Admin Officer

2 weeks ago

Brighton, United Kingdom ROEDEAN SCHOOL Full time

Reporting to the Head of Alumnae and Development (HoAD), the Administration Officer will sit in the Roedeanian office. They will work together with the part time Administration Officer to ensure that effective and accurate records are kept for all members of the wider Roedean community and will help build long-term relationships within the community through communications, database management, careers support and events.

**MAIN DUTIES AND RESPONSIBILITIES**

These duties will be shared between the two Administration Officers:
Alumnae Relations Support:

- Cultivate positive relationships between members of the wider Roedeanian community and the School, enabling the School to benefit from our community members expertise and financial and voluntary support.
- Support the department with planning and attending events (including evening and weekend events, which may involve travel to events around the UK).
- Coordinate timely and effective follow-up with guests after each event.
- Support the HoAD with prospect research to identify potential donors and partners to the School.
- Support the HoAD with tours and visits to the School where required.

Careers Support:

- Build and steward an active group of Roedeanian Society members to support the Roedean Futures programme.
- Working with the Director of Sixth Form and Assistant Head (Academic) to arrange relevant career-focused events for existing students and relevant alumnae.
- Help students source work experience and mentoring sessions from within our community
- To promote the career (and other) successes of past students, through displays and digital media through avenues such as monthly alumnae interviews, social media posts and display boards.

Development Support:

- Assist the HoAD with all aspects of fundraising appeals and campaigns where required to contribute to the department’s work and to the whole school development plan.
- Log all donations to Roedean School.
- Run fundraising reports when required by the HoAD, Headmaster or Bursary.
- Liaise with the Bursary to ensure all donations records and merchandise payments are reconciled.
- Compile thank you letters for donors, as quickly as possible after receiving their donations
- Support the Head of Alumnae and Development with stewardship of key donors and prospects.

Administration:

- Run the annual data upload in the summer to the database.
- Ensure that records/data on the database are maintained accurately and continuously improved, including liaising with members of the community when their contact details are updated and running regular database health checks.
- Ensure that all returned consent options are accurately recorded on the database and liaise with members of the community to update their options, including promoting opting in to fundraising communications
- Support the Old Roedeanians’ Association (ORA) by ensuring that all ORA members are accurately recorded as such on the database, produce mailing lists for the OR Magazine and ORA AGM, as well as to support other administrative duties.
- Handle all other administrative duties of the Roedeanian Office as required.

Communications:

- Develop and deliver communications strategies on our key messages.
- Build relationships with key stakeholder groups such as the Old Roedeanians’ Association and Governors.
- Maximise the effectiveness and impact of communication channels through accurate, timely and high-quality content.
- Monitor and report on communication activities, provide reports as and when required and contribute to the evaluation of the communication and engagement strategy.
- Manage and develop the Roedeanian Society social media profile and support the Council social media profiles.
- Produce online content for the Roedean Community Network.
- Produce the quarterly magazines (The Roedeanian and e-Roedeanian).
- Produce the monthly newsletter, sourcing articles from those already on RCN and the Head’s Weekly Review, and liaising with the Director of Marketing and Admissions.

Other:

- Attend support staff and academic staff meetings as and when required.
- Undergo training as required and in line with departmental objectives.
- Carry out any other duties within the scope, spirit and purpose of the job, the title of the post and its grading as requested by the HoAD or Head.
- Support the School at whole school events such as Open Day.

**CANDIDATE SPECIFICATION**

Essential
- Administrative experience.
- Excellent IT skills, and in particular with Microsoft Office programmes
- Experience of maintaining a contacts database.
- Excellent communication skills, both personal and written
- Accuracy and a strong attention to detail
- Ability to work independently
- Excellent time management, organisational and administration skills.

Desirable
- Knowledge of Database software would be an advantage
- Experience of working within a charity, educational or customer service environment
- Knowledge and understanding of alumnae r

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