JOB DESCRIPTION AND SELECTION CRITERIA
Development Office Administrator
Department
Development Office
Salary
£18,031 pa - £20,781 pa (discretionary to £22,685 pa),
depending on skills and experience (calculated pro rata for part
time hours). Grade 3 of the University Salary Scale.
Hours
20 hours a week over at least 3 days (Tuesday to Friday).
Working hours can be flexible, in agreement with the Deputy
Development Director.
Contract type
Permanent following a satisfactory completion of a 6 month
probationary period.
Reporting to
Deputy Development Director
Contact
Deputy Development Director, Development Team, alumni,
students, Fellows, staff.
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 part time hours)
including the College's closed periods of 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.
The Colleges operates a contributory pension scheme (subject to
eligibility).
The College operates a staff bonus scheme and there is
opportunity to join the Colleges’ health care scheme.
Parking is not available; however the College provides a bus
pass scheme.
Start date
August/September 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 £10M and reserves in excess of £100M.
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
Updated: June 2015
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
General Overview
The Development Director is a Fellow of Wadham and is responsible for alumni
relations and fundraising for the College. The Development Director manages a team
of approximately 7 staff and sits on a number of College committees including the
Development Committee and the Development Council. The office environment is
extremely busy throughout the year organising a number of high-profile events in the
UK and abroad.
Building on Wadham’s excellent track record in fundraising, the College has
ambitious plans for its development, and the Development team is particularly busy
preparing the launch of a £30 million campaign.
Responsibilities and duties
The Development Office Administrator is responsible for all administrative aspects of
development and alumni activities. The Development Office Administrator plays an
important role in providing administrative support to the Development Office and
participating in all fundraising activities including donor and public relations, direct
mail appeals and some special events.
This is a part-time position for 20 hours a week which would need to cover at least
three days from Tuesday to Friday, between the normal office hours of 9am to
5.00pm. The working hours can cover part days or full days and would need to be
agreed with the Deputy Development Director.
Administration and office support
1. Assist the Development team with office administration, which may include
helping with mailings, taking phone calls, arranging materials from suppliers,
photocopying and filing.
2. Assist with all administrative details associated with formal meetings (e.g.
prepare and distribute notices, agendas, minutes, etc.).
3. Assist with travel arrangements for the Director of Development and the Deputy
Director, if required.
4. Process expense claims for members of the Development Office.
5. Manage the Development Team’s group email account.
6. Assist with processing donations and preparing acknowledgement letters and
other correspondence.
7. Coordinate with alumni regarding basic queries (e.g. parking requests, timings for
events).
8. Process and file invoices.
9. Conduct preliminary research on prospective corporate foundation and individual
donors.
Updated: June 2015
Database Support
10. Assist the Database and Planning Officer with the DARS database system,
including ensuring that records are accurate and updated with any new
information.
11. Data entry from a variety of media, including forms, returned post, and electronic
files.
12. Liaise with University colleagues regarding new database information.
Events
13. Record all RSVP’s for events on the database as soon as possible.
14. Assist with administration for events by registering guests, helping to prepare
materials (e.g. name badges, place cards) and any other associated
administration.
15. Attend events and assist the Development Team, if required
General duties
16. To maintain strict confidentiality at all times.
17. To undertake any job-related training requested by the College
18. To work as part of a busy team
19. To be flexible and willing to help colleagues when required.
20. 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.
21. 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. The post holder may occasionally be expected to work outside
normal office hours, which will be recognized by either time off in lieu or by
payment of overtime.
SELECTION CRITERIA
Essential
1. A good general level of education, ideally at A Level standard or equivalent.
2. Demonstrable experience of working in a similar administrative role.
3. Aptitude for working with computers and data entry including Windows-based
computer skills (including Word, Excel and PowerPoint).
4. Excellent attention to detail
5. Good communication skills, including the ability to communicate with staff,
students and visitors.
6. 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.
Updated: June 2015
7. Ability to work under pressure, multi-tasking and prioritising as necessary
8. Integrity, reliability and discretion
9. Experience of working as part of a busy, diverse team.
10. Good numeracy and literacy skills.
11. Ability to follow and carry out management instructions
12. To maintain College confidentiality at all times
13. Be able to work on own initiative and as part of a team
14. To maintain development by undertaking training suitable to the post
15. To be friendly and honest
16. To be presentable and maintain dress and department standards
Desirable
1. Previous experience of large institution working, e.g. schools, colleges, hotels
etc.
2. Secretarial or administrative qualification.
3. Experience using relational databases (such as DARS).
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 Tuesday 11th August 2015. 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: June 2015