Junior Deans

Location: Balliol College

Contract Type: Fixed Term

Closing Date: 22 May 2025

Salary: £2,052 p.a. - honorarium for Undergraduate-facing roles; £2,665 p.a. honorarium for Graduate-facing roles

Specific Hours: varied

Junior Deans

Honorarium:   £2,052 per annum (Undergraduate-facing roles); 
                         £2,665 per annum (Graduate-facing role)
Contract type: Fixed term – 1 year
Location: Balliol College, Oxford: Broad Street, Jowett Walk and Master's Field, or the Graduate Centre (Master's Field, Holywell Manor)
Department: Welfare
Reports to: Welfare Lead
Probation period: 1 term
Notice period: 1 month on either side (during probation)/ 3 months on either side (after probation)

If you are unable to create an account on the portal, please send your CV and covering letter to hr@balliol.ox.ac.uk

Balliol College
Situated in an historic site in central Oxford, Balliol has been a hub of learning and community since its foundation in 1263. As one of the larger colleges within the University of Oxford, it is home to roughly 860 students, with undergraduates making up just under half of the student body. The College also employs over 80 Fellows, 50 lecturers, and about 180 support staff, with Dame Helen Ghosh as its current Master. 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.

Further information about the College is available at www.balliol.ox.ac.uk.

The College is looking to appoint some additional Junior Deans, who will work together as part of the existing Junior Dean Team under the guidance of the Welfare Lead, Dean, and other College Officers, as part of Balliol’s Welfare and Decanal Teams. While the core responsibilities of all seven Junior Deans are the same, five members of the team will work mainly with the undergraduate community while the other two will be based in Balliol’s Graduate Centre. In this way, all the Junior Deans will work as a team to ensure the safety and welfare of the student community in such a way that every student can thrive to their full potential.

For the academic year 2025-2026 Balliol is likely to recruit:

  • One Junior Dean to support the Graduate Community
  • Two Junior Deans to support the Undergraduate Community

THE ROLES
The safety and welfare of individual students and the community is at the heart of these roles. The overarching function of all Junior Deans at Balliol is to support the welfare and decanal systems of the college, to foster a good atmosphere in our student communities, and to provide friendly direction and signposting support to individual students where needed.

While all the roles share a set of core responsibilities, there may be some differences arising from the various locations of the roles.

At Balliol, Junior Deans are College employees, and important members of the Welfare and Decanal teams, and pursue their own academic careers and social lives.

In their welfare role, Junior Deans offer support to students and the community in several different ways. This supportive part of the role can vary greatly. They will be well-versed in how to signpost students with problems to the right help, at the right time, and this will often mean referring them to a more senior member of the College’s Welfare Team. In line with the training they will receive from the University, they will be able to sign-post students to all the relevant professional sources of assistance within the College, the University, the NHS and elsewhere. Junior Deans are not expected or permitted to take responsibility for any ongoing welfare caseload.

The Junior Deans report to the Welfare Lead, and they also take instruction directly from the Dean. Their work necessarily will also bring them into close contact with a range of College Officers including the Domestic Bursar, the Domestic Manager, the College Nurse, the College Counsellor, and other members of staff including the Front-of-House Team, the Assistant Dean (Graduate Centre) and the staff of the College Office. All the Balliol Junior Deans will be given the same training in how to help students with problems to access relevant help from professional sources, and they will work together as a team to support the relevant college officers.

In all these roles, discretion and respect for confidentiality are essential. Junior Deans must also be able to separate their Welfare and Decanal roles from their personal and social lives in the College and maintain appropriate professional boundaries.

Taking on a Junior Dean role is entirely compatible with pursuing graduate and/or post-doctoral research but will involve attending some specific day-time meetings and night-time events, occasionally at short notice. The Junior Deans have a range of specific tasks, which are described in the section below. All Junior Deans will undergo required training and inductions in September at the start of their year, and so should expect to be in Oxford and able to attend daytime training on multiple days that month. All Junior Deans will be required to plan any absences from Oxford ahead of time with the relevant college officers, and for these to be agreed in advance by the Welfare Lead. They may be needed to help cover each other’s duties during absences or in emergencies.

Candidates should carefully read the descriptions below in the section of ‘Main Duties’ and indicate in their application their order of preference of either ‘Undergraduate-facing’ or ‘Graduate-facing’ roles.

Main Duties and Responsibilities

  • The role of the Junior Deans is to assist in maintaining the well-being and morale of students and the good order of the College. They assist in the work of the Welfare Lead and Dean; participate in an on-call rota (described below), offer, within reason a caring and listening ear or word of encouragement to any student who seeks their help; and support the Common Room Welfare Officers and peer supporters.

