Personal Assistant

PA TO THE PRESIDENT, BURSAR AND DOMESTIC BURSAR

This position is available for 40 hours per week (8 hours per day) 35 hours per week (7 hours per day) or 30 hours per week (6 hours per day)

£27,621-£29,405 full-time (40 hours)
Wolfson College is one of the 31 Colleges in the University of Cambridge and provides an academic home for over 900 students aged 21 or above, 200 Fellows, 300 senior members and 100 staff. The College is the most cosmopolitan in Cambridge which, together with its egalitarian ethos, helps to create a very friendly working environment. 

An opportunity has arisen for an experienced PA to join our team to support the President, Bursar and Domestic Bursar, who deliver key roles at the heart of the College's administration; and to work with the College Secretary who provides strategic support to the President and the Vice-President and supports the College's governance and committee structure. The successful candidate will have strong secretarial and administrative skills and be able to work using their own initiative as well as collaboratively. 

Key duties and responsibilities in relation to the President (c.20 hours/week):
"    Provide secretarial and administrative support to the President and act as a first point of contact for enquiries to the President's office;
"    Support and enable the President's work schedule through proactive planning, management and maintenance of their calendar on a daily basis; ensure related Senior Management Team and meetings calendars are updated as appropriate;
"    Deal with correspondence, emails, letters; draft and issue appropriate responses in line with the President's instructions and in their absence;
"    Arrange national and international travel, devise and prepare detailed schedules, liaising with internal and external departments and collaborators; process expenses claims and monitor reimbursement;
"    Provide the President with papers for meetings and circulate papers from the President for meetings as required;
"    Prepare presentations, speech notes etc as required;
"    Prepare schedules/agendas and/or background information for meetings, liaising with other College departments as required;
"    Devise and maintain office systems including data management and filing;
"    Prioritise, plan and arrange meetings, including venue and hospitality;
"    Take notes of meetings;
"    Arrange hospitality for visitors/meetings;
"    Manage the President's dining and College guest arrangements; co-ordinate the President's College hospitality in the President's Lodge, prepare guest lists, liaise with catering and conference team as required, issue invitations, receive responses, and prepare seating plans;
"    Work collaboratively with the College Secretary to plan, administer and oversee arrangements for key College functions/events hosted by the President.

Key duties and responsibilities in relation to the Bursar and Domestic Bursar (c.10-20 hours/week):
"    Prepare agenda and meeting papers for certain Committees for which the Bursar and Domestic Bursar act as Committee Secretary or Chair (e.g. Carbon Reduction, House & Student Events, Health & Safety, Staff Communication & Consultation), circulate the meeting papers, attend some of the Committee meetings, draft the minutes and circulate the final minutes; administration of committees and management of related data, e.g. Minute books;
"    Arrange meetings; print/collate papers for external meetings;
"    Handle correspondence; manage Accident & Incident Forms and related data;
"    Create reports and presentations; production of documents, as required;
"    Manage shared online calendars;

Closing date 12 noon on Thursday 10 May 2018