Role closing date: 16th September 2026 at noon.
Interviews are expected to be held: week beginning 28th September 2026.
Purpose of Job
The Assistant Clerk of Works supports the Clerk of Works, leading the day-to-day activities with the workshop team and liaising with contractors and various departments on a frequent basis to meet both planned and reactive maintenance needs. The Assistant Clerk of Works will take responsibility for the operation of the Workshop, its processes and equipment, ensuring compliance with the necessary Health and Safety regulations and safe ways of working.
The Assistant Clerk of Works is responsible for task delegation, retaining oversight of the allocation of duties in a fair and equitable way in response to demand, ensuring appropriate planning of preventative maintenance and response to emergency and routine maintenance requests. The Assistant Clerk of works must possess the skills of a trained tradesman and can undertake minor building tasks and other hands-on tasks in support of the college operation as may be required.
Main duties and responsibilities
- Ensuring the day-to-day work carried out by the workshop team, adheres to health and safety, responsibility for risk assessments, safe systems of work, accident reporting and other mandatory requirements. To raising awareness within the team of health and safety requirements to ensure compliance by briefing and conducting regular toolbox talks
- Ensure the day-to-day smooth running of the Workshop, and the safety and security of college equipment and facilities across college premises
- In conjunction with the Clerk of Works to review regularly areas that might need attention, take corrective action as necessary; to anticipate as far as possible, problems that might occur and plan for future repairs, ensuring a proactive maintenance schedule is in place (weekly/monthly etc)
- To supervise and liaise with appointed contractors, especially in relation to health and safety requirements, their conduct on site and monitoring their progress in terms of quality and delivery against contract. To respond to contractors in writing where necessary to ensure the necessary records are maintained
- To support the Clerk of Works and liaise with other Senior Managers in the management of small projects, using internal resources or supervising external contractors, both to address repair and maintenance issues, and to suggest upgrades and new equipment
- To delegate day-to-day authority, but to retain oversight of the fair allocation of tasks among the team in response to maintenance requests or under direction from the Clerk of Works. This includes the prioritisation and handling of all maintenance requests, including reactive requests and ensuring an appropriate response in case of emergency
- To ensure the necessary action is taken in a timely, efficient, cost-effective and safe manner, in line with the agreed College procedures, with the necessary record keeping
- To regularly report on the teams planned and reactive works, keeping a monthly snapshot of requests and completion rates
- To deputise for the Clerk of Works during his absence
- To conduct regular team briefings with works and priorities
- To assist the COW for the recruitment of new Workshop staff
- To support the Clerk of Works in budgeting for projects (time/labour and parts) across all sites
- To delegate responsibility but maintain oversight of the weekend/out of hours call out rota including, being available for emergency call outs
- Ordering of materials and ensuring stock controls and necessary records are in place.
- To attend Heads of Department meetings when requested
- To develop a clear understanding of the split of reactive maintenance versus planned maintenance in addition to other duties which fall outside of maintenance duties, in order that a clear understanding of time distribution and effort is available
- Responsible for the delivery of day-to-day plumbing, electrical, building fabric repairs, general maintenance, moves and churn, and the pest control contract
Other duties
- Unloading and moving of stores
- Any other tasks that can be reasonably expected of the post holder
Essential
- City & Guilds in a specific building trade, with evidence of a desire to continue professional development
- Previous experience of responsibility for delivering maintenance support in a medium sized organisation. Awareness of issues concerning listed buildings
- Previous experience and skills to lead and motivate a team
- Excellent communication skills including influencing and negotiating skills.
- Good administrative and written skills including IT skills (Microsoft Word and Excel)
- Excellent planning and prioritising skills, demonstrating clear thinking and good judgment in a crisis experience
- Thorough knowledge and understanding of Health & Safety regulations
Desirable
- Ability to act as a Fire Marshall
- First aid trained
- Good IT skills
- Experience of CAFM systems
Appointment: This is a permanent full-time post and there will be an initial probationary period of three months. The appointment will be conditional on verification of the successful candidate’s ‘Right to Work’ checks and subject to the receipt of satisfactory references and medical clearance.
Hours of work: This is a permanent post, working 35 hours per week. A flexible approach will be required to ensure maintenance requirements are met.
Salary: Equivalent to Brasenose College salary scale, Grade 6, £35,851 – £41,806 p/a according to experience. Advancement up the scale is on merit.
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Pension - Eligibility to USS Pension Scheme (University Superannuation Scheme). The successful candidate will be entered into this scheme automatically on joining, but on-going membership of the scheme is optional.
- Salary Exchange Scheme - Staff who are eligible for USS, and who join our pension scheme will be enrolled into the Salary Exchange Pension Contributions Scheme on or around three months after joining Brasenose. This scheme is financially advantageous both to the employee, and the College as the employer.
- Annual leave - The paid holiday entitlement for an equivalent full-time contract for a year is six working weeks (30 days) of annual leave (5 days to be taken over Christmas break when College is closed) plus 8 Statutory Bank Holidays. Annual leave shall be taken at mutually convenient times agreed in advance with your line manager. The holiday year begins on 1 January and ends 31 December. For part years of service, the entitlement will be calculated as 1/12th of the annual entitlement for each completed month.
- Meals - Employees are entitled to take lunch free of charge in Hall when the kitchen is open.
- Welfare Support - Employee Assistance Programme; a free confidential telephone helpline and online medical guidance.
- Free annual flu jab.
- Travel Pass Loan - a discounted travel scheme is available with monthly deductions from salary.
- Cycle to Work Scheme/Bike Loan - monthly deductions from salary.
- Sports Facilities - access to the University Sports club.
- University Card - for discounts in shops, cafes and restaurants and University leisure facilities.
Recruitment Monitoring: This post is subject to recruitment monitoring to ensure that the selection process is consistent with the law and the College’s Equality and Diversity Policy and Code of Practice. You are asked to complete the Recruitment Monitoring Form which is completed through the online application process. The information supplied on the form will play no part in the selection process and will not be seen by any members of the shortlisting panel.
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 General Data Protection Act 2018. In accordance with the GDPR regulations 2018 please see the relevant privacy notice on the website.
https://www.bnc.ox.ac.uk/policies/privacy/
Brasenose College is an equal opportunities employer.
About Us: Founded in 1509 and located centrally in beautiful Radcliffe Square, Brasenose College stands as a distinguished institution at the heart of Oxford's rich academic history. Over the centuries, we have evolved into a beacon of intellectual prowess, consistently upholding a tradition of academic excellence. Brasenose College boasts a vibrant community of students and alumni, creating a network that stretches far beyond the halls of the College. Our influence resonates globally, with scholars and professionals alike contributing to various fields around the world.
We are a medium sized college with around 370 undergraduates, 210 graduate students and 130 support staff. Outside of the three 10-week terms, during Easter and summer, the College is exceptionally busy hosting international conferences and Bed and Breakfast guests.
