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Job profile
The job requirements are detailed below. Where applicable the skills, qualifications and memberships required for this job have also been included. Scroll down to the bottom of the page and click 'Apply online'
Job details
Job details
Job reference
WREQ000347
Date posted
10/07/2019
Application closing date
31/08/2019
Location
Blank
Salary
circa £27,000/annum
Package
Generous benefits package
Blank
Blank
Job category/type
Blank
Blank
Bursary Secretary
Job description
Role
This role reports to the Secretary to the Warden & Bursar. The Warden is the chairman of the school's Governing Body. The Bursar is responsible for the finances and operations of the school. The post-holder will work closely with the Secretary to the Warden & Bursar, the Warden and other governors of the school, the Bursar and other senior managers
in the Bursary team. The Bursary consists of the key support functions for the school i.e. Finance, Maintenance, Investments and Landed Estates Management, Operations and HR Departments. The Bursary secretarial team is made up of the Secretary to the Warden & Bursar, Secretary to the Works Bursar & Domestic Bursar and this new position of Bursary Secretary all of which are full time positions.
The post-holder will also have regular contact with the school's Headmaster and other senior academics. Equally importantly, the post-holder will also work with a wide diversity of employees across the school, parents and external advisers, suppliers and consultants.
The school, and the Warden and Bursar, aim for the highest standards of excellence and the post-holder will be expected to meet those standards. The role will require some out of hours work on occasion to ensure tasks are completed when necessary.
The Bursary Secretary's primary responsibility is the support of the Secretary to the Warden & Bursar, to act as secretarial support to the Assistant Charity Secretary and undertake the administration duties for bursaries within the school. This is a varied but demanding role in a busy office. During peak times when the Governing Body is in session the position may have to support Saturday mornings, up to five a year, but these are the exception rather than the rule.
Person Specification
Essential
* Ability to maintain confidentiality, handle sensitive issues in a discreet manner and work under pressure.
* Reliability, accuracy and attention to detail.
* Experience of working within a tight-knit secretarial/administrative team.
* Excellent secretarial skills with intermediate or advance Microsoft Office skills particularly in Word.
* Excellent written and verbal communication including an excellent understanding of English and its appropriate application in written and oral communication.
* Tact and diplomacy viz. to build relationships across a diverse organisation and with external customers.
* Ability to work in an organised and independent manner, prioritising tasks and acting on own initiative.
Responsibilities
Warden and Bursar
* Assisting the Secretary to the Warden & Bursar in running the Warden and Bursar's Office.
* Providing cover in the absence of the Secretary to the Warden & Bursar.
* Drafting correspondence.
* Taking messages and ensuring they are passed to colleagues in a timely manner.
* Liaising with internal colleagues and external contacts.
* Typing and collating correspondence, reports and other documents from manuscript, audio dictation; amend and format documents ready for distribution.
* Preparing documents in Word, Excel, PowerPoint and Outlook as necessary.
* Preparing Governing Body and other papers with direction from the Secretary to the Warden & Bursar.
* Arranging functions, including:
o internal events such as the annual Support Staff Christmas Lunch and Support Staff Summer Drinks, and other support staff events; plus
o the bi-annual Bursars' Summer Lunch for external suppliers and contacts.
* Bursar's Christmas cards.
* Research as requested by the Bursar.
* Managing the Bursary Archive Room and maintaining the index of records.
* Other support services including the taking of minutes of meetings, and initiating and replying to correspondence on routine matters.
Governing Body
The Governing Body (also known as the Warden and Fellows) meets at least three times a year and has seven standing committees which also meet at least termly, as well as variety of ad hoc groups to deal with specific issues. The minutes of these meetings are usually taken and prepared by the Assistant Charity Secretary. Duties will include:
* Typing up (usually from audio dictation) and finalising minutes for Governing Body and committee meetings, and notes and minutes of all other formal and informal meetings associated with the Governing Body.
* Where required taking notes or minutes of all such meetings, including standing in for the Assistant Charity Secretary when she is unavailable.
* Liaising with senior management and committee chairmen to finalise and approve the minutes for circulation.
* Dealing with enquiries and requests from individual Fellows.
* Managing the seals of the College and the associated charity, the Winchester College Foundation, sealing documents, maintaining records of documents sealed and preparing lists of documents sealed for approval by the Governing Body.
* Assisting the Secretary to the Warden & Bursar in all aspects of dealing the school's Governing Body and individual Fellows, including standing in for the Secretary to the Warden & Bursar at short notice if necessary.
* Maintaining the index of Governing Body minutes.
