Professional services and University administration

Enquiries: 01865 (2)70108

Email: academicadmin.comms@admin.ox.ac.uk
Website: academic.admin.ox.ac.uk/about/aad

Postal address: Academic Administration Division, University Offices, Wellington Square, Oxford OX1 2JD

Academic Registrar: Saira Shaikh

Executive Assistant: Camille Rougelot

The Academic Administration Division (AAD) is the University’s group of services focused on students and learning. The AAD provides the support and information that students need to thrive in their academic and personal lives. It works with staff and students across the collegiate University to support students from before they join Oxford until they leave. In particular it focuses on student recruitment, student services, student administration and educational policy.

The Academic Registrar reports to the Registrar.

The AAD’s sections are:

Careers Service

Works across the University to help students develop their employability skills and make the best informed decisions. They also work with recruiters to promote opportunities.

• Website: www.careers.ox.ac.uk

Education Policy Support

Develops the University’s education policy and manages quality assurance.

• More information on Education Policy Support

Graduate Admissions

Oversees the graduate admissions process, supporting applications, departments and colleges.

• More information on Graduate Admissions

Language Centre

The language hub for all Oxford students and staff.

• Website: www.lang.ox.ac.uk

Centre for Teaching & Learning

Provides advice and guidance on course design, adopting technology and digital resources, and assisting in pilots of new teaching methods.

• Website: www.ctl.ox.ac.uk

Sport

Provides all sports facilities, services and opportunities to the great University community.

• Website: www.sport.ox.ac.uk

Student Fees and Funding

Supports prospective and current students and the collegiate University on all aspects of fees and funding.

• More information on Student Fees and Funding

Student Systems

Development and support of core IT systems for academic administration.

• More information on Student Systems

Student Registry

Oversees student records, University examination and assessments, data analysis and reporting, degree ceremonies, student information, and visas and immigration.

• More information on the Student Registry

Student Welfare and Support Services

Responsible for student welfare provision across the University.

• More information on Student Welfare and Support Services

Undergraduate Admissions and Outreach

Provides a central undergraduate admissions service for colleges and applicants.

• More information on Undergraduate Admissions and Outreach

Proctors’ Office

Upholds legislation, policy and practice by scrutinising governance and operations.

• Website: www.proctors.ox.ac.uk

Enquiries: 01865 (6)11530

Email: enquiries@devoff.ox.ac.uk 
Websites: 

• www.development.ox.ac.uk (fundraising) 
• www.alumni.ox.ac.uk (alumni engagement)

Postal address: Development and Alumni Engagement, University Offices, Wellington Square, Oxford OX1 2JD

Chief Development and Alumni Engagement Officer: Liesl Elder
Senior Executive Assistant: Amanda Mitchell

Executive Director of Development: Antony Green
Director of Advancement Operations: Kate Lawton

Director of Global Philanthropy: Dr Liz Miller

Interim Director of Alumni Engagement: Claire Grainger

Development and Alumni Engagement’s  (DAE) mission is to help secure philanthropic support for the University, and build an engaged, informed and active alumni community. Through working in partnership with academic, development, and alumni colleagues throughout the collegiate University, DAE builds enduring relationships with external constituencies – including alumni, non-alumni, corporate and foundation donors – and increases financial support for agreed academic priorities.

As one of the central administrative departments of the University, DAE collaborates closely with a number of other units and teams, particularly Public Affairs, Finance, Research, and Legal etc. 

In 2019, the University and the colleges completed the Oxford Thinking Campaign, which raised £3.34bn, and is the most successful fundraising campaign in higher education in Europe. The University is currently planning its next major campaign, and all members of DAE will play a role in helping realise its successful delivery.

In addition to front-line fundraising and alumni engagement staff, DAE has a number of teams that cover particular support functions. These include:

• Donor Relations
• Events
• Prospect Research
• International Engagement
• Development and Alumni Relations Systems (DARS) (which supports the Development and Alumni Relations database)
• Communications
• Marketing and Insights

DAE works closely with the Gift Registry, part of the Finance Division, which records and processes donations received by the University and on behalf of colleges. In addition, there are four overseas offices whose remit includes development and alumni engagement; these offices are located in North America, Japan, Hong Kong, and Switzerland.

