WADHAM COLLEGE

Further Particulars for the post of

Sub-Dean 2016 -2017

The College

Wadham College was founded in 1610 by Nicholas and Dorothy Wadham. It is one of Oxford’s largest colleges, with approximately450 undergraduate and 180graduate students. The College has over 70Fellows.

More information about the College may be found on our website at

The Dean and Sub-Deans

The Decanal team currently comprises the Welfare Dean, Dean and two Sub-Deans. Together they have responsibility for welfare and good order among students. There is a third Sub-Dean who has responsibilities in relation to the College’s residential facility at Merifield in Summertown. This post is not covered by these further particulars.

The role of the Sub-Deans

The two Sub-Deans support the Deans(Welfare Dean and Dean) by assisting in the day-to-day execution of pastoral, disciplinary andadministrative duties. They are both required to reside in Collegeand are expected to be available for 3 or 4 evenings/nights per week, and day and night over alternate weekends. They also need to be available for some day-time commitments during the week.

The Duty Sub-Dean will carry a mobile telephone and thus will be able to leave the College provided that they are able to return quickly if required. A mobile phone will be provided or the Sub-Deans will be compensated for college use of their own telephone. The Sub-Deans are also provided with a telephone connected to the University network. They are liable for charges incurred on private national andinternational calls. The joint post holders are expected to make arrangements between themselves to ensure that the responsibilities of the post are shared equally, and be prepared to help with crises at any time, whether formally on duty or off duty.

The pastoral role of the Sub-Dean is a very important one; the Sub-Dean needs to be able to communicate with and obtain the confidence of all sections of the College, in particular the students. Liaison with the SU (Students’ Union) and MCR (Middle Common Room) representatives will be an important and valuable part of the role. The Sub-Dean should also be as active as possible in College, getting to know the undergraduates, graduates, tutors and Fellows and facilitating better information flow, approachability and general visibility.

Background and Experience Required

The Sub-Deans play a vital practical role within the day-to-day functioning of the College. However, the posts fulfil an equally significant purpose of providing financial support to graduates engaged in research and therefore the Sub-Deans are expected to be current graduate students. It would be helpful if the successful candidate would be available should renewal of contract for another year be offered.

Appreciation of the welfare and disciplinary issues relevant within a student community is essential in this role and therefore some relevant experience of voluntary or welfare work would be desirable. Please see the Person Specification for further details of the criteria applicable to this appointment.

Terms and Conditions

Full terms and conditions of employment will be provided in writing to the successful candidate. The information below is for guidance only and does not constitute a contract of employment.

Contract type:Fixed term, part-time.

Duration:This is a one year temporary position commencing 1st September 2016. Consideration will be given to a request for re-appointment for a further one-year term.

Probation:3 months.

Salary:£2,624 per annum.This will be paid by bank credit transfer normally on the 28th of each month and one month in arrears. The annual stipend will remain at the agreed level in the second year if the contract is extended for a further year.

Hours of work:The Sub-Deans are required to carry out their duties during full term, from 0th to 10th week inclusive. This will involve being available for 3 or 4 evenings/nights per week and alternative weekends, in addition to the day-time commitments outlined within the job description. The actual hours of work will fluctuate throughout the term and to a certain degree are unpredictable. It is essential that the post holder is willing and able to adopt a flexible approach to meet the varied levels of work. The total number of actual hours worked in this post will be monitoredand is not intended to exceed 318over a year. Any hours worked above 318 a year will be paid at the current Living Wage rate (£8.25 per hour) on the basis of a timesheet approved by the Dean.

Accommodation:In addition to the annual stipend, the post holder will be provided with a college room, suitable for single accommodation, free of charge, for the duration of the employment. It is considered that the provision of accommodation reflects the requirement for the post holder to be resident in College and to provide emergency on-call cover as an essential feature of the post.

