Domestic Bursar’s Office Administrator and Pa
6 months ago
**Salary**: Grade 5: £28,131 - £33,348 per annum
**Contract type**: Permanent
**Location**: Balliol College, Oxford
**Reports to**: Domestic Bursar
**Hours**: 37.5 per week
**Balliol College**
Balliol was founded in 1263 and is now one of the larger Oxford Colleges. The College takes academic work very seriously, but visitors are generally struck by the informal and friendly feel of the place. The College occupies a historic site in the middle of Oxford.
Balliol is a constituent college of the University of Oxford and employs some 80 fellows, 50 lecturers and around 170 support staff with Dame Helen Ghosh as Master. The Domestic Bursary is a small team who work collaboratively in a friendly and supportive environment.
**Purpose of the Post**
The College seeks to appoint a full-time Administrator for the Domestic Bursary. This is a varied administrative role with the dual purpose of providing PA support to the Domestic Bursar, in addition to the general organisation of activities that facilitate the smooth running of the office, which includes supporting the Deputy Domestic Bursar, Conference Manager, Front of House Manager, and HR Officer. Essential to the job will be quick and accurate working, strong IT skills, ability to multitask, courteous and timely handling of enquiries, and a willingness to take on tasks to accommodate the fluctuating workloads of the office. This is a rewarding post for someone who has excellent communication and organisational skills, and who is looking for diverse and responsible work in a close-knit college environment.
**Main Duties**
- Providing an efficient PA service to the Domestic Bursar
- Organising Committee meetings including issuing agendas and minute taking
- Providing broad administrative support to the Deputy Domestic Bursar, Conference Manager, Front of House Manager, and HR Officer, as necessary
- Supporting office colleagues during absences, holidays and busy periods
- Monitoring the Conference mailbox and responding to enquiries
- Conference Office admin - including but not limited to - issuing contracts and deposit requests, logging dietary requirements, developing seating plans and place cards
- Assisting the Deputy Domestic Bursar with Accommodation administration
- Managing College Guest room bookings, including compilation of the weekly Guest Journal
- Producing Proof of Residency and Accommodation Reference statements
- Ensuring room occupancy data is accurate within the room booking system (StarRez) including checking check in/out statuses
- Dealing efficiently with all reasonable administrative requests made by students
**Other responsibilities**
- Managing the office stationery account and maintaining stock levels
- Maintaining BusinessSafe online - the College’s Health & safety software
- Overseeing and collating the College’s accident reports to include reporting any RIDDORS
- Maintaining filing systems and spreadsheets held in the office
The postholder will also be expected to carry out other reasonable duties to ensure the smooth running of the office.
**Selection Criteria**
The person appointed will have the following essential qualities:
- Good standard of education
- Excellent communication skills
- A high level of organisation and accuracy
- Excellent IT skills (including Excel)
- The ability to prioritise and manage own workload
- Willingness to train in new IT systems
Desirable qualities:
- Experience of working in a College or higher education environment
- Accommodation or Events and Hospitality experience
**FURTHER PARTICULARS**
**Holiday**: The postholder will receive paid leave entitlement of 30 working days (in addition to Bank Holidays) during a complete holiday year, five of which are taken around Christmas and New Year. The College reserves the right to require staff to work on Bank Holidays during full term, receiving a day in lieu.
**Probation and notice**:The probationary period will be twelve months, during which time the length of notice is one month on either side, given in writing. The length of notice thereafter will be three months on either side, given in writing.
**Pension**: Staff are eligible to join the Oxford Staff Pension Scheme (OSPS), which has flexible contribution rates including an employer’s contribution of up to 10% of pensionable salary.
**EMPLOYEE BENEFITS**
**Staff meals**: a free two-course lunch is available in the Hall, when the kitchens are open.
**Travel**: benefits include interest-free loans enabling the purchase of bus passes, annual rail season tickets to Oxford, and discounted bicycles and accessories.
**Healthcare**: benefits include free eye tests, free flu jabs, free use of the College’s onsite gym and the University swimming pool, and preferential rates for other University sports facilities.
**University Club**: staff are eligible for free membership of the University Club, which offers food, drink and accommodation in an exclusive space for staff, postgraduates
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