skip to job profile
skip to job details
Search for job
Existing user login
Forgotten password
My applications
My profile
Email us
Unfortunately, this vacancy has now closed. Other suitable opportunities may be available, please use the 'Search for jobs' page to see a list of our current vacancies.
Job profile
The job requirements are detailed below. Where applicable the skills, qualifications and memberships required for this job have also been included. Scroll down to the bottom of the page and click 'Apply online'
Job details
Job details
Job reference
WREQ000325
Date posted
09/04/2019
Application closing date
31/05/2019
Location
Blank
Salary
circa £24,000/annum
Package
Generous benefits package
Blank
Blank
Job category/type
Blank
Blank
Development Administration Officer
Job description
Winchester College Society (WCS)
This is the organisation which brings together under one umbrella all constituents of the Winchester College family: Wykehamists (former pupils who are members of Wykehamist Society), Fellows, dons and staff past and present, parents past and present, Friends of Winchester College worldwide and the Goddard Legacy Society.
The Society is led by two Directors, one of whom is responsible for fundraising and is supported by her Deputy Director of Development and a second Director responsible for events and creating/maintaining alumni relations. The office team currently consists of the Development Office & Events Manager/Directors' PA, E-Marketing and Database Manager, Development Manager, Development Associate, Finance and Events Officer and a Development Administration Officer.
The Quirister Association sits under the umbrella of Winchester College Society and it maintains and builds good relations with Old Quiristers, through events and newsletters.
Role and Responsibilities
Working closely with the other members of the department, the Development Administration Officer will report to the Development Office & Events Manager/Directors' Secretary. The Development Administration Officer will provide general administrative support to the Winchester College Society and all aspects of the department, with emphasis on helping to update and maintain the database, inputting donations and providing information as required, and helping with the administration required to run a busy events programme.
The Development Administration Officer will also work with the College Obituarist on notification of deaths and update all records accordingly.
The primary duties are given below, although this list is not exhaustive:
General
* Reception duties for the Winchester College Society Office, meeting and greeting visitors, offering assistance in a helpful and friendly manner;
* Maintaining up-to-date database records of the members of Winchester College Society, including boys, parents and staff;
* Compiling database records of Winchester College Society members invited to the Society's events;
* Working closely with the E-Marketing and Database Manager ensuring accuracy of information on the website at all times;
* Updating records of deceased members, liaising regularly with the College Obituarist;
* Co-ordinating the production of mail shots to Winchester College Society members;
* Assisting with the production of the termly Newsletters, Diary of Events and occasional mail shots during the year;
* Entering information into the database from the telephone campaigns;
* Assisting with distribution of The Trusty Servant (our twice yearly publication for alumni) and adding information to records on the database;
* Assisting in general office duties, as required from time to time by Development Office.
Events
* Working closely with the Development Office & Events Manager/Directors' PA and the Finance & Events Officer co-ordinating all events both in the UK and overseas leading to successful outcomes;
* Logging all event responses, maintaining event files and processing event payments received by cheque;
* Processing event payments via online credit card facilities;
* Assisting in the preparation for events, issuing tickets, production of address labels, name place cards, badges, guest lists and notices;
* Monitoring events registration numbers and working to deadlines;
* Create and send NetCommunity and/or Online Express emails to enhance event attendees;
* Being present at all events and talks held by the department, liaising with other departments in the College to ensure smooth running as directed.
Finance
* Assist with the processing of donations, received by cheque and online, ensuring they are applied accurately to the correct record and to pass information to the appropriate director;
* Maintain records of all donation/pledges received and assist the Development Office & Events Manager/Directors' Secretary when required to do so.
Social Media
* Working closely with the E-Marketing and Database Manager using the Content Management System which includes social media tools of the Society's website;
* Assisting with department's social media interface on LinkedIn, Facebook, Flickr and Twitter.
Person Specification
Essential qualities
The individual must be/have:
* a good working knowledge of Raiser's Edge database (or similar);
* intermediate level in MS Office, namely Excel, Publisher, InDesign, Word, Power Point and Outlook;
* working knowledge of updating a website, uploading information to the site and have good attention to detail;
* A pleasant, friendly and helpful manner - in person and on the telephone;
* Reliable, accurate, well organised and methodical, with a good eye for detail and a 'finisher';
* An ability to work under pressure, prioritise, and manage a fluctuating workload;
* An ability to work with a diverse workforce;
* An understanding of the confidential aspect of the role;
* Must be of smart appearance for front office role;
* Must be a good team player.
