Bursars’ and Governance Assistant in Cambridge

Corpus Christi College Cambridge

Job Description

Job Title: Bursars’ and Governance Assistant

Department: Bursary

Responsible to: Head of Governance (Functional responsibility also to Bursar(s) in relation to PA support)

The post holder will be line managed by the Head of Governance, who will have overall responsibility for the management of the role, including setting objectives, workload and priorities, performance management, development and day-to-day management arrangements.

The Bursar(s) will provide direction in relation to the administrative support provided to them. The post holder will work closely with the Bursar(s), but overall management of the post and resolution of competing priorities will rest with the Head of Governance.

It is anticipated that approximately one/two days per week will ordinarily be devoted to supporting the Bursar(s), with the remainder of the working week supporting the Head of Governance. The allocation is indicative and will be managed flexibly by the Head of Governance, taking account of the needs of the Bursars and the College’s governance workload.

Purpose of Job:

The Bursars’ and Governance Assistant is a varied role providing high-quality administrative support at the heart of the College.

The post holder will work closely with the Head of Governance, providing administrative and secretariat support for the College’s governance arrangements, committees and governance projects. The post holder will also provide personal assistance and administrative support to the Bursar(s), helping them to manage their commitments and ensuring the effective coordination of their work. It is anticipated that this element of the role will account for approximately two days per week, although the allocation will vary according to College priorities and workload.

The role requires excellent organisation, attention to detail and written communication skills, together with discretion, sound judgement and the ability to manage competing priorities. The post holder will work with Fellows, College Officers, staff and external contacts and will have access to confidential and sometimes sensitive information.

Duties and responsibilities:

1. Administrative support to the Bursars

Provide effective and proactive administrative support to the Bursar(s), including:

managing appointments and meeting arrangements, identifying conflicts and helping to ensure effective use of the Bursars’ time;

arranging internal and external meetings, including coordinating attendees, rooms and online meeting arrangements;

monitoring forthcoming commitments and deadlines and assisting the Bursars to prepare for meetings and other activities;

preparing and collating papers, briefing material, correspondence and other documentation as required;

maintaining appropriate filing and record-keeping arrangements;

acting as a professional and helpful point of contact for Fellows, staff, students and external contacts;

following up agreed actions and obtaining information from colleagues where required; and

undertaking other administrative tasks to support the effective operation of the Bursary.

The post holder will be expected to develop an understanding of the Bursars’ responsibilities and priorities and, with experience, anticipate routine requirements and identify matters requiring attention.

2. Governance and committee support

Support the Head of Governance in the effective administration of the College’s governance arrangements, including:

providing secretariat support for designated College committees, working groups and other meetings;

preparing draft agendas, compiling papers and arranging their timely circulation;

ensuring meeting papers are complete, appropriately formatted and retained in accordance with College arrangements;

attending designated meetings and producing clear, concise and accurate draft minutes;

maintaining action lists and following up agreed actions with those responsible;

assisting with the preparation of meeting schedules and the annual governance and committee calendar;

coordinating meeting dates, membership and other administrative arrangements;

maintaining electronic committee records and ensuring that final agendas, papers and minutes are appropriately filed and accessible;

supporting the administration of the College’s electronic governance and document-sharing systems;

assisting the Head of Governance with the preparation, formatting and proof-reading of reports, policies, procedures, standing orders, terms of reference and other governance documents;

carrying out routine research and information gathering to support governance work and projects; and

liaising with committee Chairs, Fellows, College Officers and staff to obtain papers, information, comments or approvals as required.

3. Governance records and administration

Assist the Head of Governance in maintaining accurate and accessible governance records, including:

registers of College Officers, post-holders, committee membership and other governance appointments;

records of terms of reference, policies and governance documents and their review dates;

registers and schedules used to support the College’s governance and assurance arrangements;

records of Governing Body and committee decisions and actions;

maintaining appropriate records relating to appointments, elections and terms of office;

assisting with the preparation and maintenance of governance information for publication internally or externally; and

supporting periodic reviews of governance records to ensure that information remains accurate and up to date.

4. Governance projects and compliance administration

Provide administrative and project support to the Head of Governance across the governance portfolio. This may include:

coordinating consultation and review exercises;

maintaining project plans, trackers and action schedules;

gathering information from departments and other information owners;

assisting with routine Freedom of Information administration under the direction of the Head of Governance and/or relevant College lead;

assisting with the review and administration of College policies, procedures and governance documentation;

supporting governance reviews and the implementation of agreed changes;

preparing draft schedules, tables, summaries and briefing material;

assisting with regulatory, assurance and reporting exercises by gathering and organising relevant information; and

undertaking research and administrative work on specific governance projects.

The post holder is not expected to provide specialist legal, regulatory or governance advice, but should develop sufficient knowledge of the College’s arrangements to identify issues and refer them appropriately.

5. General responsibilities

handle personal, confidential and sensitive information with appropriate discretion;

build constructive working relationships across the College and provide a helpful and professional service;

work collaboratively with colleagues across College departments;

manage their own workload effectively, recognising priorities and escalating issues where appropriate;

identify opportunities to improve administrative processes, record keeping and ways of working;

provide reasonable cover and support within the Governance and Bursary functions during periods of absence or particular workload pressure;

comply with College policies and procedures, including requirements relating to data protection, confidentiality, equality, health and safety and information security; and

undertake other duties appropriate to the nature and level of the post as reasonably requested by the Head of Governance or Bursar(s).

General:

Health and Safety

All staff must adopt a responsible and proactive attitude towards health and safety and to comply with any procedures as required by the College in order to ensure the health and safety of themselves, their colleagues and any other persons that may be affected by their actions. They must be prepared to undertake any training provided in relation to health and safety or which is identified as necessary in relation to their work.

College Staff Values

To uphold the College Staff Values of Excellence, Collaboration, Respect and Creativity.

Safeguarding

A commitment to safeguarding our students and staff and complying with the College’s policies related to this.

The above is not an exhaustive list and the post holder may be expected to undertake other related duties as required by the Head of Governance. The list of duties may be subject to revision at the end of the probationary period.

Person Specification

Education/Qualifications

• Level 3 or 4 qualification in Business Administration, Finance, or arelated discipline, or introductory training from The CharteredGovernance Institute (CGlI) or AAT.

Knowledge/Experience

• Experience of providing high-quality administrative, PA executive support or committee support in a professional environment.
• Experience of organising meetings, managing diaries or coordinating complex arrangements involving several stakeholders.
• Experience of preparing professional correspondence, documents, reports or meeting papers.
• Experience of handling confidential or sensitive information appropriately.

Skills

• Excellent organisational and time-management skills, with the ability to prioritise effectively.
• Excellent attention to detail and a commitment to producing accurate work.
• Ability to take clear and accurate notes of meetings and to develop the skills required to produce formal minutes.

IT Skills

• Confident user of Microsoft 365, including Word, Outlook, Excel and Teams, with the ability to learn other electronic systems.
• Ability to organise and maintain accurate electronic records and information.

Personal Qualities

• Strong interpersonal and verbal communication skills and the ability to communicate confidently and courteously with people at all levels.
• Ability to exercise discretion and sound judgement and recognise when a matter should be referred to a senior colleague.
• Ability to work independently, use initiative and take responsibility for completing agreed tasks.
• Ability to work collaboratively as part of a small team and with colleagues across a wider organisation.

Physical/Special Requirements

• Due to the age and layout of the college, there are a number of steep staircases and areas of restricted access.

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