JOB AND PERSON DESCRIPTION
DARWIN COLLEGE
CAMBRIDGE - CB3 9EU
Registered Charity Number 1141105
JOB DESCRIPTION
Job title:
Bursar’s Secretary
Department:
The Bursary
Job purpose:
1.
Assist the Bursar with administrative work
2.
Assist the Alumni and Development Office as directed by the Bursar
3.
Liaise on his behalf as necessary with College members, other staff, the student body,
University, and external organisations.
4.
Work with the Domestic Bursar’s Secretary in the general operation of the Bursar’s Office.
Specific duties:
Secretarial

Provide PA support to the Bursar – liaise with Fellows, students, the Darwin College Student
Association, College and University departments, and other external organisations. Liaise
with all internal College departments and deal calmly with any issues in the Bursar’s absence.

Screen all incoming postal correspondence for the Bursar, and draft replies, redirect, or
action in accordance with established policy and practice. Forward on to the appropriate
department any mail directed just to Darwin College.

Produce letters and documents as required by the Bursary department.
Sole Administration
•
Administration of the College Commemoration Dinner (January), the Annual Darwin Dinner
(May). Update list of attendees (including contact details) and research any new guests for
annual dinners. Design and print invitations. Send invitations to Emeritus Fellows, Honorary
Fellows, Distinguished Associates, Fellows widows and others as deemed necessary. Produce
draft tableplans and guests lists.
•
Draft the annual College Calendar for further consideration by the Bursar before submission
to the Governing Body.
•
Order stationery, annual diaries and calendars and toners for all printers.

Arrange for quotes and printing of letter headings, menu’s, place cards, business cards,
statements/remittance forms, key return notices for the College and any other College
printing.

Work in conjunction with the Alumni and Development Office on fundraising and alumni
events, providing administrative and operational support as required.
•
Administer the census every decade.
•
Set up the College Council meetings – ensure the Bursar has the appropriate minutes from
the reporting committees to circulate at least one week prior. Send approved minutes to
members after each meeting.

Prepare the Old Library for Finance Committee meetings.
•
Produce and update the Fellows and Staff Photoboard.
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JOB AND PERSON DESCRIPTION

Assist the College Archivist as required.

Set up Bursar’s meetings and history tours.

Ensure the PRS invoice is correct and paid annually.
DARWIN COLLEGE
CAMBRIDGE - CB3 9EU
Registered Charity Number 1141105
Administration in conjunction with the Domestic Bursar’s Secretary

Provide absence cover for the Domestic Bursar’s secretary

Administrate the issue, recording and of recovery front door and locker keys using petty cash
float.

Be prepared to assist the Domestic Bursar’s secretary in administering Halls and Guest Nights.

Administer paperwork for recruitment to College staff posts; send acknowledgement and
holding replies, and invitations to interview.
General
Works with:
Responsible for:
Responsible to:

Maintain the Bursary filing system, and archive old documents.

Assist other departments as required.

The Bursar

The Domestic Bursar and the Domestic Bursar’s Secretary

Other College departmental staff

The general College population

Budgetary responsibility for printing and stationery

No direct line management of staff

The Bursar
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JOB AND PERSON DESCRIPTION
DARWIN COLLEGE
CAMBRIDGE - CB3 9EU
Registered Charity Number 1141105
PERSON DESCRIPTION
Essential:
Desirable:
Qualifications:

VIth form; A levels or equivalent
post-GCSE vocational qualifications

Degree
Experience:

Previous administration experience

Previous College experience

Relevant Senior PA experience

Good MS Office skills

Good organisational skills

Flexibility


Adaptability
Able to work outside normal office hours on
occasion

Patience

Willing to assist others
Skills:
Special requirements:
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