Meal Entitlement:Whilst the Sub-Deans are not members of the SCR, they are entitled and welcome to SCR lunch or dinner free of charge on three occasions each week (these meals are signed for on a daily basis, and any unused weekly entitlement cannot be carried over). They are also entitled to daily breakfast, lunch and dinner free of charge in the Hall or New Refectory. These meals are recorded on their EPOS card and there is a reasonable allowance when selecting from the self-service counters. Free meals continue during both term time and vacation, except that when no meal is provided in the SCR, Hall or New Refectory then special meals will not be provided for the Sub-Deans alone. Sub-Deans cannot bring guests to SCR lunch or dinner, but there may be exceptional circumstances where this may be allowed by application to the Steward of Common Room.”

Annual HolidaysThe Sub-Deans will receive a paid holiday entitlement of 37hours per annum for the period of the fixed term contract, which is pro rata the full time entitlement of 30 days (219 hours) during a complete holiday year. For part years of service the entitlement will be calculated as 1/12th of the annual entitlement for each completed month of service during that holiday year.

Annual leave should be taken outside week 0-10 of the three University terms.

Due to the operational requirements of the College there may be certain exceptional times when it is not possible for leave to be taken. If this is the case thedesignated supervisor will advise.

Where participation in the rota for Sub-Deans requires it, the Sub-Dean will be expected to work normal hours on Bank Holidays falling within the University term.

Pension: Subject to the applicable pension scheme rules, which may be amended from time to time, the post holder will be deemed to be in membership of the appropriate pension scheme until such time as they give notice in writing that they wish to exercise their right not to be a member of the scheme.

Pre-employment: This post requires a satisfactory report from the Disclosure and Barring Service.

Academic approval:If the successful candidate is a non-Wadham student, the offer will be subject to academic approval of their transfer to Wadham.

Applications

The closing date for receipt of applications is: 12 noon on 13 June 2016.

Applications, consisting of a covering letter, with the reasons for applying to be a Sub-Dean, and full curriculum vitaeshouldbe sent to either:

  • The HR Assistant, Wadham College, Parks Road, Oxford. OX1 3PN
  • via e-mail to:

References

Applicants should also ask two referees (one must be the applicant’s current supervisor or equivalent) to submit written references in support of their application directly to the HR Assistant at Wadham College – to be received by 12 noon on13 June 2016.

References may be sent in letter form to the above address or by e-mail to:

Interviews

Interviews will take place at Wadham College on Wednesday 29June 2016.

Equal Opportunities Policy

Subject to statutory provisions, no applicant, student or member of staff will be discriminated against on the basis of age, disability, gender reassignment, marriage or civil partnership, pregnancy or parenthood, race, religion or belief, sex, or sexual orientation.

The College has an equal Opportunities Policy and it will assist us in the monitoring of this policy if you also complete and return the Equal Opportunities Questionnaire. This information will be separated from your application form and will not be used for selection purposes.

Job Description

Job Title:Sub-Dean

Reports to:The Deans

Liaison with:The Welfare Dean, the Dean, College Officers, Welfare Officer,Bursary, the Lodge, the Bar Manager, SU and MCR representatives with welfare responsibilities.

Overall Objective

To assist the Welfare Dean and Dean, Tutorial Fellows of the College who are responsible for welfare and good order among student members, in the day to day execution of pastoral and disciplinary duties, and relevant administration.

Main responsibilities: Weeks 0-101 inclusive

The two Sub-Deans are expected to split the duties below evenly by their own agreement. Any disagreement will be resolved by the Dean. They are expected to be in Oxford during term-time; any cover arrangements must have the agreement of the Dean.

