Membership Administrator
Full Time, starting July 2024
Salary £26,400
35 hours per week (Monday to Friday), varying hours (see below for detail)
Closing date: 14th June
Interviews: Late June
The Oxford Union is the world's most prestigious debating society with a tradition of hosting internationally prominent individuals across politics, academia, and popular culture. Founded in 1823 at a time when The University of Oxford restricted students from discussing certain topics, The Union continues to uphold the principle of free speech through the exchange and debate of a wide range of ideas and opinions, presented by a diverse range of speakers – some inspiring, others controversial.
Reporting to: Deputy Bursar
Direct reports: None
Main Duties
1. Front of House/Memberships
a. First point of contact for members, visitors and contractors at the Oxford Union Society premises.
b. Provide an efficient and positive experience to all enquiries via phone, e-mail or in person, deal with requests or pass to the relevant person in the organisation ensuring a quick and smooth resolution.
c. Deal with new membership enquiries, assist in navigating the best membership option for individuals and process their membership.
d. Recruitment and management of temporary support staff during specific busy periods of the year.
e. Close liaison with the Development Administrator on membership database and CRM platform.
2. Administration
a. Clerical support for the Society's events and activities throughout the year, for example, debate dinner nights, elections; transport and hotel bookings and commercial and social events.
b. Order and maintain stock, including stationery and merchandise.
c. Work with the accounts team to provide information on invoices and refunds.
d. Update relevant information through digital means and signage, for example, opening hours.
Person Specification
1. Previous front of house hospitality experience and training
2. IT literate and a proficient user of MS Office
3. Demonstrable understanding of data protection and experience of using a CRM to manage data
4. Ability to work independently without supervision and as a part of a team
5. Excellent Oral and Written Communication Skills
6. Willingness to undertake training where required
7. A positive attitude, focusing on providing efficient and hospitable service to our members, visitors and contractors
8. A rigorous and thorough approach to handling and maintaining confidential information
Please note this role is in Grade II* and II listed buildings. The buildings are currently only accessible via stepped access and although we will seek to make accommodations wherever possible, good physical mobility is required.
Conditions of Employment
This post is full-time (35 hours per week) and subject to a probationary period where your suitability will be assessed further. A degree of flexibility is required and can be accommodated by mutual consent to cover deliveries, contractors, and personal life.
A ‘normal’ working day will be 8-hours (including a one-hour break) at any time between 9.00am and 7.00pm, depending on the time of year and planned activities.
Staff have 30 days annual leave plus eight public holidays. The Union is normally closed between Christmas and New Year, with mandatory leave. The remainder of leave can be taken throughout the year, with a preference outside of the University of Oxford term dates (with flexibility). Staff have the option to join our contributory pension scheme and are entitled to a free lunch (to a fixed value) when the kitchen is open.
Applications
Applications consisting of CV with covering letter and the names of two referees, whom we may contact if you are shortlisted, should be emailed to careers@oxford-union.org with the subject ‘Membership Administrator Application’.
In accordance with its Equality Policy the Oxford Union is strongly committed to being an open, diverse, and inclusive society and to ensuring that decisions on the recruitment, selection, and any promotion of staff within the Union are consistent with this policy.
As part of that commitment to ensure that those who are employed by, or seek employment at, the Oxford Union Society are treated equally and that we treat equally all applications and avoid any discrimination involving 'protected characteristics' under the Equality Act 2010.
The deadline for applications is Friday 14th June 2024 with interviews held on in late June 2024 (exact date TBC).
Job Types: Full-time, Permanent
Pay: £26,400.00 per year
Benefits:

• Company pension
• Discounted or free food
• Employee discount
• Sick pay

Education:

• A-Level or equivalent (preferred)

Experience:

• Front of House: 1 year (required)

Language:

• English (required)

Work authorisation:

• United Kingdom (required)

Work Location: In person
Application deadline: 14/06/2024