  • The Junior Deans’ primary welfare roles are to offer kindness and encouragement to any student who seeks help, and when appropriate to direct students to the appropriate support for any more serious concerns. They will be given University welfare training at the start of their term of office and will then be expected to attend regular supervisions run by the OU Counselling Service. They are expected to have a good understanding of the other welfare options available at College, University and GP level, and where appropriate to advise a student to seek suitable help. While they signpost to professional resources and offer encouragement, the Junior Deans are not permitted to take responsibility for any ongoing welfare caseload. They must make accurate notes of welfare incidents to which they respond in an appropriate form as determined by the College.

  • In terms of specific time-commitments, all Junior Deans share in ‘on call’ rotas between the hours of 7pm and 8am. In the case of the undergraduate-facing Junior Deans, this rota operates between 1st September and 20th June (except that this is not necessary when no students are present, for example at Broad Street at Christmas). In the case of the graduate-facing Junior Deans, the rota operates 365 days a year.

  • When the rotas are operating, there is always one Junior Dean on call in each of Holywell Manor, Jowett Walk/The Master’s Field, and the Broad Street sites. It is expected that the Junior Deans working at each site will agree a rota with the supervision of the Welfare Lead, working together to achieve a fair distribution of work. Sometimes, particularly outside term, a Junior Dean may work at a site other than their primary one. When on call, Junior Deans must be available on a (college-supplied) phone and within 10 minutes of the relevant site.

  • Junior Deans are likely to be required to be present at bops, dinners, Freshers Week, or other student events where the presence of one or more of the Decanal team is appropriate. Junior Deans based at Broad Street are required to assist with the main Matriculation ceremony at the start of the Academic year (usually on Saturday of 1st week). They may also be required to assist the Welfare Lead or Dean with other routine administrative matters related to the College’s welfare and decanal functions.

Junior Deans are also expected to:

  • keep up to date with welfare incidents, including for example, by consulting the Lodge incident book and responding to tasks assigned to them via the welfare recording system
  • form and maintain good working relationships with staff members with whom they interact in their duties, including the Domestic Manager, the Front of House Manager, the porters, and also the student Committee Members;
  • attend meetings with the Welfare Lead and/or the Dean, and any other college officers as required. Some Junior Deans will be asked to attend the termly Welfare Committee meeting of College and one of them may be asked to take the minutes. All Junior Deans will be expected to attend the twice a term Extended Welfare Team meetings and one of them may be asked to take the minutes
  • attend other occasional meetings related to the care of students. Within reason they are expected to make themselves available for such meetings, which are likely to take place during office hours in term.

When the Broad Street site is closed for just over a week at Christmas, the Junior Deans may be required to vacate their rooms but will be given other accommodation at Jowett Walk.

Training
Junior Deans

  • must, unless they have already done so, attend the Junior Dean training course organized by the Oxford University Counselling Service (OUCS). This course is designed to give support and confidence in relating to Junior Members and carrying out the duties of a Junior Dean. The exact dates of the course are to be confirmed, so those needing to take it must be available on all weekdays in September and October before term
  • will, unless already qualified, attend a full ‘First Aid at Work’ course organised by the College before the start of term, and a Mental Health First Aid course at their earlies convenience. They will be expected to ensure that these qualifications are kept up-to-date for the duration of their Junior Dean employment
  • will be trained in the exercise of confidentiality and use of personal data in their roles
  • attend a Fire Awareness course provided by the College in 0th week of Michaelmas Term

All specific training listed above will be paid for by the College.


Terms and Conditions

The College wouldn’t normally expect any Junior Dean to be in post for more than three years. This allows for community revitalisation, provision of opportunity to others in role, and to ensure that student/Junior Dean dependencies aren’t created.

In compensation for discharge of the duties described above, the Junior Deans will receive:

1. An honorarium.
The current figures are £2,052 for the five in Undergraduate-facing roles; and £2,665 for the two based at the Graduate Centre. These figures are expected to rise in August in accordance with regular “cost of living” adjustment.

2. A room in College property, free of charge, (however, Junior Deans are responsible for usage charges, electricity, amenity charges, washing machine levies) for the duration of their contract:

  • The five roles based in the undergraduate community will occupy rooms in either the main College on Broad Street, or at Jowett Walk/Master’s Field (noting that during Christmas closure period at Broad Street the two Junior Deans will need to relocate to Jowett).
  • The two postgraduate-facing roles based in Balliol’s Graduate Centre will occupy rooms in Holywell Manor or the Master’s Field.

