Tutorial Administrator (job share position)

University of Oxford; Oxford; On-site; GBP 12,000 - 16,000; Part time

Benefits offered by this job

Free lunch

Optional pension scheme

Car parking

Sports facilities

Healthcare scheme

Bus pass

Holiday entitlement

Job summary

Magdalen College in Oxford is seeking a Tutorial Administrator (job share) at 0.40 FTE (15 hours per week). The successful candidate will support the Senior Tutor and Academic Registrar and handle key teaching-related tasks at the College.

The role includes managing right-to-work checks, administering the Teaching Management System, arranging tutor payments, booking rooms, and producing termly tutor reports, within a supportive, inclusive academic community.

Qualifications

• Experience of one or more institutions of Higher Education.
• Excellent interpersonal and communication skills.
• Strong time-management and attention to detail.
• Ability to work independently and as part of a team.
• Experience with visa and student administration is a plus.

Responsibilities

• Managing right-to-work checks and paperwork for student employees.
• Administer Teaching Management System (TMS) for undergraduate teaching and tutor payments.
• Handle tuition administration for external tutors and invoices.
• Book teaching rooms and coordinate with offices (Conference & Events, Accommodation, Library, Porters).
• Prepare termly feedback reports on tutors for distribution to their respective tutors.

Skills

Interpersonal skills

Communication skills

Time management

Attention to detail

Analytical skills

Tools

TMS (Teaching Management System)

Computer literacy

Job description

Tutorial Administrator (job share position)

Application Deadline: 17 September 2026

Department: Tutorial Office

Employment Type: Fixed Term - Part Time

Location: Central Oxford

Reporting To: Dr Mark Pobjoy, Senior Tutor

Compensation: GBP 12,151 - GBP 15,514 / year

Description

Magdalen College, whose formal name is 'The College of St Mary Magdalen in the University of Oxford', is seeking to appoint a Tutorial Administrator (job share position) at 0.40 FTE (15 hours per week). This is an exciting opportunity to be involved in the life of Magdalen. The successful candidate will provide support to the Senior Tutor and the Academic Administrator, and will be responsible for important aspects of teaching-related administration at the College, including the processing of tutorial reports produced by tutors, the preparation of tuition payment details for authorisation, managing the right-to-work checks on those students involved in teaching and in other work, and the attendance monitoring of students who hold a visa; and will contribute in other ways to the academic administration of the College.

Magdalen College

Magdalen College was founded in 1458 by William Waynflete, Bishop of Winchester, and Lord Chancellor, on the site of the Hospital of St John, just outside Oxford's East Gate, near the centre of the modern city. It is one of 39 independent, self-governing colleges which are at the heart of the University of Oxford's success in providing an exceptional education for the most able students. At Magdalen there are currently 71 Governing Body Fellows, of whom 43 are Tutorial Fellows, and the College aims to admit approximately 118 undergraduates and 85 graduates each year. Magdalen has many traditions, but enjoys a modern outlook. Its top priorities are academic excellence and the fostering of a supportive and inclusive community, and it is committed to the tutorial system as a personalised and intellectually challenging method for undergraduate teaching. It also seeks to provide an outstanding environment in which graduate students may flourish.

Duties of the Post

The Tutorial Administrators at Magdalen report to the Senior Tutor, while the Academic Registrar acts as their Line Manager. The Tutorial Administrators are employed by the College of St Mary Magdalen in the University of Oxford, and are responsible to the Home Bursar. The post of Tutorial Administrator (job share) is available from 1 October 2026 or as soon as possible thereafter.

