Head of Education Services Cambridge, East of England, England

Hughes Hall, University of Cambridge

Full Time Cambridge, East of England, England 40927 - 54943 GBP ANNUAL Today

Job description

Head of Education Services

Job Title Head of Education Services
Location Hughes Hall, Cambridge CB1 2EW
Reporting to Senior Tutor
Contract Type Permanent
Probation Period Six months
Salary Range £40,927 - £54,943 (Spine points 48-58)
Hours of Work 37.5 hours per week Monday to Friday (with occasional evening and

weekend work for which time in lieu will be given)
Annual Leave Annual paid leave of 25 days plus public holidays.
Pension Eligibility The College offers membership of a contributory pension scheme with

matched employer contributions up to 8%.
Mental Health Peer
Support Programme

All staff members have access to the College’s Mental Health Peer
Support Programme.

Additional Benefits Medicash healthcare plan (https://www.medicash.org/)

Free lunches on working days
Free Life Assurance cover
Enhanced sick pay
Cycle purchase scheme
Annual season ticket loan
Free on-site car parking (subject to availability)

About Hughes Hall:

The University of Cambridge’s oldest graduate college, Hughes Hall bears the name of its
founding Principal, Elizabeth Phillips Hughes. Established in 1885 as a women-only teaching
College, we now accept postgraduate students and mature undergraduates in all areas of
study and research, offering scholarships and bursaries targeted at new and continuing
students.

We are one of the most international colleges, bridging the academic and external worlds,
with an open and informal atmosphere. We have around 250 Fellows and Senior Members
and 900 students from more than 80 countries. We are several years into a programme of
continual enhancement of student education, wellbeing, and social activities like sport and
music. A distinctive aspect of college life at Hughes Hall is an egalitarian culture where
interaction and engagement between the senior membership and students is open and
encouraged; there is no separate “High Table” for meals and everyone is allowed to walk on
the grass!

We pride ourselves on being an oasis of calm and quiet near the busy city centre, providing
a relaxing yet stimulating environment for study and research, where people of all
backgrounds are welcomed, will feel at home, and can flourish. Everyone at Hughes has
arrived by a different route, with a different background, and brings different experiences,
strengths and stories to their studies.

Our website contains further information about our history, people, work, and values.

Overall Job Purpose

This is an exciting opportunity for an experienced senior administrator to join the Hughes
Hall team in a crucial leadership role. The postholder will have responsibility for all aspects
of education services, including the Tutorial, Admissions and Library offices, and will work
closely with the Senior Tutor, Deputy Senior Tutors, Head of Welfare and Wellbeing, and
others in the college and the wider university to develop policies and frameworks.

The Tutorial Office provides administrative support on student finance and academic matters,
interacting with students, Directors of Studies (DoS), Tutors and central University
administrative offices (the Student Registry). The office manages a diverse workload, including
start-of-year induction and registration, student records, examination matters, applications
to take a break from studies (intermission), and student finance, including scholarships,
bursaries and hardship funding. The tutorial team is comprised of a full-time Tutorial
Administrator and a 0.8FTE Student Finance and welfare administrator.

The Admissions Office handles all applications to the college, including mature
undergraduates (aged 21+), the graduate medical course (CGCM) and postgraduates
(masters and doctoral). These three streams have different dynamics concerning timelines,
financial arrangements and college input. The Admissions Office is also responsible for
recruitment, outreach and widening participation. This includes events, such as open days
and webinars, as well as publicity materials on the website and social media. The
admissions team has recently been restructured and is comprised of four roles, a full-time
Admissions Coordinator, an Admissions Administrator, an Admissions Assistant, and a
Communications & Outreach Officer (who is shared with the Communications Office).

The Library has a collection of core books for the undergraduate and masters-level taught
courses, plus electronic resources and study space available to all students. The library team
is comprised of the Library Services Manager (0.8FTE), an Academic Skills Librarian (0.64FTE)
and a Library Assistant (0.8FTE).

Key responsibilities:

Line Management

Maintain a good working knowledge of the roles of each staff member and the

working of each office, recognising that individual teams have various specialist skills
and different levels of involvement may be required.

Direct line management responsibility for 4 members of staff: Tutorial Administrator,

Admissions Coordinator, Communications and Outreach Officer, and Library Services
Manager.

In an inclusive and responsive manner, lead, motivate, manage and develop staff,

including recruitment, induction and training of new staff, coaching and performance
feedback for all team members, and evaluating overall team and individual
performance and delivering performance reviews.

With individual team members, develop, coordinate and implement systems,

policies, and procedures to meet the College strategic and operational requirements
and objectives.

Evaluate procedures and recommend changes in practice where appropriate.
Ensure a safe and secure working environment, including communication and

implementation of policies and measures as required.

Manage the allocation of resources for education services and related budget codes,

in close collaboration with the Senior Tutor, including distributing and tracking
spending of college funds as well as monitoring and evaluating effectiveness and
usage of, and signing- off on, external resources.

Tutorial Office

Oversee the work of the Tutorial Office and the delivery of high quality support to

students across all aspects of their student journey, from arrival through to
graduation. This includes support for students in difficulty, liaising closely with
Tutors and the Head of welfare and wellbeing on matters such as interrupting study
or unexpected financial hardship.

