JESUS COLLEGE

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					                                  JESUS COLLEGE
                                  JOB DESCRIPTION

The below job description is a guide to the work you may be required to undertake but does
not form part of your contract of employment and may change from time to time to reflect
changing circumstances.
JOB TITLE:                               Part Time Secretary to the Master’s Office
                                         22.5 hours per week.

DEPARTMENT:                             Master’s Office

REPORTS TO :                            Master’s Personal Assistant

DURATION OF CONTRACT:                   One Year appointment (Maternity Cover)

MAIN PURPOSE OF THE JOB:
To provide a professional, efficient and comprehensive secretarial and administrative support
service within the Master’s Office.

MAIN RESPONSIBILITIES:
   Performing comprehensive secretarial and administrative support duties within
     the Master’s Office, and specifically for the President.
   Administering and servicing the Research Fellowships Competition.
   Administering and servicing the Research Associates Competition.
   Assisting with administration of College Council.

SPECIFIC RESPONSIBILITIES:

    1. Secretarial Support to the President
       Typing of all correspondence, papers, minutes, reports etc, from shorthand, audio or
        hand-written notes.
       Compilation of some correspondence on own initiative.
       Arranging meetings.
       Screening and handling telephone calls and diverting as necessary.
       Operation and maintenance of filing systems ensuing efficient document retrieval.
       Operation and maintenance of bring forward, hold over and calendar systems,
        especially for College meetings.
       Photocopying of documents and papers as required.
       Organisation of social functions and events as required.
       Preparation and typing of President’s business for Council and other College
        meetings as required.
       Maintenance of College website updating Fellows and College Officers and Research
        Associates.

    2. Administering and servicing the Research Fellowship Competition
       (annually – June to November)
     Arrange Research Fellowship Competition Committees and Sub-Committees
       meetings and service these meetings as required
     Obtain costs, draft, type and place advertisements for the Research Fellowship
       Competitions, following approval
     Receive enquires and forward relevant information as required
     Typing of all correspondence and papers, including letters/ emails to referees and
       candidates.
      Operation on online application system.
      Photocopying of documents and papers as required

   3. Administering and servicing the College Research Associates Competition
       (June to November)
      Arrange College Research Associates Competition Committee meetings and service
       these meetings as required
      Obtain costs, draft, type and place advertisements for the College Research
       Associates Competition, following approval
      Receive enquires and forward relevant information as required
      Typing of all correspondence and papers, including letters to referees and candidates.
      Photocopying and distribution of applications
      Operation and maintenance of comprehensive filing systems and databases

   4. Assisting in the Master’s Office
      General administrative support to Master’s Personal Assistant.
      Assistance with administration of College Council including photocopying of agenda
       and documents as required, distribution of agenda and attendant papers, photocopying
       and distribution of minutes.
      Assisting with the arrangements for social functions.
      Assisting with the arrangements of Progress Reviews between the Master and
       students.
      Providing holiday cover in terms of routine procedures for the Master.
      Maintenance of College lists, Society, Fellowship on College Intranet, JNet.
      Photocopying f documents and papers as required.

   5. Any other ad hoc tasks as may be required from time to time as directed
      by the Master, President or Master’s Personal Assistant.


October 2012

				
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posted:11/4/2012
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