Development and Alumni Relations Officer

DEVELOPMENT AND ALUMNI RELATIONS OFFICER

JOB DETAILS

Salary Scale: Grade 6 £28,098 p.a. - £33,518 p.a.

Nature of Contract: Full time (37.5 hours)

Reporting to: Development Manager

The post is responsible for coordinating all alumni relations and regular donor activity, including the management of a full alumni events programme and the related budget, and all electronic and paper communications to alumni and regular donors.

PRINCIPAL RESPONSIBILITIES:

Events Planning & Management:

· Work with the Development Manager on reviewing and planning the annual alumni events programme in the UK and overseas

· Management and coordination of all alumni events, both in the UK & International including: liaising with venues and suppliers; sending out invitations; promotion; processing bookings; creating table plans, badges, packs etc; preparing itineraries and attendee lists; and all other general tasks to ensure the smooth running of events

· Full responsibility and management of the development event budget in line with agreed annual expenditure

· Use the database effectively to produce guest lists and briefing notes, and ensure that the database is updated as necessary in line with GDPR guidelines

· Negotiation of annual, standardised costings for catering and other elements in relation to internal alumni events, with key financial staff

· Produce briefing notes and attendee profiles for the Principal, Development Manager and other staff attending events

· Manage the Development Assistant in relation to alumni events administrative support: badge making, pack assembly etc.

· Represent the College at alumni events where appropriate

Communications:

· Produce and oversee all online and electronic communications including the alumni email bulletin; the alumni Facebook page; and the GTC LinkedIn group

· Maintain and update the alumni section of the College website, in conjunction with the Communications team

· Manage all direct communications with alumni both in the UK and overseas working closely with the Development Manager to ensure the College’s development priorities are communicated effectively where appropriate

· Maintain good relationships with the current student body, specifically the JCR and MCR Benches and with the Presidents of College Clubs and Societies

Regular Giving and Legacy Programme:

· Manage the College’s relationship with and be the main point of contact in the Development Office for all regular donors and legacy pledgers where appropriate

· Design and manage all communications to regular donors, both alumni and non-alumni, to ensure they are kept up-to-date with College news and development priorities

· Steward all regular donors and thank them for their ongoing support where appropriate

· Ensure this group are invited along to relevant events within the College

· Have an understanding of legacy giving and attend training programmes organised by the central team where helpful

Merchandise:

· Manage the entire provision of College’s branded merchandise including: buying and selling; stock levels; quality control; liaising with suppliers; pricing and profit-margins

· Review stock and products on a regular basis to ensure quality, price and demand

· Manage the Development Assistant’s annual stock take for the Accounts team and organise January sales to ensure a regular turnover of products

· Ensure gifts are sent out to all patrons and VIPs and logged on the database

Other:

· Support VIP visits and assist with stewardship of donors

· Coordinate and track all Development Office invoices

· Ensure that new and updated information received about alumni is entered accurately on to the database or sent through to the Development Assistant for processing

· Other such duties relating to the work of the Development Office as may be assigned from time to time by the Development Manager.

PERSON SPECIFICATION

The successful candidate will be able to demonstrate that he or she has:

· Excellent general administrative skills with experience of working in a busy office

· A meticulous eye for detail

· Outstanding communications skills, both written and verbal, with the ability to communicate with a variety of different people

· Excellent IT skills with proficiency in the MS Office range of products including Outlook and Microsoft Word (especially mail merging)

· Experience in hands on database update and retrieval (with experience of the Donor Strategy or DARS database being a significant advantage)

· Ability to work as part of a team, work unsupervised and under own initiative

· Ability to work to tight deadlines and under pressure

· Ability to prioritise and organise workload

· Flexible, adaptable and reliable, with good time-keeping skills

· A diplomatic and polite approach

· An excellent standard of personal presentation

· Good numeracy skills and basic awareness of accounting procedures.

· An understanding of how an Oxford College can relate effectively to its alumni

It would be desirable for applicants to have experience of:

· alumni relations

· public relations

· event organisation

· desk top publishing

· contact management databases

· Experience of working in a University (preferably Collegiate) environment.

Terms and Conditions of Employment

Employer: Green Templeton College. The College is an independent employer and does not automatically apply University of Oxford employment terms and conditions or policies.

Reporting: The Development Manager

Location: The successful applicant will be based on the site at Green Templeton College, Woodstock Road, Oxford, OX2 6HG. The post may require travel to, and work at, other College and University sites.

Hours: 37.5 hours per week.

Salary: Salary Scale 6 £28,098 p.a. - £33,518 p.a.

Holiday: 38 days per annum (including 8 Bank Holidays).

Sickness: Related to the length of service, rising to six months full pay and six months half pay after five years of service.

Pension: The post is pensionable and the post holder eligible for membership of the Universities Superannuation Scheme (USS).

*Free lunches are provided when the kitchens are open.

** Parking is available on site on a first come first served basis. This is not a contractual right for staff and it may be removed at any time.

How to apply

Please submit the following, quoting job reference number GTC-120 to

A curriculum vitae giving details of relevant achievements as well as your educational and professional qualifications.

A covering letter that summarises your interest in this post, providing evidence of your ability to match the criteria outlined in the Person Specification

Details of your latest salary, notice period and names and contact details of two referees. We will assume that we are free to approach referees at any stage of the application process unless the applicant states otherwise. Please state such requirements explicitly alongside the details of the relevant referee(s);

Telephone contact numbers, which will be used with discretion.

It is possible, but not preferred, to send applications by post to Human Resources Department, Green Templeton College, Woodstock Road, Oxford OX2 6HG.

Recruitment Timetable

The closing date is ???? 2017 at 12 noon. Interviews are likely to take place in ????, but as there are several staff members involved in the selection process it will not be possible to alter the interview date, once agreed.

In the interests of economy we will only contact those candidates who have been shortlisted for interview and they will be informed by telephone or email. Applicants are welcome to telephone or e-mail to check the progress of their application.

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 Data Protection Act 1998 and the University’s Data Protection Policy.

Travel Expenses

The College will reimburse receipted travel expenses to interview at the rate of a second class rail fare, within the UK.