Bursary (Finance) Assistant in Oxford

Location:Balliol College, Oxford, OX1 3BJ

Department:Bursary

Reports to:College Accountant

Hours:37.5 hours per week, Monday to Friday.
Normal working hours are 9am–5.30pm. Work outside these hours may occasionally be required, for which time off in lieu will be granted. Flexible working may be available, including the possibility of hybrid working, following the initial probationary period.

Holiday: 6 weeks (30 days), plus Bank Holidays, during a complete holiday year, five of which are taken during the Christmas period when the College is closed. The College reserves the right to require staff to work on Bank Holidays during full term, receiving a day in lieu.

Notice period:
1 month on either side (during probation)
3 months on either side (after probation)

Balliol College
Situated in an historic site in central Oxford, Balliol has been a hub of learning and community since its foundation in 1263. As one of the larger colleges within the University of Oxford, it is home to roughly 860 students, with undergraduates making up just under half of the student body. The College also employs over 80 Fellows, 50 lecturers, and about 180 support staff, with Professor Seamus Perry as its current Master. While academic excellence is at the core of Balliol’s mission, visitors are often struck by the College’s informal and welcoming atmosphere. Beyond its walls, Balliol has an active and engaged global community of over 10,000 alumni and donors.

The Bursary is the department responsible for the financial and investment operations of the College. The Finance Bursar is the College Officer responsible for the department, which consists of the College Accountant, Fees and Battels Officer, Purchase Ledger Officer, Payroll and Finance Officer and Bursary Assistant.

Purpose of the Post
The Bursary Assistant provides accurate and timely administrative support across the College’s finance activities. The post supports daily, weekly, termly and month-end processes including banking, cash book maintenance, grants and scholarships, purchase and sales ledger activity, credit cards, EPOS and related finance administration. The role also provides practical cover across the Bursary team during periods of absence or increased workload, helping to ensure that financial records are complete, current and processed in line with College procedures.

Key responsibilities

• The main duties are included below. This is not an exhaustive list and may be amended in line with College needs.
• Process and monitor grants and scholarships, including the required daily and termly administration.
• Maintain the cash book on a weekly basis, including expense claims, grants and other payments.
• Complete weekly banking and undertake regular cash float checks.
• Review aged debt on a weekly basis and support related reporting.
• Post internal catering charges, working closely with the Buttery and Conferencing teams.
• Complete month-end EPOS postings and reconciliations.
• Assist with Battels (student charges) posting and administration.
• Assist with purchase ledger work, including daybook entries and statements.
• Administer credit card transactions and reconciliation.
• Raise sales invoices for external bookings.
• Provide holiday cover across finance activities, including banking and purchase ledger support, as required.
• Carry out other reasonable finance administration and support colleagues during busy periods or planned absence.

Working approach

• Work in an organised and timely way across daily, weekly, termly and month-end deadlines.
• Maintain accurate and up-to-date financial records and follow established College processes.
• Work collaboratively with colleagues and provide practical support during periods of increased workload or absence.

Person Specification - skills and experience

• Previous experience in a finance administration role, particularly in a setting with regular transactional deadlines.
• High attention to detail and accuracy when handling financial records and transactions, including sound knowledge of Excel.
• Strong organisational skills, with the ability to manage daily, weekly, termly and month-end deadlines.
• A reliable and conscientious approach to routine finance administration.
• Numerical confidence and the ability to check information carefully and identify discrepancies.
• Good communication skills and a professional, helpful approach when working with colleagues and responding to queries.
• Ability to work independently while also contributing positively to the wider Bursary team.
• Discretion and integrity when handling financial and personal information.
• Experience of working in a college, university or similar organisation with a varied finance operation.
• Knowledge of Mercury Academic software, although full training can be provided.
• Experience of banking, purchase ledger, sales ledger, aged debt, credit cards or EPOS-related finance processes.
• Experience of supporting grants or scholarship administration.

Employee Benefits

Staff meals
A free two-course lunch is available in the Hall, when the kitchens are open.

Pension
Oxford University Staff Pension Scheme (OSPS). This is a contributory pension scheme, with contributions from both the employee and the College.

Travel
Interest-free ticket loans enabling the purchase of bus passes and rail season tickets to Oxford. Discounted travel is available on some services. Cycle to work scheme offering discounted rates on bicycles and accessories. Electric vehicle leasing scheme (salary sacrifice - eligibility criteria apply).

Healthcare
Free flu jabs and eye tests for computer/VDU users.
Free use of the College’s onsite gym and the University swimming pool.
Preferential rates for other University sports facilities and the Nuffield Health gym on Woodstock Road.

University Club
Free membership of the University Club, which offers food, drink and accommodation in an exclusive space for staff, postgraduates and alumni.

Learning and personal development
In addition to training organised by the College, resources are available from the University.

Visitor access
Free visitor access to the 45 colleges and halls of the University, the University’s Libraries, Botanic Garden, Arboretum and Museums.

Employee discounts
Available at local and national retailers and online services using exclusive discount codes for University staff and with a TOTUM (formerly NUS) card.

Balliol nursery
A day-time nursery on Rawlinson Road, subject to availability. Subsidised rates are available for Balliol staff.

Equal Opportunities
Balliol College is an equal opportunities employer. All applicants are asked to complete a separate confidential Equal Opportunities Monitoring Form to help us fulfil our duties in this regard. Applicants should let us know if they require reasonable adjustments for any part of the recruitment process.