Terms of Service
Start Date
June 2019
Hours of Work
The normal hours of work during term time will be Monday to Friday 8.30am to 5.30pm and in College holidays, 9.00am to 5.00pm but these hours will need to be flexible to meet the needs of the job. In addition there will be some evening and weekend support at events in Winchester and in London.
Salary
The salary will be circa GBP 24,000 per annum. This salary is based on working 37.5 hours per week, 52 weeks of the year. Salary levels are reviewed on 1 September annually.
Holidays
The College leave year runs from 1 September to 31 August. This position will be entitled to the statutory holiday requirements. These are presently 28 days. Any Public Bank Holiday occurring during term time is deemed to be a normal working day. All leave must be taken by prior arrangement with the designated line manager and should be given with four weeks' notice.
Probation and Notice Periods
The first four months of employment will be a probationary period. During this time, conduct and performance will be reviewed. The College may extend the probationary period if it is deemed to be required. During the probationary period the notice required to terminate employment will be one week (by either the employee or employer). The notice will increase upon the successful completion of the probationary period.
Pension and Life Cover
After three months' employment, employees will be auto-enrolled into the College's pension scheme according to legislative thresholds. Those who are not eligible for auto-enrolment may still elect to join the College's pension scheme. Initially, when joining the College's pension scheme, employees will become a member of the College's Group Personal Pension Plan (GPP). For this Plan, known as Tier 1, currently the employee contributes 5% and the employer 3%.
After nine months' membership of the Tier 1 plan employees may opt to join Tier 2, which is also a Group Personal Pension Plan but contribution rates are 5% from the employee and 9% from the College. Employees in Tier 1 automatically qualify for a Life Cover of 2 times salary. On entry to Tier 2 Life Cover changes to 4 times salary.
Enhanced Disclosure and other Pre-employment checks
Winchester College is committed to safeguarding the welfare of children at the school. Therefore, this appointment will be subject to a successful Enhanced Disclosure and Barring check. This will provide details of convictions, reprimands, warnings, cautions and bind overs as per the DBS filtering guidance. A policy on the recruitment of ex-offenders, and information about DBS filtering, is available upon request from the HR Department if required. The college may approach previous employers to seek relevant experience or qualifications, in addition to obtaining references provided by the candidate.
Data Protection Statement
Winchester College collects and processes relevant personal data as part of its everyday operations and is obliged to process it in accordance with the Data Protection Act 2018.
The school is the Data Controller of this data under the Act and is registered with the Information Commissioner's Office; its registration number is Z5751669.
Any queries about this policy or how personal data is processed by the school should be referred to the Data Protection Liaison Officer.
Job title
Development Administration Officer
Job reference
WREQ000325
Date posted
09/04/2019
Application closing date
31/05/2019
Location
Blank
Salary
circa £24,000/annum
Package
Generous benefits package
Blank
Blank
Job category/type
Blank
Blank
Job description
Winchester College Society (WCS)
This is the organisation which brings together under one umbrella all constituents of the Winchester College family: Wykehamists (former pupils who are members of Wykehamist Society), Fellows, dons and staff past and present, parents past and present, Friends of Winchester College worldwide and the Goddard Legacy Society.
The Society is led by two Directors, one of whom is responsible for fundraising and is supported by her Deputy Director of Development and a second Director responsible for events and creating/maintaining alumni relations. The office team currently consists of the Development Office & Events Manager/Directors' PA, E-Marketing and Database Manager, Development Manager, Development Associate, Finance and Events Officer and a Development Administration Officer.
The Quirister Association sits under the umbrella of Winchester College Society and it maintains and builds good relations with Old Quiristers, through events and newsletters.
Role and Responsibilities
Working closely with the other members of the department, the Development Administration Officer will report to the Development Office & Events Manager/Directors' Secretary. The Development Administration Officer will provide general administrative support to the Winchester College Society and all aspects of the department, with emphasis on helping to update and maintain the database, inputting donations and providing information as required, and helping with the administration required to run a busy events programme.
The Development Administration Officer will also work with the College Obituarist on notification of deaths and update all records accordingly.
The primary duties are given below, although this list is not exhaustive:
General
* Reception duties for the Winchester College Society Office, meeting and greeting visitors, offering assistance in a helpful and friendly manner;
* Maintaining up-to-date database records of the members of Winchester College Society, including boys, parents and staff;
* Compiling database records of Winchester College Society members invited to the Society's events;
* Working closely with the E-Marketing and Database Manager ensuring accuracy of information on the website at all times;
* Updating records of deceased members, liaising regularly with the College Obituarist;
* Co-ordinating the production of mail shots to Winchester College Society members;
* Assisting with the production of the termly Newsletters, Diary of Events and occasional mail shots during the year;
* Entering information into the database from the telephone campaigns;
* Assisting with distribution of The Trusty Servant (our twice yearly publication for alumni) and adding information to records on the database;
* Assisting in general office duties, as required from time to time by Development Office.
