Junior Dean

Salary: Please see honorarium section below

Contract: From 1 October to 30 th August

Department: Welfare

Reports to: Welfare Lead

Location: alliol College: covering Broad Street, Jowett Walk, Master’s Field and the Graduate Centre. Residing at Master’s Field.

Balliol College is one of the oldest in the University of Oxford and has around 800 students, 70 Fellows, 120 staff and 8,000 alumni. The resident community is composed of over 500 students, spread across three sites, with Lodges at Broad Street and Holywell Manor. This includes a postgraduate community of 225 students based around Holywell Manor and the Master’s Field, in addition to 300 undergraduates living in accommodation on Broad Street and Jowett Walk/Master’s Field.

The College is looking to appoint a Junior Dean, who will work as part of the existing Junior Dean Team under the guidance of the Welfare Lead, Dean, and other College Officers and staff, as part of Balliol’s Welfare and Decanal Teams. The core responsibilities of the Junior Deans are the same, covering both the undergraduate community and the Graduate Centre, to ensure the safety and welfare of the student community in such a way that every student can thrive to their full potential.

At Balliol, Junior Deans are College employees, who pursue their own academic careers and social lives. They are all junior academics, being either research students or in junior post-doctoral research positions in the wider University. It is a requirement of employment or continued employment that Junior Deans make good academic progress in their research 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. Junior Deans are therefore important members of the Welfare and Decanal teams and are expected to work as a team together and in supporting College Officers and staff.

The Junior Deans report to the Welfare Lead, and in their welfare role, they offer support to students and the community in several different ways.

To this end, the Junior Dean will undergo required training and inductions in October at the start of their contract and so should expect to be in Oxford and able to attend daytime training on multiple days that month. 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. Their prior experience and this training will make them 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, or other sources of assistance within the College, the University, the NHS and elsewhere.

Junior Deans also take instruction directly from the Dean in relation to disciplinary and related matters and act to enforce College rules about student behavior. For the most part, this enforcement involves light-touch actions such as closing down student events at night or requiring students to cease causing disturbance. They may also be asked to collect or supply information for the Dean and are expected to be able to do so reliably. Other, occasional, tasks relating to students may also arise.

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. The Junior Deans are expected to make themselves known to all these individuals at an early stage of their employment.

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.

Main Duties and Responsibilities

The role of the Junior Deans is to assist in maintaining the wellbeing 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 students who seeks help, and 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 University of Oxford Counselling Service. They are expected to have a good understanding of the other welfare options available at College, University, GP level and in the community, 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 expected or 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 equally in an ‘on call’ rota which operates between the hours of 7pm and 8am 365 days a year. There is one Junior Dean ‘on call’ each evening.

The Junior Deans are expected to work together as part of the Junior Dean team to ensure that under the supervision of the Welfare Lead, the Junior Deans work together to achieve a fair distribution of work.

When on call, Junior Deans must be available on a (college-supplied) phone and within 10 minutes of the relevant site

All Junior Deans will be required to agree any absences from Oxford ahead of time with the Welfare lead and any other relevant College Officers. Cover of the duties by other Junior Deans must also be available and arranged

Junior Deans will be required to be present at the annual Matriculation at the start of the Academic year (usually on Saturday of 1 st week in Michaelmas), bops, dinners, or other student events where the presence of one or more of the Decanal team is appropriate. All Junior Dean are required to be on duty for the Garden Party/Ball. Sometimes, this may be in addition to their rota duties. 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 the student Committee Members;
• be present at the allocated sessions during Freshers Week;
• attend the weekly Welfare Lead/Junior Dean meeting (weeks 0-9), meetings with 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 the “Meet the Junior Deans” brunches which are currently held on a Sunday morning (once a term);
• attend other occasional meetings related to the care of students or good order of the College. Within reason they are expected to make themselves available for such meetings, which are likely to take place during office hours in term;
• support lodge staff as appropriate, such as when a fire alarm is activated

In addition to these things, Junior Deans are expected to show a high standard of personal behaviour in for example, respecting the rules and traditions of the College, and to behave appropriately in all settings in College.

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

• This post requires applicants to have completed the Junior Dean training provided by the Oxford University Counselling Service (OUCS) prior to application;
• will, unless already qualified, attend a full ‘First Aid at Work’ course organised by the College within the first month of employment;
• unless already done so, attend the Mental Health Awareness: Supporting students in distress course which is run by the OUCS;
• attend training in the exercise of confidentiality and use of personal data in their roles;
• attend a Fire Awareness course provided by the College in 0 th week of Michaelmas Term (normally 2pm on the Wednesday)

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

Terms and Conditions

The College will not normally expect any Junior Dean to be in post for more than three years. This allows for community revitalisation, provision of opportunity to others, and to ensure that no student/Junior Dean dependencies are created.

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

The current annual figure is £2757 which includes the August 2026 “cost of living” adjustment. This is the full-year honorarium, and is pro-rated if the contract is for a shorter time period.

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

A hospitality allowance of £1200 shared between the Junior Dean team, 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.

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

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. Either the fleece or t-shirt must be worn on these occasions.

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

• Junior Deans must be active researchers within the University at junior post-doctoral level (e.g., Postdoctoral Fellow, JRF, etc.) for the duration of their employment. Those in more senior academic roles, or other kinds of role in the University are not eligible to be Junior Deans.
• 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 and willingness to take instruction from them.
• Good organisation and time-management skills.
• Willingness and ability to respond to the changing needs of Balliol’s welfare team, including changes to process and procedure.
• Experience of welfare or decanal functions in an academic environment
• Experience of fostering an inclusive and welcoming environment and tackling discrimination

DBS check

Undergraduate Junior Deans will be required to undertake an Enhanced DBS check.

Probation and notice

There is a probationary period of one term. On completion of probation, the notice period is 3 months.

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

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