Graduate Assistant

JOB DESCRIPTION – Graduate Assistant (more than one position is available)
(Fixed Term for 2026/2027 Academic Year)
Candidates are expected to spend time looking at the College website www.stclares.ac.uk which provides information about
 St Clare’s and the courses we offer

Title of Post

Graduate Assistant

JOB SPECIFICATION

Purpose of Role

This role is a perfect opportunity for a recent graduate looking to gain experience working
with young people. It is a multi-faceted role within a busy international boarding school
which  will  allow  the  right  candidate  to  develop  key  professional  skills  and  gain  valuable
work  experience.  The  role  will  involve  assisting  in  various  capacities,  and  in  various
departments, around the college as needed and according to interest and ability. A large
proportion of the role will be focused on looking after students in the boarding houses, as
well  as  contributing  to  the  wider  pastoral,  boarding  and  academic  life of  the  College  as
necessary.

The  principal  purpose of this role is to  assist  the college  in providing an  environment in
which students flourish, feel safe and secure, and fully engage with College life. You will
assist  the  Vice  Principal  Pastoral  and  work  closely  with  other  staff  in  various  areas  of
responsibility who maintain direct accountability for students and administrative tasks. You
will  also  provide  for  the  safety,  good  discipline  and  physical,  academic,  and  pastoral
wellbeing  of  all  students  in  the  College  and  Houses.  You  will  be  expected  to  operate
effectively as a communicator, an administrator and as a team member.

The duties and responsibilities shown below are not intended to be exhaustive and the post
holder will be expected to be flexible and to take on new responsibilities as necessary to
meet the changing needs of the College.

Reporting Structure  The Graduate Assistant reports to the Vice Principal Pastoral/Head of Boarding

Key Responsibilities

Boarding Duties:
•  To work with the other boarding staff to create a warm and friendly atmosphere within

boarding, fostering a happy community spirit

•  To help students learn the routines of the boarding house and assist with any problems.
•  To bring any concerns about the well-being of students to the attention of the Senior

House Parent/House Parent.

•  To support, help, induct and act as a positive role model to all students
•  To participate in the rota to ensure the boarders are suitably supervised
•  To uphold the rules of the House and pass on breaches of the rules to the Senior House

Parent/ House Parent.

•  To participate in the weekday, evening, weekend and overnight duty rota. Duties will
include  supervising  a  group  of  students,  helping  with  supervised  study  sessions,
bedtimes,  weekend  trips  and  activities,  and  providing  overnight  staff  cover  in  the
boarding house

•  To be actively engaged with students when on duty
•  To provide mentoring opportunities for all students as necessary and appropriate

To provide support in the administrative functions of the College, which may include duties
in some or all the following departments and teams:

Admissions Office
•  To gain knowledge of the full range of courses available across the college
•  To provide administrative admissions support by taking enquiries by email, telephone
and in person. This will involve supporting clients throughout the registration process:
responding  to  enquiries,  monitoring  or  inputting  student  data,  invoicing,  sending
joining and visa documents, advising on transfers, taking payments etc

Marketing Office
•  To  undertake  various  marketing  activities  as  directed  by  the  Marketing  and
Communications Manager to provide support to the marketing team at busy times

Academic Office
•  To undertake various administrative duties and responsibilities as needed throughout

the year and liaise with the relevant members of the team

Careers Office
•  To  undertake  various marketing  activities  as  directed  by  the  Head of  University  and

Career Counselling to support the careers/university guidance team

Other Duties:
•  To liaise with the school nurse to ensure that appropriate medical and first aid care are

administered to students

•  To be ‘on call’ at agreed times when you may be asked to escort students to emergency

medical appointments

•  To  be  trained  in  the  administration  of  medication  and  to  dispense  non-prescription

medication as required

•  To attend meetings and major college events as required
•  To cover absent colleagues

While every effort has been made to describe the main duties and responsibilities of the
post, each individual task necessary for the successful performance of the role may not be
specifically  identified.  The  Graduate  Assistant  may  therefore  be  required  to  undertake
other tasks and duties that are commensurate with the grade and nature of the role and/or
in the reasonable discretion of the College.

