JOB AND PERSON DESCRIPTION
DARWIN COLLEGE
CAMBRIDGE - CB3 9EU
Registered Charity Number 1141105
JOB DESCRIPTION
Job title:
Department:
Job purpose:
Domestic Bursar’s Secretary
The Bursary
1. Assist the Domestic Bursar with administrative work
2. Liaise on his behalf as necessary with College members, other staff, the student body,
University, and external organisations.
3. Work with the Bursar’s Secretary in the general operation of the Bursar’s Office.
Specific duties:
Secretarial
 Provide PA support to the Domestic 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 Domestic
Bursar’s absence.
 Screen all incoming postal correspondence for the Domestic Bursar, and draft replies, redirect,
or action in accordance with established policy and practice.
 Organize monthly Heads of Departments' meetings – prepare agenda, take notes of the
meetings and circulate to members.
 Draft minutes of the Health and Safety Committee for review and completion by The Domestic
Bursar.
 Produce letters and documents as required by the Domestic Bursary departments.
 Be prepared to provide cover for the Bursar’s Secretary when the latter is absent.
Administrative
 Maintain the Bursary Diary for all public room bookings, venues, and other events held in the
College (e.g. seminars, meetings, tours, etc). Administer Small Island bookings to ensure the
facility is not misused. Control use of the Common Room by student groups & societies
ensuring, where necessary, up-to-date public liability insurances and teaching certificates are
in place.
 Review with the Domestic Bursar room booking charges as necessary.
 Book seminars and other meetings for Fellows, Members and Alumni members. Produce
itineraries as needed, and liaise, as required, with Catering, Maintenance, and Housekeeping
to ensure rooms and refreshments are set up and prepared in accordance with agreed
arrangements. Produce named lunch tickets if required.
 Raise invoices, as required, for all public room and Small Island bookings.
 Administer Formal Halls, Guest Nights and other private dinners. Produce tickets, attendance
lists, menus, place cards & seating plans as required. Monitor the online Formal Hall booking
system closely to prevent misuse or duplication & ensure places are reserved for College
functions within the Halls.
 Prepare and keep a record of menus originating from the Catering Department, and put
weekly menus online.
 Produce guidance notes for regular events such as Burn's Night, Bops (discos), College Sports
Day, etc; meet with DCSA representatives and the Head Porter to discuss and agree these
annually.
 Produce, update, and circulate College Information Booklet annually.
 Liaise with the Master's Office and confirm suitable dates for the Master to be present at the
Annual College Photograph, book the photographer and advertise the date(s) to all College
members. On receipt, check name spellings on proof. Arrange for members to view and buy
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JOB AND PERSON DESCRIPTION
DARWIN COLLEGE
CAMBRIDGE - CB3 9EU
Registered Charity Number 1141105
copies of photograph; distribute photographs when they arrive in College.
HR
 Administer paperwork for recruitment to College staff posts; send acknowledgement and
holding replies, and invitations to interview.
 Prepare draft appointment letters, terms & conditions of employment, and formal contracts
for new employees and changed employments. Place advertisements for College job
vacancies in appropriate media. Circulate any unsolicited CVs received to appropriate HoDs
and send replies as decided.
General
 Arrange Piano tunings and control use of pianos by members.
 Maintain, with the Bursar’s Secretary, the Bursary filing system, and archive old documents. .
 Deal with engineer calls and send meter readings for those photocopiers which are under
service agreements. Administer adding new members to photocopier pdf function
Works with:




The Domestic Bursar
The Bursar’s Secretary and the Bursar
Other College departmental staff
The general College population
Responsible for:

No direct line management of staff
Responsible to:

The Domestic Bursar
PERSON DESCRIPTION
Qualifications:
Experience:
Skills:
Special requirements:
Essential:
 VIth form; A levels
 Previous office experience
 Good MS Office skills
 Good organisational skills
 Patience
 Adaptable working hours
Desirable:
 Degree
 Relevant PA experience


Last updated: 17th October 2014
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