At a Glance
- Tasks: Support the Domestic Bursar and ensure smooth office operations at Balliol College.
- Company: Join the historic and vibrant Balliol College community in Oxford.
- Benefits: Enjoy competitive pay, free meals, gym access, and employee discounts.
- Other info: Flexible part-time hours with opportunities for professional growth.
- Why this job: Gain valuable experience in a dynamic college environment while developing your administrative skills.
- Qualifications: Strong communication, IT skills, and a proactive attitude are essential.
The predicted salary is between 15 - 16 £ per hour.
Salary: £15-£16 per hour, Grade 4 on the College’s pay scale
Contract type: Temporary (approximately 6 months)
Location: Balliol College, Oxford
Reports to: the Domestic Bursar
Hours: This is a part‑time post, anticipated at approximately 0.6 FTE, though exact hours may vary depending on operational requirements. Normal working days are Monday to Friday, though there is flexibility to work over 4 or 5 days.
Purpose of the Post
The College seeks to appoint an Administrator for the Domestic Bursary. This role is being recruited on a temporary basis to support the interim Domestic Bursar. It is a varied administrative role with the dual purpose of providing PA support to the Domestic Bursar, in addition to the general organisation of activities that facilitate the smooth running of the office, which includes supporting the Accommodation Officer, Conference Manager, and Front of House Manager.
Essential to the job will be quick and accurate working, strong IT skills, ability to multitask, courteous and timely handling of enquiries, and a willingness to take on tasks to accommodate the fluctuating workloads of the office. This is a rewarding post for someone who has excellent communication and organisational skills, and who is looking for diverse and responsible work in a close‑knit college environment.
Main Duties
- Providing a professional and welcoming first point of contact for all enquiries relating to any of the office operations in person, by telephone or email
- Providing PA support to the Domestic Bursar
- Organising Committee meetings, including issuing agendas and minute taking
- Providing administrative support to the Domestic Bursar, Accommodation Officer, Conference Manager, and Front of House Manager, as necessary
- Supporting office colleagues during absences, holidays and busy periods
- Conference Office admin – logging dietary requirements and developing seating plans and place cards
- Managing College Guest room bookings, including compilation of the weekly Guest Journal
- Producing Proof of Residency and Accommodation Reference statements
- Ensuring room occupancy data is accurate within the room booking system (StarRez) including checking check‑in/out statuses
- Reconciling the monthly credit card statement and collating receipts
- Dealing efficiently with all reasonable administrative requests made by students
Other responsibilities
- Managing the office stationery account and maintaining stock levels
- Maintaining BusinessSafe online – the College’s health & safety software
- Overseeing and collating the College’s accident reports, including reporting any RIDDORS
- Maintaining filing systems and spreadsheets held in the office
The postholder will also be expected to carry out other reasonable duties to ensure the smooth running of the office.
Person Specification – skills and experience
Qualifications, skills and experience
- Good standard of education
- Proven experience in an administrative, office‑support or customer‑facing role
- Experience of providing diary, meeting and administrative support
- Experience of organising meetings and taking accurate minutes
- Excellent communication skills, both written and verbal
- Strong customer service skills, providing a professional and welcoming first point of contact
- A high level of organisation and accuracy with good attention to detail
- Excellent IT skills (Microsoft Office applications, including Word, Excel, Outlook and Teams)
- Willingness to train in new IT systems
- The ability to prioritise and manage own workload
- Work effectively independently and as part of a team
- The ability to multi‑task and respond to enquiries courteously and in a timely fashion
- Maintain confidential information and exercise discretion
Personal Attributes
- Professional and approachable
- Flexible and willing to support colleagues and accommodate fluctuating workloads
- Reliable and proactive with a positive attitude
- Able to manage a varied workload and remain calm under pressure
- Experience of working in a College or higher‑education environment
- Accommodation or Events and Hospitality experience
Employee Benefits
- A free two‑course lunch is available in the Hall, when the kitchens are open.