Events
* Working closely with the Development Office & Events Manager/Directors' PA and the Finance & Events Officer co-ordinating all events both in the UK and overseas leading to successful outcomes;
* Logging all event responses, maintaining event files and processing event payments received by cheque;
* Processing event payments via online credit card facilities;
* Assisting in the preparation for events, issuing tickets, production of address labels, name place cards, badges, guest lists and notices;
* Monitoring events registration numbers and working to deadlines;
* Create and send NetCommunity and/or Online Express emails to enhance event attendees;
* Being present at all events and talks held by the department, liaising with other departments in the College to ensure smooth running as directed.
Finance
* Assist with the processing of donations, received by cheque and online, ensuring they are applied accurately to the correct record and to pass information to the appropriate director;
* Maintain records of all donation/pledges received and assist the Development Office & Events Manager/Directors' Secretary when required to do so.
Social Media
* Working closely with the E-Marketing and Database Manager using the Content Management System which includes social media tools of the Society's website;
* Assisting with department's social media interface on LinkedIn, Facebook, Flickr and Twitter.
Person Specification
Essential qualities
The individual must be/have:
* a good working knowledge of Raiser's Edge database (or similar);
* intermediate level in MS Office, namely Excel, Publisher, InDesign, Word, Power Point and Outlook;
* working knowledge of updating a website, uploading information to the site and have good attention to detail;
* A pleasant, friendly and helpful manner - in person and on the telephone;
* Reliable, accurate, well organised and methodical, with a good eye for detail and a 'finisher';
* An ability to work under pressure, prioritise, and manage a fluctuating workload;
* An ability to work with a diverse workforce;
* An understanding of the confidential aspect of the role;
* Must be of smart appearance for front office role;
* Must be a good team player.
Terms of Service
Start Date
June 2019
Hours of Work
The normal hours of work during term time will be Monday to Friday 8.30am to 5.30pm and in College holidays, 9.00am to 5.00pm but these hours will need to be flexible to meet the needs of the job. In addition there will be some evening and weekend support at events in Winchester and in London.
Salary
The salary will be circa GBP 24,000 per annum. This salary is based on working 37.5 hours per week, 52 weeks of the year. Salary levels are reviewed on 1 September annually.
Holidays
The College leave year runs from 1 September to 31 August. This position will be entitled to the statutory holiday requirements. These are presently 28 days. Any Public Bank Holiday occurring during term time is deemed to be a normal working day. All leave must be taken by prior arrangement with the designated line manager and should be given with four weeks' notice.
Probation and Notice Periods
The first four months of employment will be a probationary period. During this time, conduct and performance will be reviewed. The College may extend the probationary period if it is deemed to be required. During the probationary period the notice required to terminate employment will be one week (by either the employee or employer). The notice will increase upon the successful completion of the probationary period.
Pension and Life Cover
After three months' employment, employees will be auto-enrolled into the College's pension scheme according to legislative thresholds. Those who are not eligible for auto-enrolment may still elect to join the College's pension scheme. Initially, when joining the College's pension scheme, employees will become a member of the College's Group Personal Pension Plan (GPP). For this Plan, known as Tier 1, currently the employee contributes 5% and the employer 3%.
After nine months' membership of the Tier 1 plan employees may opt to join Tier 2, which is also a Group Personal Pension Plan but contribution rates are 5% from the employee and 9% from the College. Employees in Tier 1 automatically qualify for a Life Cover of 2 times salary. On entry to Tier 2 Life Cover changes to 4 times salary.
Enhanced Disclosure and other Pre-employment checks
Winchester College is committed to safeguarding the welfare of children at the school. Therefore, this appointment will be subject to a successful Enhanced Disclosure and Barring check. This will provide details of convictions, reprimands, warnings, cautions and bind overs as per the DBS filtering guidance. A policy on the recruitment of ex-offenders, and information about DBS filtering, is available upon request from the HR Department if required. The college may approach previous employers to seek relevant experience or qualifications, in addition to obtaining references provided by the candidate.
Data Protection Statement
Winchester College collects and processes relevant personal data as part of its everyday operations and is obliged to process it in accordance with the Data Protection Act 2018.
The school is the Data Controller of this data under the Act and is registered with the Information Commissioner's Office; its registration number is Z5751669.
Any queries about this policy or how personal data is processed by the school should be referred to the Data Protection Liaison Officer.