Bursary Secretary

Bursary Secretary Location: Oxford Salary: £28,759 - £33,966 per annum The Home Bursary is responsible for all aspects of the Centre’s domestic operations including site reception and security, hospitality and catering, facilities and accommodation management, procurement and budgetary controls. The Role The Centre is seeking to recruit a multi-skilled, flexible and pro-active secretary to join the Home Bursary team. You will provide the Bursary team with the full range of operational and administrative support. You will be confident working independently and methodically on tasks and bring a positive outlook and attitude to the team and be able to create a welcoming and service-oriented environment for visitors and act with tact, diplomacy and discretion. Good IT skills are essential. Duties and Responsibilities: Maintaining and operating effective and efficient administrative systems, databases and records to support all aspects of the Home Bursary’s remit Maintaining an effective filing, calendar, keys and asset management systems  Managing all aspects of the Home Bursary’s financial systems and records Effectively liaising with other Centre departments to ensure smooth delivery of bursarial services, revenue generation and task management. Dealing with incoming emails, post and telephone calls to the Home Bursary, prioritising and either responding or forwarding to relevant colleagues. Drafting responses, documents and reports for and on behalf of the Home Bursary Team. Coordinating tours and visits to the Centre Providing a warm welcome and hospitality to Centre guests and visitors and conducting guided tours of the Centre as required. Setting up and clearing up meeting, teaching, seminar and common rooms, providing refreshments, facilities and presentation equipment. Providing support for residential and non-residential events and conferences, including by designing and laying out adequate signage, preparing menus and table plans, operating the cloakroom etc. Assisting with maintaining refreshment provisions throughout the Centre, including in pantries and common rooms. Maintaining the Centre’s Accommodation Register to ensure maximum occupancy of the residential provision. Supporting the work of Bursary Committees including preparing and distributing agendas, minutes of meetings and relevant papers. Acting as secretary at assigned Committees and other bursarial meetings and providing secretarial cover for other Committees when required to do so. Assisting the Home Bursary Team in organising workload, keeping track of live issues and recommending priorities ensuring that these can be and are completed to agreed timescales/deadlines. Proactively reporting housekeeping and maintenance issues to the relevant departments and ensuring their effective resolution. Deputising for the Housekeeper as required. Undertaking any other work as required in the Home Bursary Team. Skills and Qualifications Educated to at least A level standard or equivalent professional experience. Significant relevant administration experience in a comparable setting (for example, further or higher education, a charity, local government). Experience of committee servicing and minute taking. Excellent interpersonal skills, friendly and personable and with the ability to work as part of and contribute to the work of a wider team. A flexible attitude towards duties, including willingness to work cooperatively and collaboratively to meet the fluctuating needs of the Centre, which may include some work out of office hours. Strong written and oral communication skills, including the confidence to communicate effectively with a wide range of people. Excellent attention to detail and high levels of accuracy and organisational skills. A high level of discretion and sensitivity to ensure confidentiality in all matters. The ability to interpret information and present findings clearly. A willingness to take ownership of the duties of the post, including an ability to recognise problems and identify appropriate solutions. Advanced IT skills including substantial experience of and confidence with using Microsoft Office packages and databases, excellent word processing skills and the capacity to learn new applications quickly. An understanding of the Equality Act 2010, GDPR and Freedom of Information Legislation. To Apply If you feel you are a suitable candidate and would like to work for this reputable Centre, please do not hesitate to apply