DAE is led by Liesl Elder, Chief Development and Alumni Engagement Officer, who reports to the Vice-Chancellor.

Enquiries: 01865 (2)78750
Email: estates.reception@admin.ox.ac.uk

Website: estates.admin.ox.ac.uk

sustainability.admin.ox.ac.uk

travel.admin.ox.ac.uk

Postal address: Estates Services, The Malthouse, Tidmarsh Lane, Oxford, OX1 1NQ

Director of Estates: Trevor Payne
PA to the Director of Estates: Anna Gaw

Estates Services is responsible for the management and strategic development of the University’s functional and commercial estate comprising 443 buildings and the infrastructure associated with them. The University’s functional estate covers more than 260 buildings – and spaces between them – that are used for specialist research, teaching laboratories and lecture halls, sports facilities, libraries and museums, and administrative and ceremonial activities. Over 180 other properties in and around Oxford form the commercial estate which includes accommodation for the University’s graduate students as well as office space, warehouses, and agricultural land and property.

The day-to-day responsibilities of Estates Services include: the management of the University’s capital building programme – aimed at delivering world-class new buildings; planned and reactive repairs and maintenance including upkeep of some of the finest buildings in the city; facilities management for a growing number of University buildings and departments; the provision of key central services such as the mail room and reprographics services; maintaining a safe and secure physical environment for staff, students and visitors; the allocation of space for departmental use; property acquisitions, disposals and leases; managing accommodation for graduate students; conserving Wytham Woods and the University Parks, and managing gardens and landscapes across the estate; developing and implementing carbon reduction strategies across the University, and helping staff and students to make sustainable workplace and travel choices.

The Director of Estates reports to the Registrar.

Enquiries: 01865 (6)16131

Website: finance.admin.ox.ac.uk

Postal address: Finance Division, University of Oxford, 23-38 Hythe Bridge Street, Oxford, OX1 2ET

Chief Financial Officer: Mr Simon Boddie

The Finance Division interacts with a wide range of officers on financial issues, including those at Oxford University Press and Oxford University Innovation. The Division also advises Council and other relevant University bodies on financial strategy; prepares the University’s financial statements, its operating plans and forecasts; and has oversight of the capital planning process and treasury management.

The Finance Division provides advice and information on financial matters affecting all University departments, divisions and subsidiary companies. The Division comprises a range of support services, including:

• financial operations: purchasing, supplier payments, payroll and expense payments, petty cash, accounts receivable, financial systems and training;
• financial reporting: management and statutory accounts, subsidiary company accounts, research accounts and gift registry;
• financial support: divisional teams, financial training, financial assurance and communications; and
• professional services: purchasing, treasury, insurance, tax and pensions.

The Finance Division operates both through specialist teams in the shared service centre in Hythe Bridge Street and dedicated divisional finance teams based in each divisional office.

Through the Financial Systems Support Centre, the Division also provides technical support and finance training to users of the Oracle Financials accounting system.

The Chief Financial Officer reports to the Vice Chancellor.

Enquiries: 01865 (2)80417

Email: international.engagement@admin.ox.ac.uk
Website: https://www.ox.ac.uk/about/international-oxford/international-engagement-office

Postal address: International Engagement, University Offices, Wellington Square, Oxford, OX1 2JD

Director of International Engagement: Nina Tomlin
Office Administrator: Vicky Taylor

The International Engagement office aims to combine its expertise in higher education internationalisation and its analytic ability with other departments’ specialist expertise in order to identify opportunities and develop international activity. The work of the office includes designing initiatives and policy to secure Oxford’s international goals; collecting, creating, storing, analysing and publishing data on aspects of international activity; identifying, analysing and summarising international opportunities and risks for the University; coordinating country and regional networks and drafting international collaborative agreements; and arranging visits to Oxford by international partners and advising on foreign travel by senior University staff. Almost all of the International Engagement office’s activities are carried out in collaboration with other University departments.