Administration of Bursaries
Of the school's 700 pupils just under one one-fifth are on bursaries i.e. means-tested fee remission. Each year the school receives around fifty new bursary applications and carries out annual reviews of all existing bursary holders. Bursary assessments are carried out by the Bursary Accountant (a qualified accountant employed by the College) and based on those assessments bursary awards are determined by the Bursar advised by the school's Bursary Advisory Group (BAG). The post-holder will be responsible for administration of all aspects of the bursary system, including:
* Initiating and managing the assessment process for all new applicants.
* Managing the annual review of existing bursary holders.
* With the Bursary Accountant manage the flow of new applications and renewals, and track progress on all applications and renewals.
* Corresponding between the school and parents, and responding to parents' enquiries in writing and orally.
* Liaising with the school's external visitors to arrange home visits to applicants.
* Organising meetings of, preparing papers for and taking minutes at the Bursary Advisory Group.
* Managing bursaries records.
Agricultural Estates (This aspect of the position will begin when the present postholder commences new duties)
The school has 10,000 acres of agricultural estates and 25 residential houses rented out. Management of these has recently been outsourced. This external land agent reports to the Bursar regularly and in the main uses his own staff to manage the estates. The post-holder will act as the day-to-day point of contact between the school and the Bursar and the external land agent, including:
* Supporting the external land agent when he is on site.
* Liaising with the school's other professional advisers and tenants.
* Researching queries and responding to enquires about the estates, including where necessary liaising with the College's Archivist regarding historical estates files and records.
* Liaising between the College and external providers.
* Maintaining the College's in-house estates files and records.
* Organising the Governing Body's annual visits to the estates.
General Administration in the Bursary
The school's Bursary contains many of the school's senior managers who run the support services to the schools' educational and boarding activities. There is a team of three secretaries including the Secretary to the Warden & Bursar and this post. Duties will include:
* Providing secretarial support to the HR Director.
* Providing administrative support to the HR team in respect of:
o Recruitment - candidate administration, acknowledgements and rejections.
o Administering training events - room booking and catering.
* Working as part of a team to ensure effective secretarial cover is maintained at all times.
* Ensuring compliance with all school policies including but not exclusive in Safeguarding and Health and Safety.
* Covering as required the central telephone number in the mornings or afternoons, and carrying out postal duties.
* Performing such other tasks and functions as the Bursar may from time-to-time reasonably require.
Terms of Service
Start Date
As soon as can be agreed.
Salary
The starting salary will be circa GBP 27,000 per annum dependent on experience and training requirements. Salary will be payable monthly in arrears to a nominated bank account. Salary levels are reviewed on 1st September annually.
Hours of Work
This is a full time position working 37.5 hours per week Monday to Friday 8.30am - 5.00pm with time off in lieu taken for occasional weekend (Saturday) working.
Holidays
The College leave year runs from 1 September to 31 August. The position will be entitled to the statutory entitlement of paid holiday per annum, which is currently 28 days including Bank Holidays. Bank Holidays occurring during term time are deemed as normal working days. Holidays will be expected to be taken outside of term time in normal circumstances.
In addition, the school is closed between Christmas and New Year. These three days do not count against the annual leave allowance.
Pension and Life Cover
After three months' employment, employees will be auto-enrolled into the College's pension scheme according to legislative thresholds. Those who are not eligible for auto-enrolment may still elect to join the College's pension scheme. Initially, when joining the College's pension scheme, employees will become a member of the College's Group Personal Pension Plan (GPP). For this Plan, known as Tier 1, the employee contributes 5% and the employer 3%.
After nine months' membership of the Tier 1 plan employees may opt to join Tier 2, which is also a Group Personal Pension Plan and the contributions are 5% from the employee and a 9% contribution from the College. Employees in Tier 1 automatically qualify for a Life Cover of 2 times salary. On entry to Tier 2 Life Cover changes to 4 times salary.
Probation Period and Notice Period
The first four months of employment will be a probationary period; during this time the notice period will be one month. Performance and conduct will be monitored during this period and probation may be extended at the College's discretion. Subject to satisfactory completion of the probationary period, the notice period will increase to one full term's notice by either side.
Disclosure and other Pre-employment Checks
Winchester College is committed to safeguarding the welfare of children at the school. Therefore, this appointment will be subject to a successful Enhanced Disclosure check from the Disclosure and Barring Service. This will give details of all spent and unspent convictions, reprimands, warnings, cautions and bind overs. A policy on the recruitment of ex-offenders is available, if required, from the HR Office. The supplied references will be taken up and the College may approach previous employers for information to verify particular experience or qualifications.
Data Protection
Winchester College collects and processes relevant personal data as part of its everyday operations and is obliged to process it in accordance with the Data Protection Act 2018.
The school is the Data Controller of this data under the Act and is registered with the Information Commissioner's Office; its registration number is Z5751669.
