Events and Volunteer Coordinator bei Brasenose College
Brasenose College · Oxford, Vereinigtes Königreich · Hybrid
- Professional
- Optionales Büro in Oxford
The College ensures that its already strong links with alumni and supporters are maintained through its Development Office. The seven-person team keeps in touch with alumni and supporters through face-to-face meetings, events, publications and social media. It solicits financial support from its alumni which helps fund College initiatives and priorities.
The Events and Volunteer Engagement Coordinator will be responsible for building strong and positive relationships with the alumni body through regularly scheduled events (online and in person) in College and elsewhere, and by encouraging and supporting the activity of alumni volunteer groups: the Alumni Society committee, our year reps, various networks, enabling the College to reach its community.
The Events and Volunteer Engagement Coordinator will be responsible for building strong and positive relationships with the alumni body through regularly scheduled events (online and in person) in College and elsewhere, and by encouraging and supporting the activity of alumni volunteer groups: the Alumni Society committee, our year reps, various networks, enabling the College to reach its community.
Key Responsibilities
Event Planning and Development
- Work with departments within the College to book events based in College, consulting with key senior members of the College over key decisions where appropriate.
- Organise alumni events in London, around the country, and abroad as necessary and to make travel arrangements for key staff attending.
- Work with the Principal’s Office to support the Principal’s event programme including inviting alumni, monitoring responses, sending out meeting links (if online) or joining instructions and providing live backroom support where necessary.
- Prepare and monitor event budgets in line with agreed annual expenditure.
- Produce invitations and ensure the effective promotion and communication of events.
Event Management
- Prepare mailing lists for all alumni events and ensure timely dispatch of printed and email invitations as well as publication of event details on the College’s website.
- Ensure all internal stakeholders are kept informed of alumni events and those attending.
- Maintain and update the Development Office’s event booking sections on the College website, and publish alumni events on the College intranet.
- Record all event RSVPs on the database, booking accommodation, ensuring all payments for events are correctly logged and banked, and send confirmations as and when required.
- Produce periodic attendee lists and payment reports to keep track of event participation.
- Ensure the smooth-running of all alumni events including the preparation of attendance lists, badges, place cards, programmes, and seating plans.
- Manage on-site tasks such as guest registration, audio-visual set-up, seating changes, etc.
- Attend events and ensure their smooth running, many of which will be outside of standard hours. Time off in lieu will be offered.
- Brief internal senior staff attending with the guest list and running order prior to the event.
- Produce reports on events for the Development Committee and the Brasenose Alumni Society Committee including finances, attendance and any future recommendations.
- Monitor the success of events where necessary and applying the feedback to implement changes and improvements to the programme.
- Organise requests for alumni to attend dinners in College, accommodation and other requests, ensuring alumni are dealt with in a prompt and courteous manner.
Managing Alumni Volunteers
- Maintain and develop alumni volunteers to continue to deliver the existing networking events including but not limited to the 1974 Women’s network, and the recent graduate network and Brasenose in Business events.
- Attend and provide updates on alumni events at three meetings a year with the Brasenose Alumni Society (group of volunteer alumni).
- Develop the alumni Year Rep network, working alongside alumni volunteers.
- Develop ways to make our volunteers feel valued and supported by the College.
Alumni Enquiries
- Act as a first point of contact for general alumni, donor, and volunteer enquiries, monitoring several inboxes and answering calls with the aim of helping our community to feel connected and valued.
General Duties
- The post holder will be required to be familiar with, and work in accordance with, all College’s policies and procedures.
- To participate in training and development required by the College.
- To be willing and prepared to undertake any other duties as directed by the Development Director and Senior Development Officers.
- To be vigilant and take responsibility for ensuring the Development department and College property and equipment is kept safe at all times.
- To ensure all personal data relating to individuals is kept confidential in accordance with College policies and relevant data protection regulations.