IT Service Desk: 01865 (6)12345

Technical enquiries: www.it.ox.ac.uk/want/help

Website: www.it.ox.ac.uk

Postal addresses:
IT Services, Dartington House, University Offices, Wellington Square, Oxford OX1 2JD (administrative address)
IT Services, 13 Banbury Road, Oxford, OX2 6NN

Interim Chief Information Officer, Head of IT Services: Stuart Lee
PA to the Chief Information Officer: Carol Steels

IT Services is the central IT department dedicated to supporting the University of Oxford in its mission as a world-leading research and teaching university. The work of IT Services is wide-ranging and diverse: as well as the core IT systems, tools and services that keep the University running day-to-day, IT Services provides innovative services and projects to support teaching, research and widening engagement.

Delivery of IT services across the collegiate University is a collaborative activity requiring partnership between central IT, the academic divisions, departments and colleges, to implement the University’s IT Strategic Plan. IT Services partners with business services to deliver programmes of change to support effectively the administrative operation of the University.  

The Interim Chief Information Officer, Stuart Lee, reports to the Registrar.

Enquiries: 01865 (2)70126
Email: lsoweb@admin.ox.ac.uk

Postal address: Legal Services, University Offices, Wellington Square, Oxford  OX1 2JD;
(for property matters, planning and construction issues): Legal Services, Estates Directorate, The Malthouse, Tidmarsh Lane, Oxford OX1 1NQ

Director of Legal Services and General Counsel: Andrew Mackie 
Office Manager & Executive Assistant: Gemma Jacobs

The Legal Services Office provides legal advice across the University and to all the University's subsidiary companies over a wide area, including joint ventures; commercial law; competition law; procurement; risk management and insurance; finance; banking; tax; governance; education law; employment; student issues; harassment; discrimination; conflict of interest; trusts; data protection; freedom of information; intellectual property; real property; planning; construction; and the environment. Although it does not advise individuals in their private capacities, it may act where there is a University interest in an individual’s case.

The Director of Legal Services reports to the Registrar. He and his legal colleagues also liaise with the Conference of Colleges Legal Panel on issues of relevance to the collegiate University as a whole, but they do not act for the colleges.

Enquiries: 01865 (2)70008

Email: council.sec@admin.ox.ac.uk

Website: governance.admin.ox.ac.uk

Postal address: Council Secretariat, University Offices, Wellington Square, Oxford OX1 2JD

Director of Planning & Council Secretariat: Antony Willott

PA to the Director of Planning and Council Secretariat: Martina Harley

The Planning and Council Secretariat team are responsible for supporting the University’s Governance processes including Congregation and Council and its committees. The team is also responsible for the University’s annual planning process, for capital planning and for the University’s strategic plan and its implementation. Our resource allocation section operates the Joint Resource Allocation Mechanism (JRAM), which allocates teaching and research income to departments and colleges, and the Service Charge and Space Charge which apportions central overhead costs.

In addition we maintain the University statutes and regulations, oversee the University’s Trusts and manage congregation and convocation elections.

Governance team

The Governance team in Planning and Council Secretariat is responsible for matters relating to the University’s governance, including the servicing of Council and a number of its committees, including the General Purposes Committee, and meetings of Congregation.

The team maintains the University’s statutes and regulations and is responsible for a wide range of other areas of work, including elections by Congregation and Convocation, and the maintenance of Congregation membership.

University’s Trusts and manage congregation and convocation elections.

Focus

Focus is the University's change and continuous improvement team. It works on a range of activities including services reviews, projects and consultancy, to support the University’s professional services strategy and empower staff to shape better ways of working.

The Focus team partner with faculties and departments, to collaborate and enable improvement activities using proven tools and methodologies.

Email: research.services@admin.ox.ac.uk

Website: researchsupport.admin.ox.ac.uk

Postal address: Research Services, University Offices, Wellington Square, Oxford, OX1 2JD.

Director of Research Services: Dr Stephen Conway 
Executive Assistant to the Director of Research Services: Tiffany Gardner

Research Services works with Oxford’s researchers, divisions, departments, collaborators and funders to facilitate world-class research.

Research Services' responsibilities include providing advice and information on funding opportunities, supporting major bids, reviewing and authorising applications, accepting new awards, sponsor liaison, negotiating research-related contracts, advising on the costing and pricing of research, clinical trials governance, human research ethics and research integrity, facilitating intellectual property management, regional partnerships in research and innovation, fostering public engagement with research, supporting the work of the Research Committee and related groups, and helping to profile the impacts of Oxford research. 

The Director of Research Services reports to the Registrar.