Job Description

Reporting to the Principal you will oversee the general day-to day operation of the Tutorial Office, to ensure that the academic functions for all undergraduate and graduate students is appropriately maintained and efficiently managed. You will be a source of knowledge and skill, have good people skills and a high level of personal professional competence and organisation. You will take initiative and ensure the smooth running of the Tutorial office.

You will be supported and line-managed by the Principal.

You will respect the Christian ethos of the College and its role as a resource centre for learning within the United Reformed Church.

General responsibilities

Work in a pro-active manner.

Take professional responsibility for your own work and that of the Tutorial and reception team.

Manage your time and establish priorities.

Produce and encourage a high standard of work.

Take initiative and think ahead.

You will be helpful and friendly, have a "can do" attitude.

Ensure confidentiality in relation to personnel, finance, students and other sensitive areas

Key responsibilities

You will:

Act as the

Personal Assistant

to the Principal including:

o Diary and correspondence management, general administrative tasks such as word processing, photocopying, leaflet production and setting up meetings, electronic and manual filing systems (committee agendas, minutes and other reports)

o Assisting Principal with relevant paperwork and reports for the various committees he is part of -sync diaries and laptop.

o Minute taking notably Senatus meetings

o Liaise with Convenor of the Board of Governors on Principal's behalf

o Assist with recruitment of new academic team members.

o Other duties appropriate to the role of PA including extra-ordinary events such as Team member leaving or retirement planning or Senatus Away days.

o Organising College end of terms events - Advent, Lent and Valediction services and dinners

Manage and carry out administrative services for

Tutorial Office

concerning the academic and educational aspects of College life, and at times for other support staff.

Providing general support such as:

o All office systems and procedures operate smoothly (check regularly personal and group admin emails), keep accurate records, prioritise work and anticipate requirements

o Liaising with central administration of the CTF or Church house.

o Assist the Director of Studies with course registration administration.

o Keeping everyone informed of College matters generally.

o Providing necessary support for Tutors and Director of Studies throughout the year

o Overseeing appropriate and efficient information flow to other institutions

o Managing and ordering the stationery requirements

o Maintaining and developing the College databases, managing and developing College forms and records in respect of the Data Protection policy.

o Dealing with post

o Managing students files, information, board and lodging requirements through the year.

o Providing accurate meals reconciliation to finance manager at the end of each term.

o Receive and process Student claim forms.

o Distribution and collection of Grant forms, Tenancy agreements, Rooms licences, Cautions and various keys.

o Assistance to students with their Admission, Residential and/or Financial paperwork with regards to Westminster College only.

o Discreet support to the students' private and confidential matters.

Updating, managing and sending out correspondence to those on the database of the Friends and Alumni of Westminster alumni association.
Handle

sabbaticals administration

including tasks such as:

o Handling enquiries and carrying out relevant checks for eligibility.

o Making sure bookings are conveyed to Hospitality and Events/Accommodation departments for booking on the college's room booking system and sending relevant booking forms.

o Manage bookings, arrivals and visas if necessary.

o Helping to prepare and maintain visitor documentation

Play active role in the

Management Team

:

o Report to Management meeting as and when requested

o Prepare, in consultation with the Principal, adequate figures and information to feed into budget drafting each year

Assist with

Cheshunt Educational Fund

including tasks such as:

o Assist visitors needing additional funding who are not eligible for a Cheshunt sabbatical but are URC

o Liaise with the other parties (usually Synods) who will be paying part of this funding and send

them invoices for payment.

o Provide Cheshunt related work for Cheshunt Governors meetings and dinners sending out papers ahead of meetings

o Work closely with the Cheshunt Foundation Director.

Work closely and effectively with the Hospitality and Events Team and the Office Manager to ensure a full and proper exchange of information in relation to the requirements for College events and timetable with Conferences and events.

Help ensure compliance with regulations and best practice relevant to the role as defined.

Provide general assistance to the Bursar, the Principal, Senatus and other members of support staff and carry out other tasks, commensurate with the position, as may be specifically delegated from time to time.

Other Matters

You will have a flexible approach to working hours and be prepared to offer reasonable out of hours support for the College's visitors.

You will familiarise yourself with and at all times comply with regulations, policies and procedures of the College.

You will at all times act in the best interests of the College.

You will act within any boundaries agreed with the Principal.

Expected Standards

Communication:

Communicate effectively with colleagues and internal and external contacts.

Equality & Diversity:

Act in ways that support a culture which promotes equality and values diversity.

Health Safety and Security:

Act in ways that protect own and others' health safety and security.

Customer Service:

Deliver excellent customer service and work collaboratively to develop a customer service culture which fosters continuous improvement within the RCL.

Personal and People Development:

Take responsibility for own personal development and support the development of others to enhance their skills and knowledge

Job Types: Full-time, Permanent

Pay: 25,000.00-28,000.00 per year

Benefits:

Company pension Discounted or free food Free parking On-site parking Sick pay
Schedule:

Monday to Friday
Language:

English (required)
Work Location: In person