LINCOLN COLLEGE, OXFORD

FURTHER PARTICULARS: DOMESTIC BURSARY ADMINISTATOR

Job Title: / Domestic Bursary Administrator
Department: / Domestic Bursary
Responsible to: / Domestic Operations Manager
Job Purpose: / To provide administrative assistance and support within the Domestic Bursary, facilitating the Department’s effective and efficient running.

Lincoln College invites applications for the full-time post of Domestic Bursary Administrator. The post-holder will be located in the Domestic Bursary, in a small, friendly and busy team who also handle the College’s accommodation, catering, and conference operations.

Background information on the College and Domestic Bursary

Lincoln College was founded in 1427 in the University of Oxford and is a self-governing institution in which the ultimate authority for all decisions rests with the Rector and Fellows. Lincoln has 600 students in residence, of which approximately 300 are graduates. It enjoys an excellent reputation for its undergraduate education and has been among the top third of colleges academically for the past several years. The College is also a popular choice for graduate applicants to the University. Lincoln College is located on an attractive historic site in the centre of Oxford, with excellent access to university libraries and the university’s departments and faculty buildings. More information on the College can be found on its website,

The Domestic Bursary has responsibility for the provision of all domestic services in College, including catering, accommodation, internal events, conference and external business. The office is situated in the heart of the college, and consists of a full-time Accommodation Manager, a full-time Conference & Events Manager, and the Domestic Bursary Administrator (duties outlined below).

The Domestic Bursary works closely with all departments across the College, and the Domestic Bursary Administrator will in particular be required to liaise frequently with the Bursary and Accounts team, the Development Office (responsible for alumni relations and fund-raising), the Senior Tutor’s Office (responsible for academic policy and activities such as schools liaison and access events), Housekeeping, the Kitchen, the Buttery, the Lodge staff, and the Bar Manager. The role will also involve day-to-day contact with academic Fellows and students of the College. The development of good working relationships both within the College and with outside clients will be essential.

The Domestic Bursary reports to the Domestic Committee and to the Governing Body of the College via the Domestic Operations Manager and the Bursar.

Job Description: Domestic Bursary Administrator

Main responsibilities

  • Administrative assistance to the Domestic Operations Manager including diary management, arranging meetings, and minute taking.
  • Dealing with enquiries and requests by email, telephone, and in person.
  • Providing support and cover for colleagues in the Domestic Bursary.
  • Arranging the events and projects organized by Domestic Bursary throughout the academic year and vacations.
  • Maintenance of the College’s EPOS system for meal bookings.
  • Dealing with all meal booking queries from Fellows, Staff, Honorary Fellows, Alumni, Fellows’ Guests.
  • HR administration including recording annual leave bookings, cross checking overtime claim forms and organizing staff events.
  • Stationery & furniture ordering for domestic departments.
  • Maintaining Business Safe, the College’s health and safety recording and management system.
  • Checking daily allergens lists with the Kitchen's main spread sheet and maintaining special student dietary cards.
  • Assisting with bookings and invoicing of public rooms and Guest Rooms.
  • Purchase invoice-coding and authorisation.
  • To undertake any other duties, consistent with the purpose of the job, as may be assigned from time to time by the Domestic Operations Manager.

Person specification

The successful candidate will be able to demonstrate that they have:

  • Excellent written and oral communication skills ideally to A-level standard or equivalent, and a good level of numeracy.
  • A confident and friendly approach, and the ability to build relationships with people at all levels, both internally (Fellows, staff and students) and externally (suppliers and contractors).
  • An ability to work calmly under pressure, to manage several projects at any one time, to prioritise work and meet tight deadlines.
  • Strong organizational skills and scrupulous attention to detail.
  • Excellent IT skills appropriate to a Windows-based office, including word-processing, manipulating spreadsheets, handling databases, and preparedness to learn new applications as required.
  • The ability to work independently and flexibly as a member of a small team.

The following criteria are also desirable:

  • Familiarity with Oxford colleges.
  • Experience of minute taking.
  • Previous experience in a similar role.

Applicants will be expected to demonstrate how their experience equips them to meet these

requirements.

Terms and Conditions

Appointment: / The appointment will be conditional on verification of the successful candidate’s availability for employment in this country. The initial period of appointment is probationary, for six months.
Salary: / Equivalent to Grade 4 of the Oxford University Pay Scale, in the range £21,585 to £24,983, depending on experience.
Pension rights: / Oxford Staff Pension Scheme (OSPS)
Meals: / Free lunch is provided in College when on duty
Hours of working: / Full time. Standard office hours are 8.45am to 5:00 pm each day (36.25 hours per week)
Annual leave entitlement: / The post-holder will be entitled to six weeks’ paid leave in each year on the basis of one week at Christmas and the remainder to be taken at such time or times as shall be mutually convenient, and agreed in advance with the Domestic Operations Manager.
Notice period: / During the initial probationary period, notice will be one week on either side. Subsequent to satisfactory review and confirmation in the post the notice period will be one month on either side.

Application process

Prospective candidates should send the following items to the College:

  1. A completed application form (available at
  1. A thoughtfully-written covering letter of no more than 300 words stating how their skills, experiences, and interests equip them to undertake this role
  1. This post is subject to recruitment monitoring to ensure that the selection process is consistent with the law and the College’s Equal Opportunity Policy and Code of Practice. To this end, applicants are asked to complete a Recruitment Monitoring Form; this too is available on the website. This should be returned with your application, but should be placed in a separate sealed envelope addressed to the Human Resources Manager. The information supplied on the form will play no part in the selection process, and will not be seen by any member of the selection panel.

This material should be sent to:

Human Resources

Lincoln College

Turl Street

Oxford

OX1 3DR

Applications may be sent by e-mail to:

Closing date for applications is 12.00 noon on Wednesday 11th October 2017.

Interviews will be held at Lincoln College during the week commencing 23rd October 2017.

DataProtection. All data supplied by applicants will be used only for the purposes of determining their suitability for the post and will be held in accordance with the principles of the Data Protection Act 1998.

Other Information

The successful candidate will be required to complete a confidential medical questionnaire which will be forwarded to our Occupational Health Department who will assess their fitness to perform this role

Lincoln College is an Equal Opportunities Employer. Conduct against fellow employees and College members which is offensive or detrimental to them on grounds of age, colour, disability, ethnic origin, marital status, nationality, national origin, parental status, race, religion or belief, gender, or sexual orientation will not be tolerated.

Any enquiries related to these Further Particulars should be directed in the first instance to the Domestic Operations Manager, Michele McCartney: