JOB DESCRIPTION
Job title: / Bursar’s Secretary
Department: / The Bursary
Job purpose: /
  1. Assist the Bursar with administrative work
  2. Assist the Alumni and Development Office as directed by the Bursar
  3. Liaise on his behalf as necessary with College members, other staff, the student body, University, and external organisations.
  4. Work with the Domestic Bursar’s Secretary in the general operation of the Bursar’s Office.

Specific duties: / Secretarial
  • Provide PA support to the Bursar – liaise with Fellows, students, the Darwin College Student Association, College and University departments, and other external organisations. Liaise with all internal College departments and deal calmly with any issues in the Bursar’s absence.
  • Screen all incoming postal correspondence for the Bursar, and draft replies, redirect, or action in accordance with established policy and practice. Forward on to the appropriate department any mail directed just to Darwin College.
  • Produce letters and documents as required by the Bursary department.
Sole Administration
•Administration of the College Commemoration Dinner (January), the Annual Darwin Dinner (May). Update list of attendees (including contact details) and research any new guests for annual dinners. Design and print invitations. Send invitations to Emeritus Fellows, Honorary Fellows, Distinguished Associates, Fellows widows and others as deemed necessary. Produce draft tableplans and guests lists.
•Draft the annual College Calendar for further consideration by the Bursar before submission to the Governing Body.
•Order stationery, annual diaries and calendars and toners for all printers.
  • Arrange for quotes and printing of letter headings, menu’s, place cards, business cards, statements/remittance forms, key return notices for the College and any other College printing.
  • Work in conjunction with the Alumni and Development Office on fundraising and alumni events, providing administrative and operational support as required.
•Administer the census every decade.
•Set up the College Council meetings – ensure the Bursar has the appropriate minutes from the reporting committees to circulate at least one week prior. Send approved minutes to members after each meeting.
  • Prepare the Old Library for Finance Committee meetings.
•Produce and update the Fellows and Staff Photoboard.
  • Assist the College Archivist as required.
  • Set up Bursar’s meetings and history tours.
  • Ensure the PRS invoice is correct and paid annually.
Administration in conjunction with the Domestic Bursar’s Secretary
  • Provide absence cover for the Domestic Bursar’s secretary
  • Administrate the issue, recording and of recovery front door and locker keys using petty cash float.
  • Be prepared to assist the Domestic Bursar’s secretary in administering Halls and Guest Nights.
  • Administer paperwork for recruitment to College staff posts; send acknowledgement and holding replies, and invitations to interview.
General
  • Maintain the Bursary filing system, and archive old documents.
  • Assist other departments as required.

Works with: /
  • The Bursar
  • The Domestic Bursar and the Domestic Bursar’s Secretary
  • Other College departmental staff
  • The general College population

Responsible for: /
  • Budgetary responsibility for printing and stationery
  • No direct line management of staff

Responsible to: /
  • The Bursar

PERSON DESCRIPTION
Essential: / Desirable:
Qualifications: /
  • VIth form; A levels or equivalent
    post-GCSE vocational qualifications
/
  • Degree

Experience: /
  • Previous administration experience
  • Relevant Senior PA experience
/
  • Previous College experience

Skills: /
  • Good MS Office skills
  • Good organisational skills

Special requirements: /
  • Flexibility
  • Adaptability
  • Patience
  • Willing to assist others
/
  • Able to work outside normal office hours on occasion

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