Corpus Christi College Cambridge

Job Description

Job Title: Head of Tutorial

Department: Tutorial

Responsible to: Senior Tutor

b: The Head of Tutorial oversees the efficient running of the Tutorial Office, ensuring tasks are completed on time and managing its staff. The role supports the Senior Tutor and Tutors with administration across aspects of the student lifecycle; implements policy and process improvements; and works closely with College departments (i.e., Accommodation, Admissions, Catering, Finance, Porters’ Lodge, Wellbeing) as well as various areas of the university (e.g., Faculties, Student Registry, Student Services Centre).

Duties and responsibilities:

1. Operational Management

Responsible for the smooth running of the Tutorial Office and its timely completion of tasks throughout the year. Duties include but are not limited to:

• Oversight of all arrangements for:

➢ Induction and matriculation of new undergraduates and postgraduates

➢ Exams: Tripos examinations and Lent Collections (see point 4 below)

➢ Ongoing tutorial support for students

➢ Ongoing administrative support for Senior Tutor and Tutors

➢ Awarding of grants, prizes and scholarships

➢ General Admission and graduations throughout the year

➢ Upkeep of student records in line with GDPR

Co-ordinate flow of information between the Tutorial Office, students, Tutors, Directors of Studies and other departments.

• Ensure college compliance with attendance monitoring and visa record requirements.

• Manage the Tutorial inbox, ensuring timely responses

• Identify efficiencies and improve administrative systems and processes wherever possible

Ensure the Tutorial Office is appropriately resourced for all administrative and event requirements

2. Staff Management

• Line management of the Tutorial Administrators

Arrange appropriate training for Tutorial Office staff including: CamSIS, CamCORS, Moodle, GDPR, ADRC-related, immigration-related, safeguarding and any mandatory training determined by the College.

• Conduct regular staff meetings; annual appraisals; and oversee staff leave

Recruit postgraduate students or other temporary staff as required (e.g. exam invigilation)

3. Tutorial Support and Guidance

Support the Senior Tutor/Deputy/ies in implementing updates and improvements to policy and processes in the Tutorial Office.

• Flag urgent or sensitive matters to the Senior Tutor and other key staff

Coordinate applications to the Exam Access and Mitigation Committee (e.g., intermission/disregarding terms, exam allowances, extensions, resuming study)

• Allocate Tutors annually/termly to students

Assist the Senior Tutor/Deputy/ies in providing guidance for new Tutors and help all Tutors in the handling of complex tutorial cases

• Advise Tutors on impacts of changes in their students’ circumstances (e.g., funding and accommodation)

Ensure all tutorial enquiries are dealt with promptly and efficiently

• Maintain and update Tutorial-related College website pages and Moodle sites

Monitor supervision reports submitted on CamCORS and flag any academic or welfare concerns to the Senior Tutor and/or relevant staff (e.g., Head of Wellbeing)

Coordinate support for students with disabilities with relevant teams (e.g., Accommodation, Catering, Porters’ Lodge, and Wellbeing) and ensure appropriate support and arrangements are in place with the Accessibility and Disability Resource Centre

Liaise with the Wellbeing and Accommodation Teams regarding tutorial-related matters that may impact a student’s wellbeing, studies, or accommodation arrangements

Coordinate with Admissions Team on the file transfer and matriculation for new students, including under-18s, Bridging Course, and early arrivals

Coordinate the organisation and delivery of inductions and matriculation/move-in for new students with key departments and members of the JCR and MCR Committee; including tailored support for new overseas students

Communicate regularly with JCR and MCR Committees including scheduling of and attendance at meetings with the Senior Tutor and/or the Deputy/ies

• Organise termly Joint Consultative Committee Meetings and prepare the agenda and minutes

4. Exam Administration

• Oversee communications on enrolments and verifications to students and Directors of Studies

Liaise with students about their exam arrangements and submit applications for Exam Access Arrangements on CamSIS