Any queries about this policy or how personal data is processed by the school should be referred to the Data Protection Liaison Officer.
Job title
Bursary Secretary
Job reference
WREQ000347
Date posted
10/07/2019
Application closing date
31/08/2019
Location
Blank
Salary
circa £27,000/annum
Package
Generous benefits package
Blank
Blank
Job category/type
Blank
Blank
Job description
Role
This role reports to the Secretary to the Warden & Bursar. The Warden is the chairman of the school's Governing Body. The Bursar is responsible for the finances and operations of the school. The post-holder will work closely with the Secretary to the Warden & Bursar, the Warden and other governors of the school, the Bursar and other senior managers
in the Bursary team. The Bursary consists of the key support functions for the school i.e. Finance, Maintenance, Investments and Landed Estates Management, Operations and HR Departments. The Bursary secretarial team is made up of the Secretary to the Warden & Bursar, Secretary to the Works Bursar & Domestic Bursar and this new position of Bursary Secretary all of which are full time positions.
The post-holder will also have regular contact with the school's Headmaster and other senior academics. Equally importantly, the post-holder will also work with a wide diversity of employees across the school, parents and external advisers, suppliers and consultants.
The school, and the Warden and Bursar, aim for the highest standards of excellence and the post-holder will be expected to meet those standards. The role will require some out of hours work on occasion to ensure tasks are completed when necessary.
The Bursary Secretary's primary responsibility is the support of the Secretary to the Warden & Bursar, to act as secretarial support to the Assistant Charity Secretary and undertake the administration duties for bursaries within the school. This is a varied but demanding role in a busy office. During peak times when the Governing Body is in session the position may have to support Saturday mornings, up to five a year, but these are the exception rather than the rule.
Person Specification
Essential
* Ability to maintain confidentiality, handle sensitive issues in a discreet manner and work under pressure.
* Reliability, accuracy and attention to detail.
* Experience of working within a tight-knit secretarial/administrative team.
* Excellent secretarial skills with intermediate or advance Microsoft Office skills particularly in Word.
* Excellent written and verbal communication including an excellent understanding of English and its appropriate application in written and oral communication.
* Tact and diplomacy viz. to build relationships across a diverse organisation and with external customers.
* Ability to work in an organised and independent manner, prioritising tasks and acting on own initiative.
Responsibilities
Warden and Bursar
* Assisting the Secretary to the Warden & Bursar in running the Warden and Bursar's Office.
* Providing cover in the absence of the Secretary to the Warden & Bursar.
* Drafting correspondence.
* Taking messages and ensuring they are passed to colleagues in a timely manner.
* Liaising with internal colleagues and external contacts.
* Typing and collating correspondence, reports and other documents from manuscript, audio dictation; amend and format documents ready for distribution.
* Preparing documents in Word, Excel, PowerPoint and Outlook as necessary.
* Preparing Governing Body and other papers with direction from the Secretary to the Warden & Bursar.
* Arranging functions, including:
o internal events such as the annual Support Staff Christmas Lunch and Support Staff Summer Drinks, and other support staff events; plus
o the bi-annual Bursars' Summer Lunch for external suppliers and contacts.
* Bursar's Christmas cards.
* Research as requested by the Bursar.
* Managing the Bursary Archive Room and maintaining the index of records.
* Other support services including the taking of minutes of meetings, and initiating and replying to correspondence on routine matters.
Governing Body
The Governing Body (also known as the Warden and Fellows) meets at least three times a year and has seven standing committees which also meet at least termly, as well as variety of ad hoc groups to deal with specific issues. The minutes of these meetings are usually taken and prepared by the Assistant Charity Secretary. Duties will include:
* Typing up (usually from audio dictation) and finalising minutes for Governing Body and committee meetings, and notes and minutes of all other formal and informal meetings associated with the Governing Body.
* Where required taking notes or minutes of all such meetings, including standing in for the Assistant Charity Secretary when she is unavailable.
* Liaising with senior management and committee chairmen to finalise and approve the minutes for circulation.
* Dealing with enquiries and requests from individual Fellows.
* Managing the seals of the College and the associated charity, the Winchester College Foundation, sealing documents, maintaining records of documents sealed and preparing lists of documents sealed for approval by the Governing Body.
* Assisting the Secretary to the Warden & Bursar in all aspects of dealing the school's Governing Body and individual Fellows, including standing in for the Secretary to the Warden & Bursar at short notice if necessary.
* Maintaining the index of Governing Body minutes.
