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To take up the post as soon as possible.
Job Description
Please see Notes for Job Applicants for
general background information on St. Clare's.
Background to the post
This post is to work with the Principal of St. Clare's, Paula Holloway,
who oversees all the varied activities of St. Clare's, throughout the
year, on three sites. This post is to provide first class administrative
support to her, and to assist, more generally, in College administration.
Responsibilities and
Duties
The PA to the Principal currently shares the central college office with
the PA to the Bursar. They jointly run the central office, but with distinct
responsibilities. However, each deputises for the other.
The changing nature of the College's activities means that the job description
and duties will need to be reviewed periodically.
Overall, the Personal Assistant to the Principal will report directly
to the Principal.
Specific duties and responsibilities:
1. Relating directly to assistance of the Principal in her own work:
• handling routine correspondence
• managing paperwork
• overseeing incoming paperwork
• overseeing the opening and distribution of College business (not student)
post
• keeping on top of the in-tray, ensuring priorities are met
• completing statistical returns for the DfES and other bodies
• managing the Principal's diary, including arranging travel and meetings
• typing, and setting out of documents
• undertaking specific projects as requested
• other duties as reasonably assigned by the Principal
2. Relating to cross-college administration
• establishing and maintaining information storage and retrieval within
the central College office, electronically and on paper, including management
of central archives.
• attending and minuting College Co-ordination Group (CCG) meetings
• production of the weekly Staff Bulletin
There will be a number of additional responsibilities within this area.
Details will be worked out with the person appointed.
Person Specification
The person appointed will:
• be of the highest personal integrity
• be very highly organised and efficient
• be a person to whom establishing administrative and filing systems and
the like comes easily
• be accurate and reliable
• show attention to detail
• follow through jobs to completion with a minimum of supervision
• be able to work independently
• be literate
• have ICT skills of a high order (including knowledge of Word and Excel)
• be a proven and efficient manager of time and information
• work effectively to deadlines
• enjoy taking initiative
• be sympathetic to the ethos of St Clare's - its charitable educational
activities and its international staff and student body
• enjoy contact with young people
• enjoy working to a high standard in a lively and demanding environment
• have a sense of humour
Terms and
conditions
Hours of work
Monday to Friday, 9am to 5pm with one hour for lunch. Some flexibility is essential here. On occasions, work will be needed outside these hours to meet deadlines etc. This may involve occasional weekend work, for which there is time off in lieu.
Salary and benefits
Starting salary will be negotiable according to qualifications and experience.
Scales are related to those in universities. Once fixed, it will be linked
to the appropriate St. Clare's scale. St. Clare's scales are linked to
those of universities.
Free lunches in the College dining room or café/bar during the academic
year and major summer courses.
Holiday
22 working days per year and the period over Christmas when the College is closed (24 December - 1 January inclusive). (Although officially closed over Christmas we do need to have post checked once or twice by an appropriate person). The College operates during bank holidays in May and August and work may be required on one of these days, with time off in lieu.
Pension
You are entitled to join the College's group personal pension scheme. Employer pays up to 10% of salary subject to the Employee contributing 5% of salary, the Employer's contribution being double that of the Employee.
Pension entitlement may be backdated to any time from the date of commencement of employment.
Probationary period
The first six months will be probationary, within which notice is two weeks on either side. Thereafter notice is one month on either side.
Further enquiries and applications
should be sent to:
The Principal
St. Clare's, Oxford, 139 Banbury Road, Oxford OX2 7AL
Tel: 01865 552031
Fax: 01865 310002
Email: recruitment@stclares.ac.uk
Closing date for applications: 15 September 2005
Appointments will be subject to enhanced CRB check
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