Executive Assistant to the Bursar and Treasurer

Executive Assistant to the Bursar and Treasurer  

Full-time; Permanent  

We are seeking to recruit a suitably experienced and enthusiastic EA to join our School from October 2019.  The successful candidate will work closely with the Bursar and other senior members of staff at George Heriot’s School to ensure the effective organisation and management of the Bursar’s office.

Hours: Hours of work will be Monday to Thursday; 8.00am – 4.30pm; and on Friday from 8.00am – 4.00pm; 37 hours per week.

However, flexibility to attend evening meetings/events will be required from time to time.         

Salary: The salary for the role based on a 37 hour working week will be between £27,837 and £34,192 dependant on experience.

Summary

To provide support for the Bursar in relation to a range of activities encompassed.  Activities include both taking ongoing responsibility for deliverables in certain tasks and in others, working closely with the Bursar and/or other members of the Bursarial team and/or the wider organisation (including the Board of Governors).  The activities will primarily relate to a) Management of the administration of the Foundation and Bursary applications b) Governance administration c) various areas of Business Management and d) the commercial use of the School facilities and other income producing initiatives.

Key Duties and Responsibilities:

The key duties and responsibilities of the role are as follows.  This list is not intended to be exhaustive and may be reviewed from time to time in line with the development of the department and its requirements.

Management of the administration of the Foundation and Bursary Applications

•Communication with Governors and School Senior management.

•Administration and support of the George Heriot’s Trust Foundation which provides free education to children who have suffered the loss of a parent.

•Financial assessment of Foundation and Bursary applications and leading the request for additional information in support of the applications.

•First point of contact and ongoing administration for the Foundationer parents.

•Supporting the administration of Bursary Schemes, including financial assessment and reports.

Governance Administration 

•Organisation of Governors’ Board and Committee meetings.

•Preparation, collation and circulation of agendas and papers.

•Taking minutes of meetings, drafting minutes and circulating for approval.

•Maintenance of Trust records.

•Tracking and managing ongoing work flows, organising meetings and following up on actions arising.

General Business Management and Bursarial Support

•Acting as first point of contact for the Bursar’s office, dealing with queries, finding solutions where possible and escalating matters as appropriate to the Bursar.

•Implementing agreed actions and solutions for a variety of issues – including communicating internally and externally.

•Dealing with straightforward insurance issues and communications, including liaising with school staff regarding appropriate insurance cover for school trips and visits.

•Assisting with the assessment and approval of drivers for School vehicles and maintaining and updating the records and information required for authorised drivers.

•Licence compliance - oversee applications for licences for theatre performances, alcohol consumption, market traders etc. as required.

•Minute taking as required (eg: Health and Safety Committee and Bursarial & Support Leadership Team meetings).

•Member of Bursarial & Support Leadership Team (BSLT).

Commercial Use of the School facilities and other income producing initiaitves

•Supporting and contributing to the development of a new Business Plan to develop the scale and scope of commercial activities.

•Sourcing and managing enquiries, bookings, invoicing and co-ordinating internal organisation in respect of the external commercial use of the School facilities (excluding Heriot’s Centre for Sports and Exercise).Liaising with HCSE Manager as required.

Skills and Attributes Required:

•Positive and pro-active attitude; enthusiasm; ability to interact positively, sensitively and constructively with a range of people, some of whom may be experiencing significant difficulties in their lives; team player; good influencing skills; ability to make things happen.

•Excellent organisational skills, using both paper records and computer based data management.

•Good verbal and written communication skills; experience of taking full and detailed minutes at Board level or equivalent would be desirable.

•Experience of creating, documenting  and implementing a range of organisational systems, processes and procedures.

•Experience of organising large meetings and events.

•Ability to manage a wide range of tasks and stay cheerful and calm!

•Ability to work effectively in a fast moving busy environment and constructively and pleasantly with a wide range of people.

•Education to Degree level or equivalent is preferred.

•Good general computer skills and excellent Word and Excel skills.

•Empathy for the ethos and objectives of George Heriot’s Trust – including the School and the Foundation which supports children who have suffered the loss of a parent.

Additional Information

•This post is considered Regulated Work with Vulnerable Children and/or Protected Adults, under the Protection of Vulnerable Groups (Scotland) Act 2007.As such, the successful candidate will be required to gain membership of the PVG Scheme.

George Heriot’s School is governed by George Heriot’s Trust, Scottish Charity number SC011463