Administration of Bursaries
Of the school's 700 pupils just under one one-fifth are on bursaries i.e. means-tested fee remission. Each year the school receives around fifty new bursary applications and carries out annual reviews of all existing bursary holders. Bursary assessments are carried out by the Bursary Accountant (a qualified accountant employed by the College) and based on those assessments bursary awards are determined by the Bursar advised by the school's Bursary Advisory Group (BAG). The post-holder will be responsible for administration of all aspects of the bursary system, including:
* Initiating and managing the assessment process for all new applicants.
* Managing the annual review of existing bursary holders.
* With the Bursary Accountant manage the flow of new applications and renewals, and track progress on all applications and renewals.
* Corresponding between the school and parents, and responding to parents' enquiries in writing and orally.
* Liaising with the school's external visitors to arrange home visits to applicants.
* Organising meetings of, preparing papers for and taking minutes at the Bursary Advisory Group.
* Managing bursaries records.
Agricultural Estates (This aspect of the position will begin when the present postholder commences new duties)
The school has 10,000 acres of agricultural estates and 25 residential houses rented out. Management of these has recently been outsourced. This external land agent reports to the Bursar regularly and in the main uses his own staff to manage the estates. The post-holder will act as the day-to-day point of contact between the school and the Bursar and the external land agent, including:
* Supporting the external land agent when he is on site.
* Liaising with the school's other professional advisers and tenants.
* Researching queries and responding to enquires about the estates, including where necessary liaising with the College's Archivist regarding historical estates files and records.
* Liaising between the College and external providers.
* Maintaining the College's in-house estates files and records.
* Organising the Governing Body's annual visits to the estates.
General Administration in the Bursary
The school's Bursary contains many of the school's senior managers who run the support services to the schools' educational and boarding activities. There is a team of three secretaries including the Secretary to the Warden & Bursar and this post. Duties will include:
* Providing secretarial support to the HR Director.
* Providing administrative support to the HR team in respect of:
o Recruitment - candidate administration, acknowledgements and rejections.
o Administering training events - room booking and catering.
* Working as part of a team to ensure effective secretarial cover is maintained at all times.
* Ensuring compliance with all school policies including but not exclusive in Safeguarding and Health and Safety.
* Covering as required the central telephone number in the mornings or afternoons, and carrying out postal duties.
* Performing such other tasks and functions as the Bursar may from time-to-time reasonably require.
Terms of Service
Start Date
As soon as can be agreed.
Salary
The starting salary will be circa GBP 27,000 per annum dependent on experience and training requirements. Salary will be payable monthly in arrears to a nominated bank account. Salary levels are reviewed on 1st September annually.
Hours of Work
This is a full time position working 37.5 hours per week Monday to Friday 8.30am - 5.00pm with time off in lieu taken for occasional weekend (Saturday) working.
Holidays
The College leave year runs from 1 September to 31 August. The position will be entitled to the statutory entitlement of paid holiday per annum, which is currently 28 days including Bank Holidays. Bank Holidays occurring during term time are deemed as normal working days. Holidays will be expected to be taken outside of term time in normal circumstances.
In addition, the school is closed between Christmas and New Year. These three days do not count against the annual leave allowance.
Pension and Life Cover
After three months' employment, employees will be auto-enrolled into the College's pension scheme according to legislative thresholds. Those who are not eligible for auto-enrolment may still elect to join the College's pension scheme. Initially, when joining the College's pension scheme, employees will become a member of the College's Group Personal Pension Plan (GPP). For this Plan, known as Tier 1, the employee contributes 5% and the employer 3%.
After nine months' membership of the Tier 1 plan employees may opt to join Tier 2, which is also a Group Personal Pension Plan and the contributions are 5% from the employee and a 9% contribution from the College. Employees in Tier 1 automatically qualify for a Life Cover of 2 times salary. On entry to Tier 2 Life Cover changes to 4 times salary.
Probation Period and Notice Period
The first four months of employment will be a probationary period; during this time the notice period will be one month. Performance and conduct will be monitored during this period and probation may be extended at the College's discretion. Subject to satisfactory completion of the probationary period, the notice period will increase to one full term's notice by either side.
Disclosure and other Pre-employment Checks
Winchester College is committed to safeguarding the welfare of children at the school. Therefore, this appointment will be subject to a successful Enhanced Disclosure check from the Disclosure and Barring Service. This will give details of all spent and unspent convictions, reprimands, warnings, cautions and bind overs. A policy on the recruitment of ex-offenders is available, if required, from the HR Office. The supplied references will be taken up and the College may approach previous employers for information to verify particular experience or qualifications.
Data Protection
Winchester College collects and processes relevant personal data as part of its everyday operations and is obliged to process it in accordance with the Data Protection Act 2018.
The school is the Data Controller of this data under the Act and is registered with the Information Commissioner's Office; its registration number is Z5751669.
Any queries about this policy or how personal data is processed by the school should be referred to the Data Protection Liaison Officer.