Tutorial Office Manager & Senior Tutor’s Assistant

Tutorial Office Manager & Senior Tutor’s Assistant

Job Description

Department:

Tutorial

Reports to:

Senior Tutor

Working pattern:

Full time, 37.5 hours per week

Contract:

Permanent (subject to probationary period)

Purpose of the role

The post holder will be responsible for managing the work of the Tutorial Office team to ensure the
accurate and timely administration of all process concerning the admission and support
undergraduate and graduate students.  The post holder will also oversee administrative assistance
to the Senior Tutor and Tutors.

The post holder will ensure the efficient handling of general enquiries concerning academic and
pastoral matters from students, Fellows, University and College staff and members of the public;
working with the admissions team as well as with the Bursary (finance office), and the Alumni and
Development Office as necessary.

The post holder will be required to be familiar with, and work in accordance with, the College’s
policies and procedures.

The role description below incorporates a combination of activities that the current Office Manager
undertakes directly and those that the post holder oversees and that are delivered by the Tutorial
Office team. The term ‘student’ encompasses both undergraduates and postgraduates and, in the
latter case, both full and part-time students.

Selwyn was founded in 1882. It is a College with high academic ambitions and a strong sense of
community. Set in some of Cambridge’s most extensive and beautiful gardens and situated at the
geographical heart of the modern University, it is a short walk or cycle ride from the city centre.
Further details about the College may be found by visiting our website: www.sel.cam.ac.uk . The
College is an educational charity that comprises around 700 students, of whom over half are
undergraduates. The postgraduate community comprises both part- and full-time students. There
are some 65 Governing Body Fellows across the range of academic disciplines offered in the
University, numerous Emeritus Fellows, Research and Teaching Associates, and approximately 120
non-academic staff. We are proud of the diversity we see in the College today and of our
commitment to equality in gender, ethnicity, sexuality and disability. Selwyn is diverse and
cosmopolitan, tolerant and welcoming.

Tutorial Office Manager & Senior Tutor’s Assistant JD – March 2026

Key duties and areas of responsibility:

•  Supervise and ensure the smooth running of the Tutorial Office and Admissions Office,

including the appraisal process (jointly with the Senior Tutor), record-keeping, overseeing
the collation and dissemination of key information to relevant departments and individuals
as the academic year progresses. Ensuring that members of the team have access to
necessary training.

•  Work with the rest of the Tutorial team to provide administrative support and secretarial

support for the Senior Tutor and administrative support for the Tutors, Deans and Directors
of Studies. This will include oversight of the preparations for each new academic year,
records of such things as Student Support Documents, the Cambridge Bursary Scheme and
arrangements for new students’ integration. It will also involve assisting the Senior Tutor in
allocating each student an appropriate Tutor and Director of Studies; maintaining the
CamCors supervision reporting and Tutor/DoSbook systems used to set up student
meetings by academic colleagues; ensuring the dissemination to Directors of Studies and
Tutors of examination results published by the University;  and providing information to the
Fellow for Rooms to inform the annual allocation of accommodation.

•  Oversee the coordination of the recording of students’ academic performance for note by the
College Council and for publication more widely, and the communication to students of the
awards of Scholarships and Prizes. Supporting the Senior Tutor and Fellow for Grants in the
running of the travel grants processes. Recording information regarding the hours taught
termly by University Teaching Officer Fellows.

•  Work with the Tutorial Office team to provide incoming students with necessary

information and to ensure their completion of the online registration process and organising
online matriculation and matriculation events. Coordinate and organise the maintenance of
student records in CamSIS, ensuring that passport and visa information for overseas
students is recorded and shared according to statutory requirements and that any
monitoring requirement is fulfilled.

•  Oversee the examination entries for each student and the verifications process along with

confirmation to students of their entries. Engage with students who may require
adjustments to sit their examinations. Supporting such students, whether taking exams in
College or in central venues, and arranging the small number of examinations taken in
College, drawing up a timetable to ensure invigilation cover for examinations in College,
booking rooms and liaising with other departments around examination arrangements.

•  Ensure that where appropriate undergraduates apply to take their examinations with

adjustments, liaising with the Board of Examinations, the Tutor and the candidate – entering
the appropriate information in CamSIS and sending evidence to the Secretary of the
Examination Access and Mitigation Committee. Supporting Tutors and the students in
making applications to the University for exam allowances.

