Events and Communications Officer (Maternity Cover)

JOB DESCRIPTION AND SELECTION CRITERIA

Events and Communications Officer (Maternity cover)

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 more than 120 support 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,and progressive attitude of its community. Wadham College is proud to be a Living Wage employer since April 2015 and has been awarded Investors in People since 2003.

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 September 2012, and is one of the country’s top criminal lawyers and the former Director of Public Prosecutions.

Further information about Wadham College can be found at

General Overview

The Development Office is extremely busy throughout the year, particularly with the implementation of the College’s ambitious Access to Excellence Campaign, seeking to raise in excess of £40 million to support talented pupils on their educational journey to Oxford and beyond. £32 million has been raised to date and the College benefits from a vibrant alumni community in the UK and abroad engaged with our events and generously supporting College programmes.The Development Director is a Fellow of Wadham and is responsible for alumni relations and fundraising for the College. The Director manages a team of approximately 8 staff and sits on a number of College committees including the Development Committee and the Development Council.

Communication is a significant part of this role to ensure the success of Wadham’s fundraising campaigns. The post requires use of a telephone and a computer for a significant part of the day and includes face-to-face contact with alumni at events, correspondence by letter and email and extensive work with the office database(the College uses the university-wide ‘DARS’ system).

Normal office hours are 9am to 5.30pm, Monday to Friday, however, the post holder will be expected to work such hours as are reasonably required to carry out their duties to the satisfaction of the Development Director. Some travel may be required.

Responsibilities and duties

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.

Event Management

1. As the main point of contact for all Development Office events, the post holder manages and implements the alumni events programme and coordinates with colleagues across the College to ensure smooth running of all alumni events
2. Book events such as year and subject reunions and dinners.
3. With the assistance of the Development Administrator, ensure that invitations are sent in a timely fashion and that RSVPs are accurately recorded.
4. Liaise with the Wadham Conference Office as required to set event dates and arrange details, such as catering and accommodation.
5. Plan all event details including guest lists, name badges, room booking, flowers, placecards, audio, marquees, entertainment, and catering with the assistance of the Database Assistant.
6. Design and oversee evaluation of all events, ensuring on-going improvement and increase in alumni rating of our events.

Print Communications

1. Plan and project manage the agreed printed and digital publications, which currently include the annual Gazette (College Record). The following tasks are required:

• Plan a schedule for production and meet agreed deadlines
• Conceive/receive/collate articles/photos etc for publications
• Keep in close touch with and liaise with the Editor
• Liaise with printer and mailing house

1. Plan and execute other printed material as required. This may include the event leaflet, invitations, letterhead and business cards.
2. Develop relationships with key suppliers including graphic designers, mailing houses and printers.
3. Ensure that the College’s ‘brand’ principles are appliedconsistently with other College materials, for all internal and external communications a consistent editorial policy and tone of voice in written communications.
4. Source high quality photographs which represent the College and its community.
5. Work with colleagues in the Development Office to ensure the Office’s communications are maximising the return on investment in fundraising and alumni relations.

Online Communications

1. Oversee all non-technical aspects of the College website to ensure content is appealing, engaging and up-to-date. Work with colleagues across the College to create and update content, and generate and edit content self-sufficiently.
2. Proactively manage the content for the Wadham social networking sites which currently includes LinkedIn, Facebook, Twitter and Flickr.
3. Manage the College website, including the DARS site.

General duties

1. Use DARS to a high level and ensure that event information is accurately recorded.
2. Maintain strict confidentiality at all times.
3. 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.

SELECTION CRITERIA

Essential

1. Demonstrable experience of working in a similar events or communications role or fundraising environment.
2. Website or marketing experience
3. Excellent IT skills with experience of using MS Office packages.
4. Experience editing publications or web content management
5. Experience planning and managing events, ranging from dinners to garden parties
6. Excellent written communication skills and exceptional attention to detail
7. Excellent numeracy and literacy skills.
8. The ability to juggle numerous tasks and to remain focused on agreed priorities
9. An ability to act independently and decisively when the situation demands it
10. 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.
11. Interested in alumni relations
12. Good communication skills, including the ability to communicate with senior academics and prospective donors to the College
13. To be friendly, honest and reliable

Desirable

1. Experience working with a CRM systems, especially DARS or The Raiser’s Edge, would be preferable
2. Experience of working in a higher education environment e.g. universities, colleges
3. Previous experience of large institution working, e.g. schools, colleges, hotels etc.
4. A flair for design and interest in working with graphic designers

APPLICATION PROCESS

Applicants are asked to submit an application form, including the contact details of two individuals willing to act as referees:

1. The first referee should be the applicant’s current or most recent line manager or Head of Department.
2. The second referee should ideally be a former line manager, Head of Department or someone with supervisory responsibilities.

Applicants should ensure that they outline the reasons for their interest in this position at Wadham College on the application form 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 receipt of applications is 12 noononTuesday 27 March 2018. Shortlisted applicants will be notified thereafter for interview and all applicants will receive a response as soon as possible (usually within three weeks). Applications should be sent to: or alternatively the HR Department at Wadham College, Parks Road, Oxford, OX1 3PN.

Special arrangements

The College welcomes applications from candidates who have a disability. These documents will be made available in large print, audio or other formats on request. Applicants invited for interview will be asked whether they have any special requirements to make the interview more convenient and effective for them.

Wadham College Equality Statement

Subject to statutory provisions, the aim of our policy is to ensure that 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, or be disadvantaged by conditions or requirements which cannot be shown to be permitted by law.

BENEFITS OF WORKING AT WADHAM COLLEGE

• 10% discount in some University shops
• Free entry to Oxford colleges and libraries which charge for admission
• Discounted computer software from the University Computing Service
• Free access to the University Botanical Gardens
• Discounted membership of the Iffley Road gym and swimming pool

Updated: March 2018