• 1. Managing the right-to-work checks and paperwork involved in employing students. Administration required in respect of students employed by the College. This includes liaising with the University's Right to Work Hub with regard to right-to-work checks and associated Human Resources paperwork (with advice from the College's HR Office), preparation of letters of appointment, maintenance of an accurate and up-to-date record of employee details and work engagements, and monitoring of the work commitments of students who hold a visa in association with the University's Student Visa Monitoring Service.
• 2. TMS (Teaching Management System). Administration of the online TMS program with respect to Magdalen's undergraduate teaching. This includes authorising tutors who are engaged to teach Magdalen students, setting up access for tutors as required, and assisting in arranging the payment of tutors at the end of term in collaboration with the Senior Tutor, Human Resources Office, and Payroll.
• 3. Administration related to out-of-college tuition. Administration related to out-of-college tuition (teaching provided for the College's undergraduates by external individuals or departments), including checking of tuition invoices received from University departments.
• 4. Teaching room booking. Implementation of teaching room booking requests onto the online booking system, and liaison with the Conference & Events Office, the Accommodation Office, Library, and Porters as necessary.
• 5. Preparation of the termly tutorial feedback reports on individual tutors. Preparation of reports on individual tutors' teaching following the submission of feedback by undergraduates, for circulation to the tutors concerned.
• 6. Attendance monitoring of visa-holding undergraduates. Monitoring that involves contacting tutors for confirmation of students' attendance at the required number of contact points through the term, completion of the visa monitoring spreadsheet, and reporting to the University's Student Visa Compliance team each term.
• 7. Termly administration of the vacation study grants available to undergraduates. Termly notification to students of the availability of the grant, checking of applications and the subsequent claim forms, and preparation of the list of grants for approval by the Senior Tutor before submitting for payment.
• 8. Administration related to the support of graduate students. Administration related to the assignment of College Advisers to graduate students, and to the monitoring of supervisors' reports on graduate progress on the Graduate Supervision Reporting (GSR) system.
• 9. Receipt and processing of paperwork for Undergraduate and Graduate Freshers and for Visiting Students. Receipt of Freshers' paperwork in liaison with the Admissions Officer, and dissemination of paperwork to the relevant College and University departments.
• 10. Organisation of annual Freshers' Dinners, the annual Tutor for Graduates' Garden Party, and up to eight Graduate Dinners per year. Administration of the arrangements for various dinners throughout the academic year, from invitation of attendees to notification to the relevant College departments of the attendees and of any dietary requirements, as well as preparing seating plans where necessary.
• 11. Record-keeping and other duties throughout the academic year as relevant to the post. Accurate record-keeping throughout the year, and other tasks as allocated to the Tutorial Administrator; general assistance for the day-to-day activities of the Tutorial Office as required by the Senior Tutor and the Academic Registrar.

Selection Criteria

• 1. Experience of one or more institutions of Higher Education, sympathy with the aims of Universities, and understanding of the pressures on high-achieving academics and students.
• 2. Excellent interpersonal skills, and an ability to work both independently and as part of a team.
• 3. Excellent written and oral communication skills, and a high level of computer literacy.
• 4. Excellent time-management skills and attention to detail.
• 5. Excellent analytical skills and an ability to see complex tasks through to a conclusion without constant supervision.

Terms of Employment

The post is part-time, in-person, and the successful applicant will work 15 hours over Thursday and Friday each week, the normal working hours being 8.30 am to 5.00 pm, with unpaid breaks totalling one hour per day. A flexible approach to working hours is needed to allow for the requirements of the job.

Salary

The salary for this post will be on the scale GBP 12,151 - GBP 15,514 per annum (FTE GBP 30,378 - GBP 38,784, equivalent to Grade 5 of the Magdalen College Pay Scale), depending on skills and experience, plus GBP 692 per annum (FTE GBP 1,730, Oxford Location Allowance). The holiday year begins on 1 January and ends on 31 December, and the Academic Registrar must approve all leave. Holidays may not be taken during Term.

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.

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
• Holiday entitlement of 30 working days, plus bank holidays pro rata (some restrictions may apply when holiday cannot be taken (see above) and some set days of holiday must be taken when the College is closed)

The College provides for maternity leave on a basis that exceeds the statutory provisions. There is a day one entitlement and no qualifying period: women are eligible for 26 weeks' maternity leave on full pay, followed by 13 weeks of leave on Statutory Maternity Pay (SMP) and 13 weeks of unpaid maternity leave. Arrangements are available for Adoption Leave, Shared Parental Leave, and Paternity Leave. Magdalen College has a priority claim on places in the University nurseries.

Equality, Diversity, and Inclusivity

The College is committed to equal opportunity, and to being a place where everyone belongs and is supported to succeed. We recognize how the diversity of our community enriches our ability to fulfil our academic mission.

We welcome applications from individuals from all backgrounds, including those under-represented within higher education. No applicant or member of staff shall be unlawfully discriminated against on the basis of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation.

Employment with the College, and progression within employment, will be determined according to personal merit and the application of criteria related to the duties and conditions of the post. In all cases, the primary consideration will be the ability to perform the job.

Our policies on equality, diversity, and inclusivity go hand in hand with our commitment to academic freedom and to freedom of speech. Further information may be found on the College website at www.magd.ox.ac.uk.