MANCIPLE’S ASSISTANT - FURTHER PARTICULARS
Introduction
All Souls is a strongly research-focused College with about 80 Fellows, many research-active
Emeritus Fellows, and up to ten Visiting Fellows as well as Visiting Lecturers regularly using its
facilities.
The College also hosts a large number of lectures and seminars, a wide range of
academic conferences, and a number of other special events.
As a small college, All Souls requires its administrative staff to undertake a wide variety of
responsibilities and to be flexible to adapt to the changing needs and circumstances of the College.
The Manciple, who supports the Domestic Bursar, is responsible for the management of most day
to day aspects of the College’s domestic arrangements, including its health and safety
arrangements, the management, maintenance, and servicing of its main site and other Oxford
buildings and accommodation, catering, battelling (invoicing), security, and domestic staff
employment. His office and outer office are very busy and the current Manciple’s Assistant, who
is relocating to take up another appointment, plays a key role in supporting both the Manciple and
fulfilling her own responsibilities to support the efficient and effective operation of the College.
The post of Manciple’s Assistant provides an excellent opportunity for suitable high quality
candidates looking to use their strong organisational and IT (Microsoft Office) skills and build on
their initial office experience, preferably gained in a college or university environment, to develop
their skills and experience. The College actively encourages its staff to undertake further training
and professional qualifications where appropriate, e.g. in pursuing CIPD or similar qualifications.
Outline Job Description
The main duties of the Manciple’s Assistant are as follows:
Secretarial Support
To provide efficient and effective secretarial support to the Manciple – opening and sorting mail,
answering the telephone and taking messages, providing diary and other support as required
(including, where required, proof-reading and preparing documents for issue, publication and
posting on the College website and intranet);
To undertake other clerical tasks as required;
Accommodation Bookings
To manage, under the direction of the Manciple, the booking of accommodation for overnight
visitors in College and visiting academics in other College-owned accommodation for visiting
academics, the issue of keys, and preparation of appropriate welcome packs and guidance;
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Event Management
Working with the Manciple, Catering Manager and other staff, to prepare all aspects of the
domestic arrangements for routine College functions and events (including the preparation of
menu cards, dining lists, seating plans) and support the Manciple in the effective management of
the domestic arrangements for other events. On occasion this work might require some manual
handling of furniture and other equipment.
HR Support and Management
To assist the Manciple in the discharge of his HR management responsibilities, including
supporting domestic staff recruitment, checking proofs or rights to work, using the HR
management software, drafting appointment letters and contracts of appointment, maintaining
accurate staff attendance records, undertaking routine analysis of data, and supporting the
effective performance management of domestic staff;
There is also scope for a suitably qualified and experienced candidate to provide advice and
assistance to the Manciple on the full range of HR issues and, potentially, to take up the role of
harassment adviser.
Key Skills and Competences
The successful applicant will be required to demonstrate the following skills and attributes:
Essential
a) a good education and qualifications (at least to ‘A’ level standard);
excellent organisational skills and flexibility - to be able to provide efficient and
responsive day to day support to Fellows and College visitors in a demanding and busy
office but also to ensure timely delivery of routine and ongoing tasks and meet the
requirement to develop and adapt to new ways of working;
b) excellent interpersonal skills – the post-holder will have a lot of direct contact with Fellows
and College guests but must also be able to work collaboratively as part of the broader
administrative team and build good working relations with all staff;
c) strong oral and written communication skills – to handle telephone, face to face, and e-mail
inquiries clearly, courteously and effectively; and be able to draft clear notes, e-mail
messages, and routine correspondence;
d) well developed IT skills (mainly Microsoft Office) and the willingness and ability to learn
to operate new programmes, including HR software (the College uses Simply Personnel)
and the College battels system;
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e) numeracy, accuracy, and attention to detail – essential competences and attributes in this
post where high standards are expected in all aspects of the College operation;
f) the ability to prioritise and work under pressure;
g) tact and discretion; and
h) commitment and enthusiasm for working to high standards in a traditional College
environment along with readiness to develop new skills.
Desirable
a) Experience of similar work in another college or similar environment;
b) A CIPD or equivalent qualification and/or the readiness to study towards a professional
qualification.
Terms and Conditions
The normal working hours for this appointment are 9.00 a.m. to 5.00 p.m. Monday to Friday
(including one hour for lunch) but occasional weekend working may sometimes be required to
meet College requirements (with time off in lieu as agreed) so some flexibility is required.
The starting salary for this appointment will be from £22,500 per annum (more for a CIPD
qualified candidate). Salaries are reviewed annually in August. The post-holder will be enrolled
automatically in the Universities Superannuation Scheme (USS). USS is a qualifying pension
scheme, which means it meets or exceeds the Government’s new standards for pensions, and the
College operates a salary sacrifice scheme in relation to the employee’s contributions.
In addition to the basic salary, the post-holder will be entitled to receive free meals when on duty
in College and the College Kitchen is open. Subject to the satisfactory completion of 6 months’
probation, the post-holder and his or her immediate family will also be entitled to be enrolled in
the College medical insurance (PHC) scheme, for which the College will fund the premium. (This
benefit is taxable.)
The post-holder will be entitled to 20 working days paid holiday in addition to the usual Bank
holidays (or time off in lieu if required to work during the May bank holidays) and holiday during
the College closed periods during Christmas/New Year and at Easter, when the College is closed
from Maundy Thursday to Easter Tuesday and administrative staff may also take an additional
three days of leave.
Annual leave must normally be taken only outside Full Term and needs to be co-ordinated with
the Manciple and other colleagues in order to ensure appropriate staffing.
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Applications
All Souls College will consider applications from any suitably qualified and experienced applicant.
Applicants should submit applications to Anne-Laure Guillermain, the Bursars’ Secretary, All
Souls College, Oxford OX1 4AL (or [email protected]) by noon on Monday, 27
April, enclosing:

a covering letter explaining why you think you would be suitable for the post, including
examples of how you have demonstrated the required competences;

a copy of your cv;

the names and contact details of two referees (whom we can contact in case of your being
shortlisted), who have good knowledge of your work and character,1 and

the completed Equal Opportunity Monitoring questionnaire. (This will play no part in the
selection process and will not be seen by those involved in the decision making process but
enables the College to monitor the success of its Equality Policy.)
Shortlisted candidates will be invited to undertake written tests, including involving the use of IT,
and to attend an interview with the Domestic Bursar, Dr Sarah Beaver, and the Manciple, in the
week beginning Monday, 4 May.
All Souls College is an Equal Opportunity Employer and welcomes applications from people of all
backgrounds, including disabled candidates, although it should be noted that the post-holder will
be required to move between and within buildings which are not equipped with lifts and may on
occasion be required to move projectors, computers, and other equipment.
1
The College also reserves the right to make its own independent inquiries about shortlisted candidates but will not
make any contact with immediate line managers and employers unless and until candidates give us their permission.
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