JOB DESCRIPTION AND SELECTION CRITERIA
Events and Communications Officer (Maternity cover)
Department
Development
Salary
£27,057 - £32,277 pa (Grade 6 on the University scale)
Hours
37.5 hours a week, Monday to Friday
Contract type
Fixed term – approximately 14 months maternity cover
Reporting to
Deputy Development Director
Contact
The post holder will be entitled to take a free lunch when on
duty and the kitchen is open.
Additional
information
Holiday entitlement will be 30 days, pro rata for fixed term,
including the College's closed periods of five days at Easter
and five days at Christmas, plus bank holidays. Due to
operational requirements, you may be required to work on
any of the bank holidays, for which time off in lieu will be
provided.
Oxford Staff Pension Scheme (subject to eligibility).
Opportunity to join the Colleges’ health care scheme.
The College operates a bus pass scheme.
Start date
January 2015
Wadham College
Wadham is one of the largest of the colleges of the University of Oxford, with
approximately 450 undergraduates, 170 postgraduates, around 70 Fellows and over 100
staff. Founded in 1610, Wadham celebrated its 400th anniversary in 2010. It has an
annual turnover of some £8M and reserves in excess of £70M.
Wadham attracts undergraduate and postgraduate students from a wide range of
backgrounds thanks to its informal atmosphere, academic strength, historic environment
and the open-minded, progressive and socially aware attitude of its community.
The College’s Governing Body consists of the Warden and Fellows and is chaired by the
Warden. The current Warden is Lord Macdonald QC, who came to Wadham in
September 2012, and is one of the country’s top criminal lawyers and a former Director of
Public Prosecutions.
More information about Wadham College can be found at www.wadham.ox.ac.uk
Updated: Oct 2014
General Overview
The Development Office is extremely busy throughout the year, particularly with the launch
of the next phase of Wadham’s fundraising campaign. The Development Director is a
Fellow of Wadham and is responsible for alumni relations and fundraising for the College.
The Director manages a team of approximately 7 staff and sits on a number of College
committees including the Development Committee and the Development Council.
Communication is a significant part of this role to ensure the success of Wadham’s
fundraising campaigns. The post requires use of a telephone and a computer for a
significant part of the day and includes face-to-face contact with alumni at events,
correspondence by letter and email and extensive work with the office database (DARS
and The Raiser’s Edge).
Normal office hours are 9am to 5.30pm Monday to Friday, however, the post holder will be
expected to work such hours as are reasonably required to carry out their duties to the
satisfaction of the Development Director. Some travel may be required.
Responsibilities and duties
These duties are a guide to the work that the post holder will initially be required to
undertake. They may change from time to time to meet changing circumstances.
Event Management
1. As the main point of contact for all Development Office events, the post holder
manages and implements the alumni events programme and coordinates with
colleagues across the College to ensure smooth running of all alumni events
2. Book events such as year and subject reunions and dinners.
3. With the assistance of the Development Assistant, ensure that invitations are sent in a
timely fashion and that RSVPs are accurately recorded.
4. Liaise with the Wadham Conference Office as required to set event dates and arrange
details, such as catering and accommodation.
5. Plan all event details including guest lists, name badges, room booking, flowers,
placecards, audio, marquees, entertainment, and catering with the assistance of the
Database Assistant.
Print Communications
6. Plan and execute a short-term communications strategy, with support from the Deputy
Development Director.
7. Plan and project manage the agreed printed and digital publications, which currently
include the Quad Newsletter (2-3 per year) and the annual Gazette (College Record).
The following tasks are required:
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Plan a schedule for production and meet agreed deadlines
Conceive/receive/collate articles/photos etc for publications
Keep in close touch with and liaise with the Editor
Liaise with printer and mailing house
8. Plan and execute other printed material as required. This may include the event
leaflet, invitations, letterhead and business cards.
Updated: Oct 2014
9. Develop relationships with key suppliers including graphic designers, mailing houses
and printers.
10. Ensure that ‘brand’ consistency is applied consistently with other College materials, for
all internal and external communications a consistent editorial policy and tone of voice
in written communications.
11. Source high quality photographs which represent the College and its community.
12. Work with colleagues in the Development Office to ensure the Office’s
communications are maximising the return on investment in fundraising and alumni
relations.
Online Communications
13. Oversee all non-technical aspects of the College website to ensure content is
appealing, engaging and up-to-date. Work with colleagues across the College to
create and update content, and generate and edit content self-sufficiently.
14. Proactively manage the content for the Wadham social networking sites which
currently includes LinkedIn, Facebook, Twitter and Flickr.
15. Manage the DARS Online site. Work with the Development Officer to ensure that data
is being transferred to DARS or The Raiser’s Edge efficiently and accurately.
16. Attend meetings of the Website Committee providing updates and following guidance
provided by the Committee.
General duties
17. Use DARS and The Raiser’s Edge to a high level and ensure that event information is
accurately recorded.
18. Maintain strict confidentiality at all times.
19. Other such duties relating to the work of the Development Office as may be assigned
from time to time by the Development Director or Deputy Development Director.
Updated: Oct 2014
SELECTION CRITERIA
Essential
1. Educated to GCSE level, or equivalent, including English and Maths A-C Grade.
2. Demonstrable experience of working in a similar communications and events role or
fundraising environment.
3. Website or marketing experience
4. Excellent IT skills with experience of using MS Office packages and databases.
5. Experience editing publications or web content management
6. Experience planning and managing events, ranging from dinners to garden parties
7. Excellent written communication skills and exceptional attention to detail
8. Excellent numeracy and literacy skills.
9. The ability to juggle numerous tasks and to remain focused on agreed priorities
10. An ability to act independently and decisively when the situation demands it
11. Ability to carry out the requirements of the role
12. Ability to follow and carry out management instructions
13. A flexible attitude and the ability to work both as part of a team, with a willingness to
help others in the College, and to work independently without supervision.
14. Interested in alumni relations
15. An interest in higher education and in particular an understanding of the University of
Oxford and its goals in teaching and research
16. Good communication skills, including the ability to communicate with senior academics
and prospective donors to the College
17. To be friendly, honest and reliable
Desirable
1. Experience working with a relational database, especially DARS or The Raiser’s Edge,
would be preferable
2. Experience of working in a higher education environment e.g. universities, colleges
3. Previous experience of large institution working, e.g. schools, colleges, hotels etc.
4. A flair for design and interest in working with graphic designers
Updated: Oct 2014
APPLICATION PROCESS
Applicants are asked to submit an application form, including the contact details of two
individuals willing to act as referees. One referee should be the applicant’s current or most
recent line manager or Head of Department.
Applicants should ensure that they outline the reasons for their interest (on the application
form or in a cover letter) and the qualities they feel would make them particularly suitable
for this position. Applications will be judged solely on the basis of how the applicant
demonstrates that they meet the selection criteria outlined above.
The deadline for applications is 12 noon on Monday 3rd November 2014. Shortlisted
applicants will be notified thereafter for interview. All applicants will receive a response as
soon as possible.
Wadham College Equality Statement
Subject to statutory provisions, no applicant, student or member of staff will be
discriminated against on the basis of age, disability, gender reassignment, marriage or civil
partnership, pregnancy or parenthood, race, religion or belief, sex, or sexual orientation.
Updated: Oct 2014