With the Programmes Manager and Academic Convenor, co-ordinate the full

academic year’s events, from preparation for new students and registration through
to graduation.

Ensure diligent maintenance of student records, both on the CamSIS student record

system and in-College systems; keep appraised of CamSIS updates and ensure staff
receive relevant training; prepare statistics and returns required by the Student
Registry.

Scope and implement changes to college systems to ensure they reflect changes in

administrative processes; keep up to date with University system developments to
ensure college processes are efficient and effective.

Oversee all matters relating to student finance, including checking of finance

documents and timely communication with applicants and students in order to
minimise problems with funding and collection of fees and charges; liaise with
Student Finance England and other official funding bodies as necessary; oversee the
award and disbursement of the Cambridge Bursary and other University led
bursaries where appropriate; administer college scholarships, in consultation with

the Senior Tutor and the Development Office; liaise with internal and external
funders; work closely with the college Finance department to update and reconcile
financial records.

Working closely with the Deputy Senior Tutor, Head of Domestic Operations and

Housekeeping & Accommodation Manager, oversee all matters relating to student
accommodation, including updating the accommodation allocation policy annually
and ensuring clear communication with students about the allocation process. Liaise
with the Head of welfare and wellbeing when accommodation issues lead to
wellbeing concerns.

Keep an up to date knowledge of changes in national legislation and university

practice, and ensure this is reflected in college policies and procedures.

Attend weekly Student Finance and Welfare (SFW) committee meetings, and work

with colleagues to ensure timely resolution of student issues relating to finance,
welfare and accommodation.

Support the Senior Tutor and Dean of College with matters relating to student

discipline.

Admissions Office

In close collaboration with the Deputy Senior Tutor (Admissions), oversee the work

of the Admissions Office and the high quality and efficient administration of
postgraduate and undergraduate admissions activities; maintain an up-to-date
knowledge of central admissions policies and procedures.

In close collaboration with the Deputy Senior Tutor (Admissions), Senior Tutor and

Bursar, maintain a good knowledge of student numbers pre- and post-arrival,
including producing regular Division of Term reports.

Support the Deputy Senior Tutor (Admissions) in implementing the college’s

Admissions and outreach strategy; work with the admissions and outreach team to
coordinate applicants’ activities like admissions clinics, offer holders days and
facilitating effective and timely communications with applicants and offer holders in
order to achieve good conversion rates.

Act as Secretary to the college’s Admissions Committee (chaired by the Senior

Tutor), including preparation of agenda and papers, and producing minutes.

Library

Support the Library Services Manager with the strategic development of Library

Services and implementation of strategic initiatives.

Working closely with the Senior Tutor, Deputy Senior Tutors, Library Services

Manager, Head of Welfare and Wellbeing and Communications and Outreach
Officer, provide oversight and guidance on academic and transferable skills provision
covering the whole student journey. This includes a pre-arrival skills programme for
undergraduate offer holders, an induction programme for new undergraduates and
Masters’ students, and a programme of continuous skills support for all students (1-
1s, workshops and asynchronous content).

Oversee the management of study spaces in College and ensure students have

access to a welcoming, accessible and stimulating study environment.

Communication and Broader Activities: Support the Senior Tutor and Deputy Senior Tutors with strategic development and

implementation of strategic initiatives, ensuring robust policies and procedures are
in place to deliver agreed objectives.

Contribute to reviewing and developing formal tutorial policy documents, sometimes

as lead.

Collect data and prepare reports for internal and external committees.
Attend internal and external meetings and brief relevant teams.
Establish and maintain a good working relationship with the Director of Studies

(DOS) and Tutor, including by attending regular Tutor and DOS meetings.

Provide guidance to DOS and Tutors on College policies and procedures.
Maintain, in collaboration with the communications team, the appropriate webpages

and ensure communication of programmes.

Perform any other activities, as required, consistent with the purpose of the role.

A flexible attitude to working practices is required, as some support tasks might need to be
performed out-of-hours. We will always endeavour to give clear advance notice of any
hours requirements.

All staff at Hughes Hall are expected to engage in continuing professional development, to
comply with the data protection legislation and to comply with the college’s Staff
Handbook, Health & Safety Policy and all relevant procedures.

Screening Check Requirements
We have a legal responsibility to ensure that you have the right to work in the UK
before you can start working for us. If you do not have the right to work in the UK
already, any offer of employment we make to you will be conditional upon you gaining
it.

Application Process
To submit an application for this vacancy, please complete the job application form and
include a covering letter outlining your reasons for applying for the role. Please also
complete the College’s Equality and Diversity Form. These should be emailed to
[email protected]. The deadline for applications is 12noon on Tuesday 28 February.
Interviews will be held at Hughes Hall on Wednesday 8 March. We reserve the right to
call candidates for interview prior to the closing date so early applications are
encouraged.

Any information given will be processed for employment selection and statistical
purposes. You will find all the relevant data protection statements on page 7 of the
application form and at www.hughes.cam.ac.uk/about-us/foi-publications.

For an informal discussion about the post, please contact the Senior Tutor on
[email protected]. If you have any questions about the application
process, or require any reasonable adjustments either at interview or, if successful, in
the role itself, please contact the HR Manager on [email protected].