  • To reside in the College and provide emergency on-call cover.This involves being generally available from 6 p.m.during evenings/nights in the week and day and night at weekends.
  • At start of each shift the first task of the Sub-Dean will be to check the report book in the Lodge. It is important therefore that they come on duty in time to discuss any incidents with the day-time lodge staff.
  • The Duty Sub-Dean will carry a mobile telephone and thus be able to leave the College provided that they are able to return quickly if required. The Sub-Dean will be provided with a mobile telephone or be compensated for college use of his/her own telephone.
  • To liaise with the College’s Peer Supporters, College Welfare Advisor and Chaplain in their welfare role.
  • To work with the Lodge staff to deal with any problems of disruptive behaviour within College outside normal working hours; to ensure that parties and other events end at the appointed time and in good order.
  • To deal with minor emergencies such as illness outside normal working hours, and ensure that the appropriate services are called.
  • To help organise dissemination of information regarding welfare, discipline and community life to members of the College, in conjunction with the Dean.
  • To respond to any examination emergencies that may arise outside office hours,‘incarcerate’ candidates where necessary, liaise with the relevant Officers in College and University, and undergo the training required by the Proctors to be eligible to act as Invigilator in such cases.
  • To play an important role in supporting student welfare outside the tutorial relationship by being available for consultation by students on a wide range of welfare issues, and sometimes providing ongoing support for them.
  • To act as one of the College’s qualified first aid team and attend first aid meetings once a term. The College will require and pay for the appointees (unless already recently qualified in firstaid) to go on a first aid course soon afterthe appointment.
  • To play a principal role in working with the students and the Domestic Bursar(who is the College Officer responsible for Health and Safetymatters) during the planning, setting-up, taking-down and the actual running of the College Ball and other events and to attend such meetings of the Ball Committee as may be appropriate.
  • To assist at large events such as Bop Nights, Queer Fest, Wadstock and less regularly the College Ball, where all Sub-Deans will be expected to be on duty. This is not a definitive list and there may be other occasions.
  • Beside these duties the Sub-Dean must be ready to help with crises while on duty. The pastoral role of the Sub-Dean is a very important one; the Sub-Dean needs to be able to communicate with and obtain the confidence of all sections of the College, in particular the students. Liaison with the SU and MCR welfare representatives will be an important and valuable part of the role.
  • To attend Deans’ meetings and any meetings set up in connection with welfare matters, or in connection with a Ball or other major events.
  • When a Sub-Dean responds to an incident while on duty, they should inform the Dean and/or the Domestic Bursar, as appropriate, at the earliest convenience to ensure appropriate information-sharing and co-ordination follow-up.
  • The Sub-Dean should also be as active as possible in College, getting to know the undergraduates, graduates, tutors and Fellows and facilitating better information flows, approachability and general visibility. Sub-Deans will need to communicate with and obtain the confidence of all sections of the College, notable the three Common Rooms. A successful Sub-Dean acts as a tactful liaison officer between students and Senior Members and College Staff, especially the Porters.
  • Maintain strict confidentiality and discretion at all times.
  • Other duties may from time to time be assigned.

Person Specification

Essential

  • Enrolled on a full-time DPhilcourse at the University of Oxford for the entirety of the appointment.
  • Excellent communication skills
  • Excellent interpersonal skills – able to form positive relationships and have ease of contact with variety of people
  • Ability to act on own initiative and unguided
  • Appreciation of the welfare and disciplinary issues relevant within a student community
  • Practical approach to problem solving
  • Confidentiality, tact and diplomacy
  • Committed and enthusiastic attitude towards duties
  • Reliable and calm personality
  • Willingness to take a flexible approach to duties
  • Willingness and ability to work unsociable hours including evenings and weekends
  • Availabilityfor some meetings and other commitments on weekdays
  • Ability to maintain strict confidentiality and use discretion.

Desirable

  • Experience of voluntary or welfare work
  • Experience of working with the public
  • Experience of dealing with emergencies e.g. accidents, thefts, fire evacuations etc.
  • Understanding of the Oxford Collegiate system
  • Valid First Aid at Work certificate
  • Complementing the existing skills and strengths in the decanal team
  • Likely to be available should renewal of contract for another year be offered

______

1 To Friday of 10th week inclusive

2Note that the Porters are first port of call for issues such as maintenance problems, complaints about noise, vandals, vagrants, fire alarms, and violations of College Regulations such as cycling in the quads. The role of the Sub-Deans is to act as back-up in difficult cases.

3See Footnote 2

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