PERSON SPECIFICATION
The successful candidate will have demonstrated the following essential (E) or desirable (D) skills and experience:
Education and
qualifications
Knowledge, skills
and experience

•  Educated to degree level or undertaking a degree level qualification (E)

•  Able to follow instructions reliably and efficiently (E)
•  An understanding of safeguarding requirements (D)
•  Flexible and adaptable approach with a ‘can do’ attitude (E)
•  Strong attention to detail (E)
•  Proven administrative skills and good IT literacy (E)
•  Proven experience of flexibility, a willingness to undertake a variety of tasks and to

cope with changes in requirements (E)

•  Good written and verbal communication skills and the ability to listen (E)
•  Ability to work both as part of a team or also independently (E)

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Personal skills and
attributes

•  Ability and willingness to work in a multi-cultural environment.
•  Comfortable with a varied and changing role to the job spec.
•  Able to remain calm and professional at all times.
•  Caring and sensitive to the needs of all students
•  Cheerful and a good sense of humour
•  Outstanding communicator
•  Willingness to get involved.
•  Passionate about understanding the needs of the students and dedicated to boarding
•  Flexible and responsive to changing circumstances
•  Physical and emotional stamina
•  A commitment to the principles and practice of keeping children safe in education

Terms of
Employment

Full time, fixed term contract for the 2026/27 academic year i.e. from the end of August
2026 to end of June 2027.

TERMS AND CONDITIONS

A temporary role starting after Easter 2026 until the end of the summer term (25th June
2026) is also available.

Place of Work

139 Banbury Road, Oxford, OX2 7AL

Hours of Work

Hours of work will depend on the rota but will be average 35 hours each week.  The actual
hours  of  work  will  vary  according  to  the  needs  of  the  College  and  will  be  published  in
advance in the boarding staff rota.  There is a requirement to work evenings and weekends.

Public/bank holidays which occur during college terms may be working days.

Salary

The  current  salary  for  the  duration  of  the  contract  is  £17,963  (pro  rata  of  £23,951  per
annum) paid in equal monthly instalments from September 2026 to June 2027 inclusive.

Salaries are reviewed annually with any increase normally effective from 1st September.

Accommodation

Onsite accommodation will be provided.

Holiday

Pension

Holiday is calculated based on pro rata of statutory leave entitlement of 5.6 weeks inclusive
of the normal public holidays.  As this is a term time only appointment, pro rata holiday is
built into the periods when the college is closed to students i.e. holiday should not be taken
in term time.  The College holidays are typically the October half term, Christmas, February
half term and Easter period.

A  contributory  pension  is  offered  through  St  Clare’s  group  personal  pension  scheme,
following  a  3-month  deferment  period.  The  employer  pays  10%  of  gross  salary  and  the
employee pays 5%. Employee’s contributions above 5% may be made, but do not attract a
matching contribution from the employer.

Other Benefits

•  A free lunch is provided in the College dining hall on working days and when students

are in residence
•  Season ticket loan
•  Cycle to Work scheme
•
•  Subsidised gym membership
•  Employee Assistance Programme

Life Assurance

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References and Pre-employment Checks
St Clare’s is committed to safeguarding and promoting the welfare of children and expects all staff and
volunteers to share this commitment.  All offers of employment and contracts are issued subject to satisfactory
references and outcomes on all necessary pre-employment checks including DBS records and establishing the
right to work in the UK.  Some or all of these checks may have been undertaken before an offer is made.
Under the National Minimum Standards for Boarding Schools, we are required to follow the guidance in Keeping
Children Safe in Education and undertake additional checks on employees.
Full written references and phone references on quoted references may be obtained before or
after interview.  One referee must be your current or most recent employer.  References must
also include the last place of employment where you worked with children or vulnerable adults.
References from friends or relatives will not be accepted.  Please ensure referees know they
will be contacted and will respond promptly.

References

Identity, right
to work and
qualifications
Police checks/
DBS

Original  documents  confirming  proof  of  identity,  right  to  work  in  the  UK  and  relevant
qualifications will be required.

Police  checks/Disclosure  and  Barring  Service  checks  will  also  be  undertaken  for  which
employee/prospective  employees  are  required  to  provide
information  and  consent.
Candidates who have lived and worked abroad in the last five years will be required to seek
good conduct references, or the equivalent, from the countries in which they worked, as a pre-
requisite of employment.

Health
questionnaire

Satisfactory completion of a health questionnaire.

HOW TO APPLY

Applications

Applications must be made using the College’s standard application form which can be found
on the College website at www.stclares.ac.uk/recruitment.

CVs will only be accepted if accompanied by a St Clare’s application form.

Email

Applications must be submitted by email to recruitment@stclares.ac.uk

Contact us

Email: recruitment@stclares.ac.uk         Telephone:  01865 552031

Deadline for
applications

Closing date 9am on Friday 13th March 2026

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