3. A hospitality allowance of £600 shared between the Undergraduate-facing officers and a hospitality allowance of £600 shared between the Postgraduate-facing officers, payable upon submission of an expense form. It is intended that the allowance should be used as described above to become a familiar and reassuring part of the Balliol community. The allowance is not for use to entertain personal guests.

4. Meal allowances: lunch and dinner in Hall in term time and lunches outside term-time when the kitchen is open.

5. SCR dining: Dinner in the SCR or on High Table two evenings a week during 0th to 9th weeks inclusive, except Wednesdays of full term, when dinner is available. Wine taken at High Table and/or any Formal Desserts and other drinks are charged to Battels.

6. All Junior Deans are provided with a Junior Dean fleece and t-shirt to allow students to recognise them when they are acting in their official capacity at student events and when on duty and called out.

In the event an appointment is terminated before the end date of the contract, the stipend will be reduced pro rata. Where an office-holder gives less than two months’ notice of resignation, they may be liable for two months’ room rent. On ceasing to hold the position, the office-holder will be expected to vacate their room within seven days.


PERSON SPECIFICATION
Essential

  • Member of the University of Oxford of postgraduate or more senior status (e.g., Postdoctoral Fellow, JRF, etc.) in good academic standing;
    • The two Graduate Junior Deans are required to hold postdoctoral positions
  • Postgraduate students should have completed one year of study at the University of Oxford and be in receipt of funding for their whole degree. Students in the final year of their degree are not eligible to apply for a Junior Dean role
  • The ability to ensure that good academic standing and academic progress is maintained whilst carrying out the duties of a Junior Dean. If sufficient academic progress is not being made, then Junior Deans may be asked to step-down from the role
  • Any graduate student who is currently a member of another college will be required to migrate to Balliol
  • Excellent interpersonal skills, including the ability to build constructive working relationships with Fellows, students, and members of staff
  • A responsible, mature and professional attitude, possessing natural authority and the ability to command trust, particularly from the student body
  • Sound judgment, including the ability to react quickly to sometimes challenging situations
  • Discretion and sensitivity in handling confidential information, with a good understanding of the requirements of data protection
  • Ability to work effectively in a small team, and to work flexibly with a range of College Officers
  • Good organisation and time-management skills
  • Willingness and ability to respond to the changing needs of Balliol’s welfare team
  • Ability to attend Junior Dean Training organised by the University of Oxford (8 sessions of 3 hours each, in person in Oxford in September, dates TBC), as well as fortnightly supervisions during the three terms of the academic year.

Desirable

  • Experience of welfare or decanal functions in an academic environment
  • Experience of fostering an inclusive and welcoming environment and tackling discrimination
  • Current first-aid qualification.

DBS check: Broad Street Junior Deans will be required to undertake an Enhanced DBS check as part of the safeguarding pre-employment checks.


APPLICATION PROCEDURE

Informal enquiries: Candidates with any questions about the roles should contact in the first instance the Welfare Lead, Hannah Jones (hannah.jones@balliol.ox.ac.uk).

Written applications: Applications should be made by 5pm Thursday 22nd May 2025 online at https://www.balliol.ox.ac.uk/balliol-people/vacancies/college-jobs.

Application materials should consist of:

  1. Cover Letter laying out the applicant’s suitability and motivation for the post with reference to the essential and desirable criteria;
  2. Curriculum vitae with details of course, academic and employment history, and any other relevant experience;
  3. Two references (details below).

Applicants who are graduate students or post-doctoral researchers must specify their primary source of funding in their cover letter and state the dates of their course or appointment. The Junior Dean role cannot be their only source of income.

Applicants should also indicate their preference, if any, for either the Undergraduate- or Graduate-facing roles.

References: Applicants are asked to ensure that two referees send their references directly to the Dean’s secretary (deansec@balliol.ox.ac.uk) no later than 5pm Thursday 22nd May 2025.

If the applicant is a postgraduate student, one of the referees must be from the applicant’s University supervisor reflecting the applicant’s ability to balance the role with their studies and the second reference should normally be from a representative of their current Oxford College (e.g. College Adviser, Dean, Welfare Officer, Senior Tutor, etc.).

Interviews: will take place on Thursday 12th June, in-person.

Right to Work: Shortlisted candidates will be expected to supply original documentation proving that they have the right to work in the United Kingdom (UK).

Equal Opportunities: 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 are encouraged to ask if they require reasonable adjustments for any part of the recruitment process.

Data Protection: Personal data is processed in accordance with Balliol College’s Privacy Policy which is available at https://www.balliol.ox.ac.uk/privacy-policy

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