Administration & Events Coordinator

1 week ago

Oxford, United Kingdom LV Recruitment Full time

t Ltd.LV Recruitment is delighted to be representing one of Oxford’s oldest Colleges with their recruitment of an Administration & Events Coordinator. You will be joining a dynamic and busy development office that prides itself on its outstanding reputation and be a part of a team that works together to create a supportive & engaging environment.

The purpose of this role is to ensure a smooth & accurate transition from the administrative tasks over to the events taking place themselves. The coordinator contributes to the fundraising & engagement work by administering a programme of in-person, online events and networking opportunities for alumni.

The department is tasked with multiple events at any time throughout the year, with some months holding a particularly high number of events. Therefore, it is essential that you are a strong multitasker with a keen eye for detail.

**Main Duties**
- Respond to event enquiries from Old Members and liaise with internal (e.g. Conference and Events team, Fellows) and external suppliers (e.g. venues, caterers) and key alumni volunteers.
- Produce and distribute marketing and communications, such as invitations, booking forms and web pages for events.
- Produce event materials such as seating plans, programmes and name badges.
- Process event bookings and work with the Finance Officer to process payments and reconcile accounts.
- Draft event briefing materials for senior members of College staff (Master,

Development Director, senior fundraisers) in advance of each event.
- Be a key point of contact on the day at events, managing the registration desk, providing support for event attendees and members of staff working at the event.
- Maintain lists of prominent alumni and academics to lead, speak at and provide venues for College events.
- Create and distribute the monthly events newsletter based on the template provided and maintain the alumni events webpages including the forward events calendar.
- Maintain data lists to assist with planning, such as potential alumni network contributors and potential careers mentors.

**Experience expectations & person specification**:

- Experience in an external, customer service-facing role with administrative responsibility.
- Excellent standard of written and spoken English.
- Attention to detail and a highly organised approach.
- Experience in managing projects from inception to completion.
- Proven ability to adapt style to develop relationships at all levels.
- high level of IT literacy especially in desktop office software and database tools.
- Willingness and ability to adapt to use of new technologies and platforms.
- Understanding of the requirements of working with personal and confidential data.

This is a full time and permanent position with usual daytime working hours, however, there will be some evening and weekend work required and the time will be given off in lieu. Flexible working is offered with 1-2 days per week hybrid working if desired.

It is essential that you can commute to Oxford City Centre with ease as the majority of hours will be on site and there is no parking available. The salary is Circa £30k with an entitlement of 30 working days holiday not inclusive of bank holidays. There will be annual cost of living reviews plus incremental progression within the grades.

The cultural fit of this establishment is one of respect, support, development and fun. The team are passionate about the department and all work together to ensure the highest standard and accuracy are met. The rewarding work you do will be visible and this really is a team you can be proud to be a part of.

**Employee Benefits**

**Pension**:Staff are eligible to join the Oxford Staff Pension Scheme(OSPS), which has flexible contribution rates including an employer’s contribution of up to 10% of pensionable salary.

**Staff meals**: a free two-course lunch is available in the hall when the kitchens are open.

**Travel**:benefits include interest-free loans enabling the purchase of bus passes, annual rail season tickets to Oxford, and discounted bicycles and accessories.

**Healthcare**: benefits include free eye tests, free flu jabs, free use of the College’s onsite gym and the University swimming pool, and preferential rates for other University sports facilities.

**University Club**: staff are eligible for free membership of the University Club which offers food, drink and accommodation in an exclusive space for staff, postgraduates and alumni.

**Visitor access**: staff benefit from visitor access to the 45 colleges and halls of the University and the University’s Libraries, Botanic Gardens, Arboretum and Museums.

**Employee discounts**: available at local and national retailers and online services.

**Salary**: £28,000.00-£30,000.00 per year

**Benefits**:

- Life insurance

Work Location: Hybrid remote in Oxford

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