•  Lead the Tutorial Office team in supporting the Praelector in matters connected to

Graduation and ensuring that all graduands receive their Official Transcript, as issued by
the University. The Tutorial Office team is also responsible for generating official transcripts
from CamSIS.

•  Provide secretarial support for the Dean and Assistant Dean

Tutorial Office Manager & Senior Tutor’s Assistant JD – March 2026

•  Attend the regular meetings of Heads of Department. Liaising regularly with the College
Nurse on pastoral matters, co-operate closely with other departments, in particular the
Bursary, the Catering Department, the Library, the Accommodation Officer, the Health and
Safety Officer and the Porters Lodge and the IT department.

•  Liaise as necessary with the Development Office and in particular assist in the updating and

production of the annual Calendar which is distributed to all members of the College.

•  Liaise as necessary with the central offices of the University, in particular Student Registry,

the Board of Examinations, the Secretary to the Examination Access and Mitigation
Committee and the Access and Disability Resource Centre; and with other Colleges, notably
through the Tutorial Forum.

•  Having assisted the Tutors in ensuring that all those who are eligible, apply for a Cambridge
Bursary, thereafter liaising with the Student Registry and the Student Loans Company in the
administration of the scheme.

•  Production of the termly Residence Certificate to be signed by the Master and submitted to
the University Registry. Liaison with the Student Loans Company, NHS Business Services
Authority concerning clinical medical students who are eligible for an NHS Bursary, the
University International Students Office, non-U.K. student funding bodies, ensuring the
students register with a Cambridge GP,

•  The post holder will be expected to participate in training designed to minimise

occupational risks.  This may include manual handling training, safe use of Display Screen
Equipment and other training as advised by the College

•  To undertake any other duties as reasonably instructed by the Senior Tutor, and as

appropriate to the role

This job description may be subject to change, following consultation with the post holder, in the light of
changing College and University procedures and in the light of the post holder’s experience.

Requirements and person specification:

The person we appoint will have:

•  A strong capacity for leading, motivating and fitting into a close- knit team; a very strong
organizational ability; a capacity for planning and the ability to delegate effectively

•  Experience that demonstrates their capacity to manage multiple strands of business

simultaneously and to liaise effectively with others in the wider College environment

•  A capacity to build and maintain good working relationships with a range of colleagues will
be crucial, as will the skills of sympathy and empathy in dealings with students and in
working with a small team and maintaining their morale

•  Excellent communications and interpersonal skills, written and spoken English

•  Attention to detail

Tutorial Office Manager & Senior Tutor’s Assistant JD – March 2026

•  A willingness to assist team members with their duties and to work flexibly as well as to

tight deadlines under pressure

•  Discretion at all times and sensitivity when dealing with personal, financial, or otherwise

sensitive and confidential matters.

•  Reliability and ability to work unsupervised

•  A willingness to learn new skills and particularly to gain expertise as required for the

smooth management of educational and pastoral support for the College

•  Conscientiousness and a desire to provide service of the highest quality for the College

We also hope to appoint someone with:

•  An A Level (or equivalent) education, or preferably degree level

•  A calm manner and ability to communicate clearly under pressure

•  Previous administrative experience of the University of Cambridge or of another Cambridge

College

•  Experience of the CamSIS database or of other Oracle software or database package.

•  A balance of initiative, self-discipline, high personal standards and people skills to establish
a friendly yet authoritative rapport with Fellows, students, colleagues and external visitors
or partners

•  The ability to interact well with a range of people, a good telephone manner, courtesy and

diplomatic skills under pressure

•  A desire to innovatively manage and (re)form processes or streamline systems for better

productivity

•  A clear understanding and practical experience of GDPR requirements

•  An ability to manage change

If you do not meet all the criteria, don’t be deterred from applying if you feel this role is for you. You may have
other relevant skills and experience which would prove valuable in this role.

Tutorial Office Manager & Senior Tutor’s Assistant JD – March 2026

Where you fit in the structure:

Senior Tutor

Tutorial Office
Manager & Senior
Tutor’s Assistant

Admissions Tutors

Admissions Officer

Postgraduate
Officer

Tutorial
Administrator

Tutorial
Administrator &
Praelector’s Assistant

Northern Schools
Liaison & Outreach
Officer

Schools Liaison &
Outreach Officer

College Fellow(s)

Reporting line

Head of Department

Secondary reporting line

Staff Member(s)

Tutorial Office Manager & Senior Tutor’s Assistant JD – March 2026