Human Resources Department

JOB DESCRIPTION

Job Title:Alumni Administrator (Part time)

Department:Alumni Relations and Development Office

Reports to: Alumni Relations Manager

Purpose of role:The post holder will be the first point of contact for many alumni, friends and donors to the College, and will provide administrative support to the work of a busy office.

Responsibilities:

General office administration

  • To be the first point of contact for general incoming telephone calls and dealing with enquiries;
  • To receive visitors to the office, including Fellows of the College, alumni and other visitors;
  • Take and distribute minutes of team meetings;
  • Respond to alumni queries in person, by telephone, letter and e-mail and update the office database (The Raiser’s Edge) with this information;
  • Provide office-administration support to other members of the team as necessary;
  • Liaise with internal departments and external contacts, suppliers of services and products used by the department, and maintain and order stationery and office supplies as required;
  • Provide some support or cover for other administrative staff from time to time.

Events, mailing and data entry

  • To collate the data, produce and circulate the list and update the database of MAs dining each week;
  • Coordinate alumni visits to College with Accommodation and the Porters;
  • Maintain and update information on the database as a result of returned post and emails sent out;
  • Manage monthly address updates with the central University development office (CUDAR);
  • Assist, prepare and manage certain aspects of the regular mailings from the office;
  • Coordinate the office involvement with the main annual graduation ceremony including sourcing any gifts or merchandise and collating print materials;
  • Assist the Events Team on large College alumni events such as Family Day and Annual Gatherings;

The post holder may also be required to undertake any other duties that may be reasonably requested by the Executive Director of Alumni Relations and Development or by the Alumni Relations Manager.

Additional information:

Additional attendance may be required on some evenings and weekends for which time off in lieu may be taken. Availability on weekends for Family Day and Annual Gatherings in July and September is expected.

PERSON SPECIFICATION

Essential

Stage of the recruitment process when criteria will be considered:
Shortlisting / Practical Exercise / Interview
Excellent organisational and administrative skills / x / x / x
Good interpersonal skills, with the ability to deal professionally with people from all walks of life / x / x
Attention to detail and the ability to work to deadlines, self-motivation / x / x / x
A flexible and positive attitude and the ability to work as part of a team / x / x
An excellent command of written and spoken English / x / x / x
Good IT skills, especially in the use of Microsoft Office Word, Outlook and Excel / x / x / x
Proven experience in using databases and in data entry (full training on the database used by the office will be provided) / x / x
Good general education qualifications / x

Desirable

Stage of the recruitment process when criteria will be considered:
Shortlisting / Practical Exercise / Interview
Prior experience of working in an administrative capacity in an office / x / x
Experience of The Raiser’s Edge database / x / x
Experience of working in a customer-focussed environment / x / x

Employment Details

Rate of Pay:£18,847 - £21,084 per annum pro rata (£11,048 - £12,359 pa)on an incremental scale.

Hours:This is a part-time position of 21¼ hours per week. It would be preferable that the hours of work are spread over five days, Monday to Friday; however, an alternative working pattern of the 21¼ hours will be considered for suitable candidates. If this applies to you please give information on your preferred working schedule with your application.

Holiday:25 working days plus 8 public holidays (prorata for part -time post holders).

Housing allowance:Upon successful completion of the probationary period staff are normally eligible to receive, the housing allowance currently set at £850 pa (pro rata for part time staff) which is paid quarterly.

Meals:Free lunch is provided for staff whose duties cover this period.

Pension scheme:A pension scheme, which complies with the requirements of the Occupational and Personal Pension Schemes Regulations for auto-enrolment, will be available after three month’s service. All staff will become members unless they choose to opt out.

Private Health Care:The College provides free health care currently through membership of BUPA. Membership of a dental care scheme is also available. Staff are able to join the schemes after successful completion of their probationary period, subject to certain limitations. This is a taxable benefit.

Gym:Membership of the College gym is available for a modest fee. Inductions are compulsory.

Sports & Social Club:The Trinity College Staff Sports and Social Club, run by a committee of staff, offer regular outings to places of interest, and organises functions including a Christmas event.

July 2017