- Handle general enquiries from alumni by phone, email and in person and act as a point of welcome for alumni visiting the College.
Skills, Knowledge and Criteria
Essential
- Ability to communicate effectively at all levels, adapting styles as required.
- A goal oriented, driven, proactive, team player with energy and enthusiasm.
- A high level of tact, diplomacy and sensitivity to confidentiality.
- Highly organised, systematic, meticulous and reliable.
- Oral and written communication of a very high standard.
- The ability to learn new skills and systems quickly and develop good office IT skills.
- Excellent organisation skills, forward planning and the ability to work in a methodical way.
- Socially confident, outgoing, friendly and articulate.
Desirable
- University degree.
- Sound working knowledge of Microsoft Office packages .
- Ambitions for a career in fundraising.
- Previous experience of working in a not-for-profit organisation.
- Experience of working in a Family Office or Alumni Relations Office.
Summary of Terms and Conditions of Employment
Appointment: This is a full time, permanent post. There will be an initial probationary period of 6-months. The appointment will be conditional on verification of the successful candidate’s ‘Right to Work’ checks and subject to the receipt of satisfactory references and medical clearance through the University’s Occupational Health Services.
Salary: The salary will be paid on Grade 5 of the College pay scales, (salary range £31,459 - £36,616 per annum) dependent on previous relevant experience.
Hours of work: 35-hours per week, Monday to Friday. This role is mainly office based, but some home working will be allowed once the necessary training is complete and by manager approval.
The post holder will be required to work the hours necessary to fulfil the job requirements and subject to operational needs. A willingness and ability to adopt a flexible approach to working hours and duties is essential according to the requirements of the College.
Benefits
- Pension - Eligibility to the Oxford Staff Pension Scheme (OSPS). The successful candidate will be entered into this scheme automatically on joining, but on-going membership of the scheme is optional.
- Salary Exchange Scheme - Staff who join OSPS will also be enrolled into the Salary Exchange Pension Contributions Scheme on or around three months after joining Brasenose staff. This scheme is financially advantageous both to the employee and the College as the employer.
- Annual leave - The paid holiday entitlement for an equivalent full-time contract for a year is six working weeks (30 days) of annual leave (5 days to be taken over Christmas break when College is closed) plus 8 Statutory Bank Holidays. Annual Leave shall be taken at mutually convenient times agreed in advance with the Financial Controller. The holiday year begins on 1 January and ends 31 December. For part years of service the entitlement will be calculated as 1/12th of the annual entitlement for each completed month.
- Meals - Employees are entitled to take lunch free of charge in Hall when the kitchen is open.
- Welfare Support - Employee Assistance Programme; a free confidential telephone helpline and online medical guidance. Free annual flu jab.
- Travel Pass Loan - a discounted travel scheme is available with monthly deductions from salary.
- Cycle to Work Scheme/Bike Loan - monthly deductions from salary.
- Sports Facilities - access to the University Sports club.
- University Card - for discounts in shops, cafes and restaurants and University leisure facilities.
Recruitment Monitoring: This post is subject to recruitment monitoring to ensure that the selection process is consistent with the law and the College’s Equal Opportunity Policy and Code of Practice. You are asked to complete the Recruitment Monitoring Form which is completed through the online application process. The information supplied on the form will play no part in the selection process and will not be seen by any members of the shortlisting panel.
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 Act 2018. In accordance with the GDPR regulations 2018 please see the relevant privacy notice on the website.
https://www.bnc.ox.ac.uk/downloads/GDPR/PrivacyNotice_AcademicandNonAcademicStaffApplicant.pdf
Brasenose College is an equal opportunities employer.
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 Act 2018. In accordance with the GDPR regulations 2018 please see the relevant privacy notice on the website.
https://www.bnc.ox.ac.uk/downloads/GDPR/PrivacyNotice_AcademicandNonAcademicStaffApplicant.pdf
Brasenose College is an equal opportunities employer.