- Oxford University Staff Pension Scheme (OSPS). This is a contributory pension scheme, with contributions from both the employee and the College.
- Interest‑free ticket loans enabling the purchase of bus passes and annual rail season tickets to Oxford.
- Discounted travel is available on some services.
- 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.
- Free membership of the University Club, which offers food, drink and accommodation in an exclusive space for staff, postgraduates and alumni.
- In addition to training organised by the College, resources are available from the University.
- 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 – subsidised rates are available for Balliol staff, subject to availability.
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.
Domestic Bursar’s Office Administrator and PA in Oxford employer: University of Oxford
Balliol College offers a supportive and enriching work environment, ideal for those seeking meaningful employment in a prestigious educational setting. With flexible working hours, a strong emphasis on employee well-being, and numerous benefits such as free meals, gym access, and professional development opportunities, this role as Domestic Bursar’s Office Administrator and PA is perfect for individuals looking to grow within a close-knit community. The college's commitment to equal opportunities further enhances its appeal as an excellent employer.
StudySmarter Expert Advice🤫
We think this is how you could land Domestic Bursar’s Office Administrator and PA in Oxford
✨Tip Number 1
Network like a pro! Reach out to your connections, whether it's friends, family, or former colleagues. Let them know you're on the hunt for a Domestic Bursar’s Office Administrator and PA role. You never know who might have the inside scoop on job openings!
✨Tip Number 2
Prepare for interviews by researching the college and its culture. Familiarise yourself with their values and how they operate. This will help you tailor your responses and show that you're genuinely interested in being part of their team.
✨Tip Number 3
Practice your communication skills! Since this role requires excellent verbal and written communication, consider doing mock interviews with a friend. Get comfortable discussing your experience and how it aligns with the job requirements.
✨Tip Number 4
Don't forget to apply through our website! It's the best way to ensure your application gets noticed. Plus, we love seeing candidates who take the initiative to engage directly with us. Good luck!
We think you need these skills to ace Domestic Bursar’s Office Administrator and PA in Oxford
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter for the Domestic Bursar’s Office Administrator and PA role. Highlight your relevant experience and skills that match the job description, like your IT skills and ability to multitask.
Show Off Your Communication Skills:Since this role involves a lot of interaction, emphasise your excellent communication skills in both your written application and any potential interviews. We want to see how you can be a welcoming first point of contact!
Be Detail-Oriented:Pay attention to the details in your application. Make sure there are no typos or errors, as accuracy is key in this role. A well-organised application reflects your ability to manage tasks effectively.
Apply Through Our Website:We encourage you to apply directly through our website. It’s the best way to ensure your application gets to us quickly and efficiently. Plus, it shows you’re keen on joining our team at Balliol College!
How to prepare for a job interview at University of Oxford
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the responsibilities of the Domestic Bursar’s Office Administrator and PA. Familiarise yourself with the key tasks mentioned in the job description, such as providing PA support and managing guest room bookings. This will help you demonstrate your knowledge and enthusiasm for the role.
✨Show Off Your IT Skills
Since strong IT skills are essential for this position, be prepared to discuss your experience with Microsoft Office applications like Word, Excel, and Outlook. You might even want to mention any specific projects where you used these tools effectively, showcasing your ability to handle administrative tasks efficiently.
✨Demonstrate Your Multitasking Ability
This role requires juggling multiple tasks at once, so think of examples from your past experiences where you successfully managed competing priorities. Be ready to share how you stayed organised and maintained accuracy under pressure, which is crucial for supporting the Domestic Bursar and other colleagues.
✨Prepare Questions to Ask
Interviews are a two-way street, so come prepared with thoughtful questions about the role and the team. Inquire about the office culture, how the Domestic Bursar prefers to work, or what challenges the team currently faces. This shows your genuine interest in the position and helps you assess if it’s the right fit for you.
