Honorarium: £2,859 per annum
Contract type: Part-time, fixed term
Location: Balliol College, Oxford – Graduate Centre (Holywell Manor), OX1 3UH
Department: The Graduate Centre – Holywell Manor
Reports to: The Dean
Responsible for: N/A
Hours: There are no defined hours associated with this post. Normal hours of work vary each week and are dependent on the needs of the College.
The Assistant Dean will be expected to be resident at the centre year-round, recognising the need for leave and attendance at research-related events away from Oxford. Although the graduate presence will be less during the months of July-September, it is anticipated that there will still be a need for the Assistant Dean to carry out their responsibilities. Although general out-of-hours support is a responsibility of the on-site Junior Deans according to a rota, the Assistant Dean should be available for on-site emergencies.
Holiday: Holiday is in line with the Working Time Regulations and is included within the honorarium.
Probation period: 4 months
Notice period: 1 month on either side (during probation)
3 months on either side(after probation)
Balliol College
Situated in an historic site in central Oxford, Balliol has been a hub of learning and community since its foundation in 1263. The College employs over 80 Fellows, 50 lecturers, and about 180 support staff, with Dame Helen Ghosh as its current Master until July, and Professor Seamus Perry thereafter. While academic excellence is at the core of Balliol’s mission, visitors are often struck by the College’s informal and welcoming atmosphere. Beyond its walls, Balliol has an active and engaged global community of over 8,000 alumni and donors. Holywell Manor serves as the focal point for the College’s graduate academic and social life, supporting a collaborative, inclusive, and intellectually engaging environment.
Further information about the College is available at www.balliol.ox.ac.uk.
Purpose of the Post
The Assistant Dean is the deputy of the Dean (who is head of student discipline in the College). The Assistant Dean’s main responsibility is maintaining a welcoming environment and good behaviour at the Graduate Centre, ensuring noise and disturbance is kept within acceptable limits, as per college rules. They work alongside the Praefectus, the Junior Deans, and other staff at Holywell Manor, to resolve minor disciplinary matters and disputes between students informally and amicably. When necessary, the Assistant Dean escalates decanal matters to the Dean and may be asked to assist in investigation of these on behalf of the Dean. Although primarily graduate-facing, the Assistant Dean may occasionally be asked to assist the Dean with undergraduate matters.
Job duties and responsibilities:
The main duties are included below. This is not an exhaustive list and may be amended in line with College needs. The main objective of the work of the Assistant Dean is to play a leading role in sustaining an orderly and thriving community in which every Balliol graduate student can achieve their full potential. To this end, the responsibilities of the Assistant Dean include the following:
1. Responsibility for the day-to-day exercise of decanal authority in the Graduate Centre:
- Upholding College rules related to noise, behaviour, and everyday life in the Graduate Centre, in a way that is sympathetic to the needs of an international community of graduate students.
- Ensuring clarity on the appropriate use of shared facilities and communal spaces in the Graduate Centre including the MCR, the Bar, the Gym, and Holywell Manor Garden.
- Liaising as needed with Lodge Porters, Junior Deans, the Graduate Centre Manager and/or other students or members of staff to address any student-facing issues related to noise, room damage, or other disruptions to the safety and good order of the Graduate Centre.
- Reporting to the Praefectus and/or Dean any matters concerning the College Handbook and the College’s non-academic disciplinary processes, and anything else of which they should be aware.
2. Facilitating the safety of student-organised events in a regular and supportive manner:
- Ensuring that events held in the Graduate Centre adhere to the rules of the College.
- Consulting with, and advising, members of the MCR Committee on its termly schedule of events, and ensuring planned events are carried out as agreed.
- Liaising with members of College staff (e.g., Domestic Bursar, Lodge Porters, Maintenance) to ensure Special Events (e.g., Bops, College Dinners, Garden Party, etc.) are planned responsibly, supporting the Porters during events, including those at night, and carrying out the appropriate debriefing with organisers after events as needed.
- Reporting to the Praefectus and/or Dean any concern about breaches of College policies or areas of risk related to events taking place at the Graduate Centre.
3. Sign-posting students to the appropriate College and University welfare resources:
- The Assistant Dean will be able to sign-post students to the appropriate members of the College’s Welfare Team and/or relevant University resources (e.g., Student Welfare and Support Services, University Counselling, Sexual Harassment and Violence Support Service, Harassment Officers, etc.).
- The Assistant Dean will not be on a rota as the daily provision of ‘out-of-hours’ cover is the responsibility of a team of Junior Deans. However, student emergencies (e.g., fire, theft, hospitalisation) may be escalated to the attention of the Assistant Dean by the Lodge Porters, Junior Deans, or other members of College or its staff as needed.
- The Assistant Dean will undertake training programmes appropriate to their responsibilities including first aid, and the relevant programmes on mental health, harassment, and first disclosures.
4. Supporting the general needs of the community as identified by the Dean and Praefectus:
- Liaising between the graduate community and other parties with a link to the Graduate Centre, for example, neighbours, Oxford University Security Services, and emergency services.
- From time-to-time the Assistant Dean may be asked to and will deputise for the Dean where decanal matters are being considered in College.
- Undertaking other duties as requested by the Praefectus and/or other College Officers.
Training
Unless they have already done so, the Assistant Dean will be required to attend the Junior Dean training course organised by the Oxford University Counselling Service (OUCS), which is designed to give support and confidence in relating to Junior Members and carrying out duties. This course takes place in September (dates TBC), and is paid for by the College. Unless already so qualified, the Assistant Dean is also required to attend a full ‘First Aid at Work’ course organised and paid for by the College at the earliest opportunity and certainly before the start of Michaelmas Term.
