in their letters of support):

1. Experience of academic administration in a university or college context, and flexibility to adapt to an ever-changing educational environment (both external and internal).

2. A positive attitude to daily interaction with the College’s students, Fellows, and staff, with University staff external to the College, and with individuals and institutions external to the University.

3. Skill in organizing and overseeing the work of others.

4. Excellent written and oral communication skills, and a high level of computer literacy (with competence and confidence to learn a variety of software packages).

5. Excellent analytical skills and a good eye for detail.

6. Ability to demonstrate excellent time-management skills and the ability to work under pressure.

7. Ability to work both independently and as part of a team, and to see complex tasks through to a conclusion without constant supervision.

Benefits

Hours of Work

The post is full-time, in-person, and the successful applicant will work 37.5 hours per week, the normal working hours being 8.30 am to 5.00 pm or 9.00 am to 5.30 pm Monday to Friday, with unpaid breaks totalling one hour per day. However, it is necessary to work for a few hours on the Saturday on which the matriculation ceremony takes place in Michaelmas Term, and to ensure that during the examination season (Trinity Term and the end of Hilary Term), cover is in place for examinations that extend beyond normal working hours. In general, a flexible approach to working hours is required to ensure that the academic administration of the College runs efficiently. Bank holidays in term time are working days, for which there is time off in lieu.

Probation and Notice Period

There is a six-month probationary period. During the probationary period, the appointment may be terminated by either side by giving one month’s notice; following successful completion of probation, the notice period is three months.

Holiday
Holiday entitlement of 30 working days, plus bank holidays. The holiday year begins on 1 January and ends on 31 December, and the Academic Registrar must approve all leave. Some restrictions may apply when holiday cannot be taken and some set days of holiday must be taken when the College is closed.

Salary
The appointment will be made on grade 8 of the Unified College Pay Scale, currently £47,389 – £61,759 per annum, depending on skills and experience, plus £1,730 per annum Oxford Location Allowance.

Benefits
· Free lunch while on duty when the kitchen is open

· Optional membership of contributory pension scheme

· Car parking (subject to availability)

· Use of sports facilities

· Optional contributory Healthcare scheme

· Bus pass purchase scheme

Applications

To apply for this position, please click the 'Apply Now' button.

The closing date is Midnight BST on 7 September 2026. Candidates are expected to use their letters of application to state clearly why they are interested in the post and how their qualifications and experience suit them for it. Late or incomplete applications will not be accepted.

Interviews are expected to take place on Wednesday 23 September 2026.

Key Responsibilities

Skills, Knowledge and Expertise

Benefits

About Magdalen College

Documents