Bursary Administrator
- Job title: Bursary Administrator
- Job Type: Full time, Permanent, 40 hours per week (8am - 5pm)
- Salary: Circa £30,000 p.a.
- Department: Bursary
- Reporting to: Bursar and Bursar’s Executive Assistant
- Location: Highgate, North London, Senior School
- Start: As soon as possible
- Closing Date: 2 February 2024 at 5:00 pm
The postholder will be a key member of the Bursar’s direct support team, responsible for providing an efficient and effective administrative support service to the Bursar and the Bursar’s Executive Assistant.
The Department
The Administrative team are at the heart of this highly successful selective coeducational London day school providing daily support to a high professional level.
We act as front-line contacts for three main areas of the Senior School, the Lower School, the Middle School and the Sixth Form. This involves regular communication with parents and carers, contact with pupils, teachers, governors and support staff as well as the administration generated by the general day-to-day running of the School. All work undertaken is run in a proficient and confidential manner, ensuring an efficient and professional service is provided by the team to the School community.
Administration support functions including but not exhaustive of:
- Diary management for the Bursar to include arranging meetings both in person and remote with internal and external stakeholders.
- Open/distribute incoming mail.
- Draft correspondence on behalf of the Bursar and Bursar’s Executive Assistant such as letters, emails as directed.
- Maintain the Bursary filing system to ensure efficient storage of documents with easy access to historical correspondence and, when appropriate, destruction of unwanted documents.
- Provide support to the Bursar and Bursar’s Executive Assistant in all matters relating to the Governing Body to include preparation of meetings, agendas, availabilities and venues as well as maintaining records such as contact details, terms of office and any related correspondence and queries.
- Organise events, such as dinners, receptions, annual SMC ‘away day’
- Assist as necessary with arrangements for local events such as London Open House
- Assisting the Bursar’s Executive Assistant in managing incoming enquiries.
- Prepare correspondence on behalf of the Bursary such as letters, invitations, leaflets.
- Maintain the confidentiality of all school records relating to staff and pupils at all times, and in line with the latest requirements of GDPR (General Data Protection Regulation).
- Prepare and submit termly returns in respect of film showings
Finance support functions including but not exhaustive of:
- Arrange payments and receipts where appropriate in liaison with the Finance Department
- Carry out monthly reconciliations of the school’s PayPal account and manage any related queries.
- Complete purchases on behalf of the school using the school’s credit card.
- Carry out monthly reconciliations of the school’s credit card statement and manage any relating queries
- Arrange the opening of credit account facilities with suppliers as necessary
- Maintain the administration of the school’s Cycle to Work Scheme
- Assist the Bursar with the annual budget setting by liaising with budget holders and arranging annual budget consultations between budget holders and the Bursar & Accountant.
- Facilitate preparations and arrangements for annual audits.
HR
- Prepare annual salary letters for teaching and support staff
- Assist the Bursar and Bursar’s Executive Assistant in preparing and rolling out any staff incentives, updates, promotions etc.
- Provide administrative support to the Head’s PA for recruitment of teachers, and other occasions as necessary.
- Maintain and update the School’s Gifts and Hospitality records in accordance with the School’s policy
Insurance
- In consultation with Bursar’s Executive Assistant, arrange documentation in respect of insurance renewal
- Arrange for claims in respect of Group Travel Insurance Scheme
- Arrange for updated certificates in respect of employer’s liability/public liability to be passed to the Facilities Administrator to be appropriately displayed
Operations and Facilities Support functions including but not exhaustive of:
- Maintain and administer the issuing of licences and tenancy agreements to occupiers of School accommodation.
- Liaise with maintenance team with regard to the installation and repair of blinds around the school.
- Management and distribution of school keys to Senior School staff.
- Hiring of equipment necessary in the facilitation of events
- Order termly uniforms for porters and site staff and maintain clear records for accounting and audit purposes.
- Management and distribution of school contract mobile telephones
- Check that all vehicles have MOT testing, road tax discs and regular services
General
- Undertake any other duties as requested that are commensurate with the responsibilities of the post as may reasonably be requested by the Bursar or Bursar’s Executive Assistant
- Criteria
- How will these be tested or verified?
- Qualifications and Experience
Essential
- GCSE in Maths and English or equivalent
- Proven experience of working in a busy office environment
- Proven experience of meeting regular and ad hoc deadlines.
- Experience of drafting correspondence such as letters, emails, staff announcements.
- Experience of using Microsoft Excel to create, analyse and update spreadsheets.
- Experience of using MIS systems
- Proven knowledge and use of Microsoft Word, Excel, Outlook, Teams.
- Proven knowledge and use of Microsoft Word, Excel, Outlook, Teams.
- Experiencing in coordinating meetings (in person, remote or hybrid) and preparing and circulating necessary paperwork.
Desirable
- Experiencing of working in the education sector and independent schools
- Experience using SIMS
- Ability and Skills
Essential
- Ability to build a good working relationship with all stakeholders.
- Organised with an ability to prioritise workloads and work to deadlines.
- Confident numeracy/analytical skills.
- Proven ability to communicate effectively at all levels verbally and in writing
- Ability to understand and follow instructions and use own initiative as appropriate.
- Personal Attributes
Essential
- Able to respect utmost confidentiality in respect of all information relating to this post
- Be accurate, methodical and well organized
- Able to display a high standard of attention to detail
- Show initiative to deal proactively with any situation that develop
Benefits
Location | Highgate Village, adjacent to Hampstead Heath, with quaint shops and easy connections across London.
