Part-time Academic Projects Officer

University Grade 5 £26,390 p.a. – £30,688 p.a. (inclusive of Oxford University Weighting Allowance)
Part-time, 30 hours per week (0.8 FTE).
Permanent
Closing date: Wednesday 8 July 2026 at 12:00

The Academic Projects Officer will support the delivery and development of the college’s academic initiatives. Based at Green Templeton College and working closely with colleagues across the College, the postholder will help ensure that academic activities are delivered efficiently, communicated effectively, and maintained to a consistently high professional standard.

The postholder will be responsible for the coordination of the Management in Medicine programme and other events and activities within the college’s wider programme, from initial planning and speaker liaison, through to successful delivery across both in-person and online formats. They will be responsible for supporting the day-to-day administration of the academic projects office, coordinating meetings and events, supporting communications and funding applications, and maintaining and updating the college’s database systems

While some remote working will be possible, this is primarily an on-site role due to the nature of the work and the need to support in-person activities and events. The role will also require limited evening and Saturday morning working.

The post-holder will be responsible to both the Fellowships and Academic Projects Manager and the Academic Projects Manager, depending on the project or activity; and will be line managed by the Fellowships and Academic Projects Manager. The post-holder will also work alongside a Fellowships Administrator and a Student and Academic Programmes Officer.

Key Tasks and Major Responsibilities

For each academic project assigned, provide administrative support and assistance to the relevant project leader, including but not limited to:

• Supporting the delivery of the college’s portfolio of academic initiatives and events across in-person, online, and hybrid formats; including workshops, seminars, lectures, webinars and conferences.
• Supporting the delivery of the college’s programme of high-profile lectures and speaker events, including liaising with fellows, distinguished guest speakers, and external partners, and ensuring events are delivered to a consistently high professional standard.
• Coordinating the administration and logistics of events from planning through to delivery. This includes scheduling dates, booking rooms and catering, arranging signage and refreshments, managing invitations and registrations, liaising with speakers and attendees, arranging travel and accommodation where required, and providing on-the-day support for both in-person and online events. Evening and occasional weekend attendance will at times be required.
• Setting up, hosting, and managing Teams/Zoom meetings and webinars, providing technical and administrative support to speakers and participants, and ensuring the smooth delivery of virtual and hybrid events.
• Arranging Steering Group and other project meetings, including scheduling, preparing agendas and papers, and taking and producing minutes.
• Working with the College’s Communications team to support the promotion of academic initiatives through drafting and coordinating promotional materials, updating websites and mailing lists, distributing event summaries and reports, and helping to maintain a strong external profile for programmes and events.
• Supporting fundraising and partnership activity by researching prospective funders and corporate partners and assisting with the development of relationships with funders.
• Maintaining Academic Projects data within the college database, including managing project mailing lists, updating records, supporting reporting processes, undertaking data cleansing, and ensuring compliance with GDPR requirements.
• Supporting the administration of the Management in Medicine accredited programme, including liaising with speakers, students, and external providers; administering attendance and online payments; collating reflective reports; arranging certificates; and maintaining communication with the accrediting body and steering committee.
• Working collaboratively with colleagues across the Academic Projects Office and wider College to support the successful delivery of the College’s academic activities and provide additional administrative support as required.

Person Specification

Essential

• Educated to A-Level standard or equivalent, or demonstratable relevant professional experience
• Strong administrative, events co-ordination and/or project management experience
• Ability to communicate confidently with a wide variety of people including Fellows, other college staff, students, University administrators and members of the public.
• Ability to work calmly under pressure, prioritising work and meeting deadlines
• Excellent organisational and time management skills
• Strong interpersonal skills and confidence working with senior stakeholders and external partners
• Ability to work independently and flexibly as a member of a small team
• Strong IT skills including use of databases, Microsoft Office packages, and management of websites
• Experience using online event meeting platforms such as Teams and Zoom for events
• Good written and verbal communication skills for both academic and non-academic audiences
• Experience in handling confidential information together with the ability to use tact and diplomacy when called for
• Attention to detail and record-keeping
• Service-oriented approach
• Creative approach to problem solving
• Flexible and able to work occasional evenings and weekends

Desirable

• Experience of working in the Higher Education sector
• An interest in the themes, topics, and areas of research and practice explored through the college’s academic initiatives and events
• Experience using audio-visual (AV equipment) such as screens, microphones and cameras
• Knowledge of research funding application processes
• Knowledge of marketing and promotion
• Experience of website development
• Good understanding of database good practice around GDPR

Green Templeton welcomes applications from people from all sections of the community and are particularly encouraging those from diverse groups, such as LGBTQ+ and Black, Asian and Minority Ethnic candidates, who currently are under-represented in the college staff team.

Green Templeton recognises that the actions and choices of our community have a huge impact on the college’s environmental footprint, and are committed to embedding sustainable thinking throughout its operations.

Terms and Conditions of Employment

Reporting

Fellowships and Academic Projects Manager

Hours

30 hours per week, work pattern to be agreed.

Location

The role will be based primarily at Green Templeton College, 43 Woodstock Road, Oxford, OX2 6HG. Home working is available for one day per week, if desired, after successful completion of the 6 month probationary period.

Holiday

Pro-rata of 38 days per annum (including Bank Holidays and college closure days).

Pension

The post is pensionable and the post holder is eligible for membership of the OSPS (Oxford Superannuation Pension Scheme) contributory pension scheme.

Other benefits

• Eligibility for Oxford Colleges Healthcare Scheme (paid by employee through salary deduction)
• Enhanced maternity pay
• Sick pay, related to length of service, rising to six months full pay and six months half pay after five years
• Interest-free travel to work loan
• Parking is currently available on a first-come first-served basis (this is not a contractual right for staff and it may be removed at any time)
• Free lunches are provided when the kitchens are open
• Use of college sports facilities including tennis, squash, punt and gym
• University Card giving free access to the Oxford Botanic Garden and Arboretum, libraries and other college gardens (by appointment)

Green Templeton College is an independent employer and does not automatically apply University of Oxford employment terms and conditions or policies.

Recruitment Timetable

Application closing date

Wednesday 8 July 2026 at 12:00

Interview (in person)

Interviews are scheduled to take place in w/c 20 July, in person, and as there are several people on the interview panel, it will not be possible to reschedule this date. Applicants are welcome to telephone or email to check the progress of their application.

How to apply

Please submit the following to hr@gtc.ox.ac.uk by Wednesday 8 July 2026 at 12:00

• CV providing details of relevant achievements as well as your professional and educational history.
• Covering letter summarising your interest in this post and providing evidence of your ability to match the criteria outlined in the Person Specification.
• Details of your latest salary, notice period and names and contact details of two referees. Green Templeton will assume that it is free to approach referees at any stage of the application process unless the applicant states otherwise.
• A Diversity Monitoring Form, which will assist us with monitoring equal opportunities in recruitment. We can assure you that the information given is kept separately from the information used in recruitment decisions; that all information is strictly confidential, used purely for statistical purposes and to ensure that policies are being applied fairly.

We would encourage candidates to ensure that their covering letter addresses the essential criteria, in particular the knowledge, experience and skills criteria.

Data Protection

All data supplied by applicants will be used only for the purposes of determining their suitability for the post, and will be held in accordance with the principles of the Data Protection Act 2018 and the University’s Data Protection Policy.

Travel Expenses

The college will reimburse receipted travel expenses to interview at the rate of a second-class rail fare, within the UK.