Terms and Conditions
The appointment will begin in 1 September 2026 and is for one year. The College will not normally expect the Assistant Dean to be in post for more than three years. This allows for community revitalisation and provision of opportunity to others.
- It is a requirement of the role that the Assistant Dean lives on site within the Graduate Centre, and they are expected to be a visible presence on the site. Further details of remuneration and benefits are described below.
- There are no defined hours associated with this position. The Assistant Dean will be expected to be resident at the centre year-round, recognising the need for leave and attendance at research-related events away from Oxford. Although the graduate presence will be less during the months of July-September, there will still be a need for the Assistant Dean to carry out their responsibilities.
- Although general out-of-hours support is a responsibility of the on-site Junior Deans according to a rota, the Assistant Dean should be available for on-site emergencies.
- The Dean is the line-manager of the Assistant Dean, but the Assistant Dean also works closely with, and takes instructions from the Praefectus.
The postholder will have to undergo Junior Dean, Fire Safety, and First Aid Training
Remuneration
In compensation for discharge of the duties described above, the Assistant Dean will receive:
1. Free accommodation in the Graduate Centre in the form of a set including bedroom, private bathroom, and study/living room, with shared kitchen facilities. Applicants are advised that the set is single-occupancy. The Assistant Dean is responsible for usage charges, electricity, amenity charges and washing machine levies.
2. An honorarium of £2,859
3. Meal allowances: Lunch and dinner (by prepayment card) is available in Hall when the kitchen is open. The post also carries Senior Common Room privileges of one lunch and one dinner in the SCR or on High Table a week during 0th to 9th week inclusive. A guest may occasionally be brought to SCR meals (and their meal will be charged to battels). Wine taken at High Table and/or any Formal Desserts are charged to Battels. Dinner can only be taken on Mondays, Tuesdays, and Thursdays. An SCR Dress Code applies.
4. Use of College sports facilities in the Graduate Centre (e.g., gym, squash courts, etc.).
Person Specification – skills and experience
Essential:
- Engaged in active research or teaching in the University at a level beyond a doctorate
- Appreciation of the welfare and disciplinary issues relevant within a student community
- Experience of decanal and/or welfare roles in a higher education context
- Sound judgment, including the ability to react quickly to sometimes challenging situations and to respond with tact and empathy to the range of student needs
- Excellent interpersonal skills, with the ability to communicate effectively and gain the confidence of a wide range of people of diverse social and cultural backgrounds, including students and academic staff, College officers, and all grades of administrative and support staff
- Excellent communication skills and command of the English language (oral and written), with an awareness of the sensitivity of communications appropriate to an international community
- Ability to maintain strict confidentiality and use discretion
- Discretion and sensitivity in handling confidential information, with a good understanding of the requirements of data protection and GDPR
- Sympathy with the aims, objectives, and values of a Higher Education institution
- Willingness to undertake training
Desirable:
- Experience of dealing with emergencies (e.g. accidents, thefts, fire evacuations etc.);
- Experience of fostering an inclusive and welcoming environment within a diverse community;
- Familiarity with a collegiate system and a college environment at the level of Higher Education.
Employee Benefits
Staff meals: A free two-course lunch is available in the Hall, when the kitchens are open.
Pension Oxford University Staff Pension Scheme (OSPS). This is a contributory pension scheme, with contributions from both the employee and the College.
Further details are available here.
Travel: Interest-free ticket loans enabling the purchase of bus passes and annual rail season tickets to Oxford. Discounted travel is available on some services.
Cycle to work scheme offering discounted rates on bicycles and accessories.
Electric vehicle leasing scheme (salary sacrifice - eligibility criteria apply).
Healthcare Free flu jabs and eye tests for computer/VDU users
Free use of the College’s onsite gym and the University swimming pool
Preferential rates for other University sports facilities and the Nuffield Health gym on Woodstock Road.
University Club: Free membership of the University Club, which offers food, drink and accommodation in an exclusive space for staff, postgraduates and alumni.
Learning and personal developmen: In addition to training organised by the College, resources are available from the University.
Visitor access: Free visitor access to the 45 colleges and halls of the University, the University’s Libraries, Botanic Gardens, Arboretum and Museums.
Employee discounts: Available at local and national retailers and online services using exclusive discount codes for University staff and with a TOTUM (formerly NUS) card.
Balliol nursery: A day-time nursery on Rawlinson Road, subject to availability. Subsidised rates are available for Balliol staff.
Application Procedure
- Applicants are asked to provide a CV and covering letter, as well as supplying the contact details of two individuals willing to act as referees. One referee should be the applicant’s current or most recent line manager, Head of Department, or someone with academic supervisory responsibilities.
- In their cover letters, applicants should lay out their reasons for interest in the post as well as their suitability for the post with reference to how they meet the selection criteria described above.
- Applications should be made 6 pm on Monday 15 June online at https://www.balliol.ox.ac.uk/careers.
- Candidates selected for interview will be notified by Tuesday 23 June. Interviews will take place in the week of 29 June, probably on Wednesday 1 July.
- Shortlisted candidates will be expected to supply original documentation proving that they have the right to work in the United Kingdom (UK).
- Balliol College is an equal opportunities employer. All applicants are asked to complete a separate confidential Equal Opportunities Monitoring Form to help us fulfil our duties in this regard. Applicants should let us know if they require reasonable adjustments for any part of the recruitment process.
- Personal data is processed in accordance with Balliol College’s Privacy Policy which is available at https://www.balliol.ox.ac.uk/privacy-policy