Pension | AVIVA workplace pension scheme offered – 21% employer contribution, with the ability to flex up to 11% of this as additional non-pensionable salary, employees contribute a minimum of 5%.
Personal development | Comprehensive induction support for new staff. Focus on continued professional development for all employees.
Leisure facilities | Free access, at stipulated times, to our sports facilities, including a fitness suite and swimming pool (recently refurbished).
Holidays | Generous holiday allowance of 33 days (including bank holidays) for full-time staff. Most holidays will be taken during school holiday periods.
Lunch | A complimentary lunch including hot meals, sandwiches, salads, fresh fruit and dessert.
Help with sustainable travel | Access to the Cycle to Work Scheme and a Season Ticket Loan scheme for public transport.
Family-friendly policies | Highgate appreciates that employees sometimes have family commitments so we try to be as supportive as possible, for example with enhanced maternity pay (8 weeks’ full pay, then 10 weeks’ half pay) and paid dependant leave.
Working at Highgate
A culture of community, kindness and belonging
Highgate is a caring, open-minded community, where we promote kindness, empathy and friendship. Everyone who works and studies with us deserves to feel they are part of a welcoming environment that enables them to be themselves and to thrive as individuals.
Our community extends beyond the school, through partnerships, charity work and our commitment to equality, inclusion and sustainability. All members of our school community are encouraged to look outwards and play an active role.
In a recent ISI inspection (Dec 2021), it was noted that “Pupils show exceptional respect for, and appreciate diversity within the school and wider community, and their own and other cultures, demonstrating sensitivity and tolerance to those from different backgrounds and traditions.”
Staff wellbeing
Highgate is committed to staff wellbeing, which we promote by encouraging a strong work-life balance; trying our best to support flexible working requests; providing a nutritious complimentary lunch in the dining hall; and offering access to sporting facilities including our recently renovated swimming pool.
The Staff Wellbeing Committee, with representatives across the School, meets regularly to drive forward initiatives, and a selection of staff have been trained as Mental-Health First Aiders.
We encourage an open culture throughout our school, with regular staff surveys, action committees and opportunities to feedback. We strive for continual learning and improvement, and staff training and development is paramount. There are opportunities to participate in the wider life of our school, such as taking part in trips or societies and getting involved in partnership projects.
More details about working at Highgate can be found here:
Charitable work and sustainability
As an independent school, we want to use our position as a charity effectively: to make high-quality education accessible to as many children as possible – through our bursary programme at Highgate and through our work with local state schools. We have partnerships with over 60 state schools across 7 London boroughs, and we are the principal educational sponsor for London Academy of Excellence, Tottenham – an academically-selective state sixth form in a community where such opportunities are lacking.
Alongside this, our staff and pupils undertake charitable activities throughout the year. These range from staff giving up their time to neighbourhood schools and charitable organisations, focused fundraising campaigns, to pupils undertaking community work in the local area or further afield.
As a school, we have a central role to play in educating our pupils, staff and parents about the importance of environmental sustainability. We are taking positive action to adapt our operational performance to tackle the negative effects of climate change. We encourage all our staff to reflect upon their personal and professional practices, to support our environmental agenda and to make positive changes wherever possible.
Application procedure
- Closing Date: 2nd February 2024
- Timing of interviews: w/c 5th February, 2024
Contact: The Recruitment team are happy to answer any questions about this post.
Early Application: Applications will be considered ‘as and when’ received and we may close the vacancy if we appoint before the closing date.
Apply hereInclusion
We know that more diverse teams are stronger teams, and that the more inclusive we are, the more our staff and pupils will feel a sense of belonging and will thrive. To enable us to make reasonable adjustments, please let us know of any disabilities (including neuro-divergence) when you submit your application.
Safeguarding
As this role will have regular unsupervised contact with children you must, if appointed, comply with Highgate’s Safeguarding Policy and Staff Code of Conduct. If in the course of carrying out the duties of the post the post holder becomes aware of any actual or potential risks to the safety and welfare of our pupils, these concerns must be reported immediately in accordance with the Safeguarding Policy. If whilst in the post, Highgate becomes aware of any safeguarding concerns to staff, pupils or the community; these will need to be followed up in line with the safeguarding policy and code of conduct which is underpinned by KCSIE and other legislation. These concerns may need to be shared with other agencies. A copy of these policies will accompany all offers of employment. Training will also be provided to all staff to support Safeguarding practice.
Please read before you apply
Highgate is committed to the safeguarding and welfare of children and applicants must be willing to undergo child protection screening appropriate to this post, including checks with past employers, the Disclosure and Barring Service and overseas police check if necessary. Candidates from overseas must provide information about their past conduct, for example, by providing documents issued by overseas teaching authorities. DBS Privacy Policy
Please note that this role is ‘exempt’ from the Rehabilitation of Offenders Act 1974 and therefore, you are required to declare any convictions, cautions, reprimands and final warnings that are not ‘protected’ (i.e. filtered out) as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2013). Shortlisted candidates will be asked to provide details of all unspent convictions and those that would not be filtered, prior to the date of the interview. DBS Code of Practice
In accordance with the latest guidance from KCSIE, we shall be conducting online searches on any candidates who are shortlisted.