Coordinate with Directors of Studies to offer Collections (i.e. mock exams) in January to first-year students

Organise and schedule in-college exams where required, liasing with appropriate staff (e.g., Tutor, Director of Studies, Head of Wellbeing, College Nurse or Catering)

• Recruit, train, and organise invigilators and liaise with the Finance on payments

• Act as main point of contact for all exam emergencies, including Late Fallers

Collaboratively work with non-College staff and departments including the Faculties, the Examination Access and Mitigations Committee

Oversee the support, advice, and communications provided to all students sitting exams online via Moodle or Inspera

• Organise venues for alternative study spaces in consultation with Catering/Conference

Provide continuous tutorial coverage throughout the exam period, including Saturdays and bank holidays as needed

Liaise with relevant College departments to review overall exam timetable to enable operational work and minimise disruption

5. Finance and Funding

• Support the Senior Tutor and Finance Tutor on student finances, including internal/external funding awards.

Oversee the overall application/administration process of various funds (e.g., Travel Grants, Research Funds and Medical Bursaries)

• Work with the Head of Finance on setting the Tutorial budget

Working closely with the Admissions Tutor/Deputy on the administration, allocation, and advertising of postgraduate scholarships

Keep up to date with University funding and communicate to Tutors

Assist Tutors with applications to University funding bodies for financial assistance grants, overrun funding, or assistance with medical costs

Ensure the timely processing and recording of funds including travel, book and research grants and review/approve weekly payments requests to Finance

• Oversee regular confirmation to Student Finance bodies of students’ attendance

6. General

• Health and Safety

All staff must adopt a responsible and proactive attitude towards health and safety and to comply with any procedures as required by the College in order to ensure the health and safety of themselves, their colleagues and any other persons that may be affected by their actions. They must be prepared to undertake any training provided in relation to health and safety or which is identified as necessary in relation to their work.

• College Staff Values

To uphold the College Staff Values of Excellence, Collaboration, Respect and Creativity.

• Safeguarding

A commitment to safeguarding our students and staff and complying with the College’s policies related to this.

The above is not an exhaustive list and the post holder may be expected to undertake other related duties as required by the Senior Tutor. The list of duties may be subject to revision at the end of the probationary period.

Person Specification

Criteria	Essential	Desirable
Education/Qualifications
•Degree or equivalent	√
Knowledge/Experience
Relevant experience in a Higher Education environment	√
Demonstrable experience of managing a small team	√
Experience of working in Cambridge University or a CambridgeCollege		√
・Experience of working in a Tutorial Office		√
Skills
Excellent organisational skills, forward planning and prioritisation	√
Ability to solve problems and to troubleshoot	√
Accuracy and attention to detail	√
● Excellent written and verbal communication	√
Ability to manage own time effectively and to work underpressure	√
• Ability to work flexibly at time of high workload	√
IT Skills
• High level of IT skills, conversant with Microsoft Office Suite,particularly spreadsheets and online databases, and withsoftware such as Zoom, Teams etc.	√
● Proven ability to learn new systems quickly	√
Fluent user of CamSIS, CamCORS, and Moodle		√
● Experience of using web content management systems such asDrupal or WordPress		√
Personal Qualities
·Confident, positive outlook and strong sense of personalresponsibility and resilience	√
Excellent interpersonal skills, with the ability to communicate sensitively and effectively across diverse groups.	√
Enthusiastic with a genuine interest in working with differentstakeholders internally and externally	√
• Competent, creative with the ability to pick up processes quicklyand efficiently	√
Physical/Special Requirements
Due to the age and layout of the college, there are a number ofsteep staircases and areas of restricted access.	√
The role is subject to an enhanced DBs check.	√
Occasional evening or weekend work may be required to supportevents or urgent welfare concerns.	√

Issued by Department Head

…Name

…Signature

.Date

Accepted and Understood by Postholder

….Name

….Signature

….Date

This job description will be reviewed periodically when additions and amendments may be made.