LINCOLN COLLEGE, OXFORD
FURTHER PARTICULARS: DOMESTIC BURSARY ADMINISTATOR
Job Title:
Domestic Bursary Administrator
Department:
Domestic Bursary
Responsible to:
Domestic Operations Manager
Job Purpose:
To provide administrative assistance and support within the Domestic
Bursary, facilitating the Department’s effective and efficient running.
Lincoln College invites applications for the full-time post of Domestic Bursary Administrator. The
post-holder will be located in the Domestic Bursary, in a small, friendly and busy team who also
handle the College’s accommodation, catering, and conference operations.
Background information on the College and Domestic Bursary
Lincoln College was founded in 1427 in the University of Oxford and is a self-governing institution in
which the ultimate authority for all decisions rests with the Rector and Fellows. Lincoln has 600
students in residence, of which approximately 300 are graduates. It enjoys an excellent reputation for
its undergraduate education and has been among the top third of colleges academically for the past
several years. The College is also a popular choice for graduate applicants to the University. Lincoln
College is located on an attractive historic site in the centre of Oxford, with excellent access to
university libraries and the university’s departments and faculty buildings. More information on the
College can be found on its website, www.lincoln.ox.ac.uk.
The Domestic Bursary has responsibility for the provision of all domestic services in College,
including catering, accommodation, conference and external business, and maintenance and
refurbishment projects. The office is situated in the heart of the college, and consists of a full-time
Accommodation Manager, a full-time Conference & Events Officer, and the Domestic Bursary
Administrator (duties outlined below).
The Domestic Bursary works closely with all departments across the College, and the Domestic
Bursary Administrator will in particular be required to liaise frequently with the Bursary and
Accounts team, the Development Office (responsible for alumni relations and fund-raising), the
Senior Tutor’s Office (responsible for academic policy and activities such as schools liaison and
access events), Housekeeping, the Kitchen, the Buttery, the Lodge staff, and the Bar Manager. The
role will also involve day-to-day contact with academic Fellows and students of the College. The
development of good working relationships both within the College and with outside clients will be
essential.
The Domestic Bursary reports to the Domestic Committee and to the Governing Body of the College
via the Domestic Operations Manager and the Bursar.
Job Description: Domestic Bursary Administrator
Main responsibilities

Administrative assistance to the Domestic Operations Manager including diary management,
arranging meetings, and minute taking.

Dealing with enquiries and requests by email, telephone, and in person.

Providing support and cover for colleagues in the Domestic Bursary.

Arranging the events and projects organized by Domestic Bursary throughout the academic
year and vacations.

Maintenance of the College’s EPOS system for meal bookings.

Dealing with all meal booking queries from Fellows, Staff, Honorary Fellows, Alumni,
Fellows’ Guests.

HR administration including recording annual leave bookings, cross checking overtime claim
forms and organizing staff events.

Stationery & furniture ordering for domestic departments.

Maintaining Business Safe, the College’s health and safety recording and management
system.

Checking daily allergens lists with the Kitchen's main spread sheet and maintaining special
student dietary cards.

Assisting with bookings and invoicing of public rooms and Guest Rooms.

Purchase invoice-coding and authorisation.

To undertake any other duties, consistent with the purpose of the job, as may be assigned
from time to time by the Domestic Operations Manager.
Person specification
The successful candidate will be able to demonstrate that they have:

Excellent written and oral communication skills ideally to A-level standard or equivalent, and
a good level of numeracy.

A confident and friendly approach, and the ability to build relationships with people at all
levels, both internally (Fellows, staff and students) and externally (suppliers and contractors).

An ability to work calmly under pressure, to manage several projects at any one time, to
prioritise work and meet tight deadlines.

Strong organizational skills and scrupulous attention to detail.

Excellent IT skills appropriate to a Windows-based office, including word-processing,
manipulating spreadsheets, handling databases, and preparedness to learn new applications as
required.

The ability to work independently and flexibly as a member of a small team.
The following criteria are also desirable:

Familiarity with Oxford colleges.

Experience of minute taking.

Previous experience in a similar role.
Applicants will be expected to demonstrate how their experience equips them to meet these
requirements.
Terms and Conditions
Appointment:
The appointment will be conditional on verification of the successful
candidate’s availability for employment in this country. The initial period
of appointment is probationary, for six months.
Salary:
Equivalent to Grade 4 of the Oxford University Pay Scale, in the range
£20,781 to £24,057, depending on experience.
Pension rights:
Oxford Staff Pension Scheme (OSPS)
Meals:
Free lunch is provided in College when on duty
Hours of
working:
Full time. Standard office hours are 8.45am to 5:00 pm each day (36.25
hours per week)
Annual leave
entitlement:
The post-holder will be entitled to six weeks’ paid leave in each year on
the basis of one week at Christmas and the remainder to be taken at such
time or times as shall be mutually convenient, and agreed in advance with
the Domestic Operations Manager.
Notice period:
During the initial probationary period, notice will be one week on either
side. Subsequent to satisfactory review and confirmation in the post the
notice period will be one month on either side.
Application process
Prospective candidates should send the following items to the College:
1. A completed application form (available at www.lincoln.ox.ac.uk/vacancies)
2. A thoughtfully-written covering letter of no more than 300 words stating how their skills,
experiences, and interests equip them to undertake this role
3. This post is subject to recruitment monitoring to ensure that the selection process is consistent
with the law and the College’s Equal Opportunity Policy and Code of Practice. To this end,
applicants are asked to complete a Recruitment Monitoring Form; this too is available on the
website. This should be returned with your application, but should be placed in a separate
sealed envelope addressed to the Human Resources Manager. The information supplied on
the form will play no part in the selection process, and will not be seen by any member of the
selection panel.
This material should be sent to:
The Bursar’s Secretary
Lincoln College
Turl Street
Oxford
OX1 3DR
Applications may be sent by e-mail to: bursarsec@lincoln.ox.ac.uk
Closing date for applications is 12.00 noon on Monday 18th January 2016
Interviews will be held at Lincoln College during the week commencing 25th January 2016.
Data Protection. All data supplied by applicants will be used only for the purposes of determining
their suitability for the post and will be held in accordance with the principles of the Data Protection
Act 1998.
Other Information
The successful candidate will be required to complete a confidential medical questionnaire which will
be forwarded to our Occupational Health Department who will assess their fitness to perform this role
Lincoln College is an Equal Opportunities Employer. Conduct against fellow employees and College
members which is offensive or detrimental to them on grounds of age, colour, disability, ethnic origin,
marital status, nationality, national origin, parental status, race, religion or belief, gender, or sexual
orientation will not be tolerated.
Any enquiries related to these Further Particulars should be directed in the first instance to the Interim
Domestic Bursar, Mr Jim Mirabal: james.mirabal@lincoln.ox.ac.uk