Job Description
The PA to the Bursars will be responsible for providing high quality, effective secretarial and administrative support to the Bursar and the Domestic Bursar and will play a key role in enabling the Bursars to conduct their College business in an efficient and timely manner. The PA will support the day-to-day work of the Bursars, which will entail dealing with a wide range of matters, sometimes of a sensitive, highly confidential and/or urgent nature. It is essential that the PA can manage his/her own work and working practices, as well as to develop effective and successful working relationships with both academic and non?academic colleagues. The PA must also have excellent organisation skills and meeting management to support the Bursars in various College committees (see below), including scheduling, preparing agendas and sharing papers with committee members in good time. In particular, they must also be able to take notes and write up detailed minutes in the College's style of writing minutes and distribute accordingly.
- In addition to supporting the Bursars, the PA will provide limited administrative support to the Master of Common Room as required. This will include:
- In conjunction with the Master of Common Room, preparation of the agenda for SCR meetings (two per term), drafting and circulation to the SCR of the finalised meeting minutes. Preparation of letters to newly elected SCR members for signature by the Master of Common Room.
- Updating of the SCR Handbook for uploading onto the College's internal websites (SharePoint / Intranet) ready for the start of the new academic year in October annually.
- Updating of SCR email distribution list at the start of each term.
- Provide secretarial and administrative support to the Bursar and Domestic Bursar:
- Manage diaries on behalf of the Bursars; this will include checking availability, confirming attendance and ensuring any meeting papers are in their possession in good time for the meeting. Ensure diaries are updated with standing College/University meetings at the start of each academic year.
- Organise ad hoc meetings; this will include the booking of meeting rooms, along with any catering and AV requirements.
- Field telephone calls, and deal with incoming enquiries as appropriate, particularly in the absence of the Bursar or Domestic Bursar.
- Respond to routine correspondence.
- Administer certain Committee meetings: in conjunction with the Bursars, College Accountant, Management Accountant and Property Executive, produce agenda and supporting documentation for a number of Committees, ensuring the timely distribution of all papers to Committee members. Upload documentation onto the College's internal website (SharePoint). Attend the meetings as note-taker and produce draft minutes for review by the Bursar or Domestic Bursar.
- Finance & General Purposes Committee
- Endowment Sub-Committee
- Endowment Advisory Board
- Property Advisory Board
- Sustainability & Buildings Committee
- Sustainability Sub-Committee
- Gardens Committee
- Wine Committee
- Remuneration Committee (setting meeting date and preparation of papers only).
- Act as point of contact for the Maintenance Support Committee (funding support for students), dealing with enquiries and passing applications via the Bursar for review by the Committee. Ensure information on SharePoint is kept up to date.
- Prepare legal documents for sealing on behalf of the College.
- Maintain and organise filing systems, both paper and electronic, including ensuring the appropriate application of College document management policies.
- To work with the College Accountant and Property Executive and to handle routine processes where required.
- Book meeting dates and attend the regular meetings with the Land Agents as note-taker and draft the minutes for review by the Property Executive.
- To carry out other duties as may be required from time to time commensurate with the grade.
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Brook Street NMR is acting as an Employment Business in relation to this vacancy.
