Job Title
Old Members’ Assistant
Department
Old Members’ Office
Grade
5
Reports to
Old Members’ Officer (job share)/Director of Development
Coordination with
Regular Giving Officer
Responsible for (staff)
None
Location
The Queen’s College, Oxford
The College and the Role
Founded in 1341, Queen’s is one of the oldest constituent Colleges in the University of Oxford. Its membership comprises around 330 undergraduates, 160 graduates, and around 45 Fellows. The Provost, Dr Claire Craig, is head of the College, and serves as Chair of the Governing Body. The College community also consists of c. 7,000 Old Members (alumni) based around the world.
The College maintains an extensive and historically significant library and archive, a stunning 17th century Chapel, and many other facilities to support its academic and cultural life. The past decade has witnessed a very substantial programme of refurbishment and construction, including the building of a new kitchen and buttery, as well as a new, award-winning auditorium and underground extension to the Library.
Further information on the College can be found on its website at www.queens.ox.ac.uk
Purpose of the role
This full-time post sits in the well-established Old Members’ Office at the Queen’s College, Oxford. In addition to the Old Members’ Assistant, the team consists of the Director of Development, the Deputy Director of Development, two Old Members’ Officers (as a full-time job-share), the Legacy Giving Officer and the Regular Giving Officer.
The Old Members’ Office is responsible for building and maintaining life-long relationships with the College’s Old Members and Friends of Queen’s. Contained with the Old Members’ Office is the Development Office, which works with the College’s donors to provide support for Queen’s students, academics, and other areas such as access and outreach, the Choir and the College’s Grade I-listed buildings.
The Old Members’ Assistant plays an important role in helping the team deliver an outstanding and personalised service to the College’s Old Members and donors. This includes undertaking a range of regular and ad-hoc administrative tasks to support the wider team, supporting our Old Members’ Officers in delivering the College’s annual events calendar and Old Member communications, and supporting the Regular Giving Officer by taking the lead on gift processing and donor thanking.
Main Duties and Responsibilities
The primary duties and responsibilities for the Old Members’ Assistant are focused on administrative and front-line support to the Old Members’ Office team.
The below list is not an exhaustive list of duties and the post holder will be expected to perform different tasks as necessitated by their changing role within the organisation and the overall objectives of the College.
Old Members’ Office Administration
Alumni Relations and Communications
Donation Processing
Other Duties
Personal Specification
The post holder should be, or have the capacity and desire to be, a task-oriented and motivated administrator with a strong sense of taking the initiative. Ideally, the post holder will be interested in building or furthering a career in event management, fundraising and/or communications. They will gain front-line experience in each of these areas.
Essential
Desirable
Qualifications
X
Experience of working in a small office environment
Experience of working with a CRM database (e.g. Raiser’s Edge/NXT or DARS)
Experience of working in alumni relations, fundraising or marketing
Knowledge
Knowledge of UK Data Protection legislation
Knowledge of the Collegiate University system
Skills and Attributes
Excellent written and oral communication skills
Excellent administrative and organisation skills, particularly working towards deadlines
Ability to prioritise own workload
Highly motivated and willing to take initiative
Able to represent the College in a friendly, polite and positive manner to an external audience
Tact and discretion
Able to work on your own initiative, but also as part of a team.
Strong attention to detail
High level of numeracy and ability to handle financial transactions.
Able and willing to become an expert in our database (DARS) which facilitates all activities in the Old Members’ Office.
Excellent interpersonal skills, with a proven ability to establish and maintain positive relationships with a rage of people
Enthusiasm and willingness to help where required in office
An interest in working in higher education and alumni relations and fundraising
Excellent IT skills, including an experience with Microsoft packages (Word, Excel, PowerPoint, Outlook and Teams).
Previous experience of working in administration/ an office, fundraising, development or higher education environment
Able and willing to work evenings and weekends on occasion (to be agreed in advance)
SUMMARY OF TERMS AND CONDITIONS OF EMPLOYMENT
Full terms and conditions of employment will be provided in writing to the successful candidate.
The information below is for guidance only and does not constitute the contract of employment.
Salary:
Grade & Spinal Point: Grade 5 (currently £28,759-£33,966). The College usually appoints new staff at the first spine point in the salary band with annual spine increases each August.
Oxford Living Wage:
The College has paid the Oxford Living Wage (OLW) since 2022; this rate of pay is linked to the Living Wage Foundation’s Real Living Wage and ensures that wages do not fall below a level of liveable earnings. Increases in the OLW are not determined by the College.
Contract /Duration
This is a permanent, full-time post. There will be an initial probationary period of three months. Only after successfully completing this probationary period will the appointment be confirmed.
Hours of Work
The normal hours of work will be 37.5 hours per week, 5 days per week.
Flexibility in work patterns will be needed when the requirements of the role demand this – such as Old Member events. TOIL may be accrued with agreement of line manager/head of department and Domestic Bursar.
Probationary and notice periods
The post is subject to a three-month probationary period. The following notice periods are required from you or the College to terminate your employment:
Training will be available where required or where reasonably requested.
Benefits include:
HOW TO APPLY
The appointment will be subject to proof of the right to work in the UK, acceptable references, proof of qualifications, and the satisfactory completion of a medical questionnaire.
Any enquiries about the application process should be emailed to [email protected]
The closing date for the receipt of applications is 14th July 2024. Late or incomplete applications will not be accepted.
We aim to hold interviews in the week commencing 22 July 2024.
Data protection
All data supplied by applicants will be used only for the purposes of determining their suitability for the post and will be held in accordance with the principles of the General Data Protection Regulation 2018.
Privacy Policy
The College Privacy Policy can be viewed here:
https://www.queens.ox.ac.uk/wp-content/uploads/2022/10/Applicants-for-office.pdf
All data supplied during the application process will be processed and stored in accordance with this policy.
Diversity and Equal Opportunity at Queen’s College
The Queen’s College is an equal opportunities employer and a living wage employer.
Entry into employment with the College and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. No applicant or member of staff shall be discriminated against because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation.
Applications are particularly welcome from underrepresented groups. We are committed to the principles of equal opportunities and respect for individuals in creating and maintaining an inclusive environment that represents a variety of backgrounds, perspectives, and skills. We value and celebrate diversity and feel that is critical to achieving our strategic aims and long-term success. The more inclusive we are, the better our work will be.
The College also shares the university’s commitment ‘to fostering an inclusive culture which promotes equality, values diversity and maintains a working, learning and social environment in which the rights and dignity of all its staff and students are respected.’ The university’s full policy is available at https://edu.admin.ox.ac.uk/equality-policy
The College invites all applicants to familiarise themselves with its equal opportunities policy, available at https://www.queens.ox.ac.uk/wp-content/uploads/2022/11/Equal-Opportunities-Policy-May-2020.pdf