Job Description

Description

Role overview

The Events Co-ordinator will work as part of a close team in the Principal's Office. They will liaise effectively across Brasenose College, working with other departments on non- commercial schedule of high profile talks and events. All events are to be delivered to exceptional standards of customer service to create a professional and friendly experience to students, Fellows, alumni, visitors and guests of Brasenose College. The role requires good communication and liaison skills, excellent attention to detail and organisation skills as well as a flexible approach.Fixed-term contract. Starts 1st September 2025 to 3rd July 2026 to assist with an exceptionally busy year of events. We regret that current undergraduate and post-graduate University of Oxford students are not eligible to apply. The vacancy will remain open until filled. CVs will be reviewed on receipt and shortlisted candidates interviewed. Should the role be filled before the closing date, we reserve the right to close the vacancy. Early application is encouraged.

Duties and Responsibilities

In close liaison with the Principal's Office to co-ordinate diaries and logistics for in-person and online Principal's Conversations, which are a series of important events with high profile guest speakers. To manage event publicity for Principal's Conversations across various channels, such as College and University networks, and social media. Includes designing promotional materials to be distributed to the wider College community, the University and to the public. To handle speaker liaison, including their transport, accommodation, dietary and other requirements. To set up in-person and online Principal's Conversations, including some hybrid events, managing registration lists and producing the event on the day. To attend early evening events to ensure drinks receptions are underway or presentations started. To work with IT and external contractors to assist with technical setup for events, and to assist speakers during the event, and to ensure return of equipment/clear up. May finish at approx. 7pm. To arrange hospitality and gifts for guest speakers. To edit event recordings and liaise with speakers to secure consent for online viewing. To plan and execute other events. These include for example, Principal's Drinks Receptions, including guest list management and logistics, liaising as necessary with other College departments. To prepare and arrange logistics for the Senior Common Room and Royal Literary Fund events including setting up electronic registration, publicity and communications. To organize the annual Equality Lecture, Frankland Visitor events and other high-profile events.

General dutiesLiaison with the Development team, Conference and Events team, IT team and other relevant departments on bookings throughout the year. To prepare relevant communications and with colleagues to ensure information is disseminated in a timely and effective manner, internally (intranet) and/or externally. To assist with general administration tasks within the team, including data entry, diary management and website updating. To develop efficient systems to ensure timely information is shared with key contacts, including the Porters' Lodge, Housekeeping, Workshop etc. To support room set ups (planning room layouts /furniture). To ensure all personal data relating to individuals is kept confidential in accordance with College policies and relevant data protection regulations. To undertake training as required/specified including the possibility of 5 days at the start of the contract.

Person Specification

Essential criteriaGood interpersonal skills and ability to liaise effectively with guest speakers and to collaborate and share information with other colleagues and teams. Good forward planning and methodical and meticulous approach with attention to detail. Excellent written skills for correspondence with eminent speakers. Discretion and understanding of importance of confidentiality. Good IT skills - Design of online registration forms, comfortable with Zoom events and microphones and/or willingness to develop skills in new technological solutions. Ability to respond calmly and to make sound judgements under pressure. Flair for design of content-rich communications (posters).

Desirable criteriaExperience of running events and working in a college environment. Good understanding of GDPR requirements.

Terms and Conditions of Employment

Appointment: This is a temporary, part-time post on fixed-term contract, for the period from 1st September 2025 to 3rd July 2026. The appointee will support the schedule of Principal's events during an exceptionally busy year.



There will be a probationary period of six months. The appointment will be conditional on verification of the successful candidate's 'Right to Work' checks in advance of employment commencing and subject to the receipt of satisfactory references and medical clearance through the University's Occupational Health Services.



Hybrid working arrangement, working both at home and in College, according to operational requirements and management agreement.

Salary: Equivalent to Grade 5 of the Oxford University salary scale, depending on experience. The full- time rate is currently 31,459-36,616 per annum and the part time salary is pro rata for 8 hours per week. Part time salary is approx. 415 to 480 per month payable monthly by bank credit. Advancement up the scale is on merit. (Full time equivalent is based on 35 hours per week).

Hours of work: 8 hours per week. Flexible to provide sufficient cover during the week and to attend occasional evening talks as necessary. Distribution of the 8 hours per week are to be arranged by agreement, usually between the hours of 9am and 5pm, with an unpaid hour taken for lunch, during the period Monday to Friday. Some evening work (until 7pm) is required occasionally. A willingness and ability to adopt a flexible approach to working hours and duties is necessary.

NB

Initial 5 consecutive days of training may be required.

The post holder will be required to work the hours necessary to fulfil the job requirements and subject to operational needs.

Current undergraduate and post-graduate University of Oxford students are not eligible to apply.

BenefitsPension - Eligibility to the Oxford Staff Pension Scheme (OSPS). The successful candidate will be entered into this scheme automatically on joining, but on-going membership of the scheme is optional. Salary Exchange Scheme - Staff who join OSPS will also be enrolled into the Salary Exchange Pension Contributions Scheme on or around three months after joining Brasenose staff. This scheme is financially advantageous both to the employee and the College as the employer. Annual leave - The paid holiday entitlement for an equivalent full-time contract for a year is six working weeks (30 days) of annual leave (5 days to be taken over Christmas break when College is closed) plus 8 Statutory Bank Holidays. Part time leave is pro rata. Annual Leave shall be taken at mutually convenient times agreed in advance with Principal and his PA. Bank Holidays which fall within the full terms of the University of Oxford are normally worked, for which compensatory time- off in lieu will be given. The holiday year begins on 1 January and ends 31 December. For part years of service the entitlement will be calculated as 1/12th of the annual entitlement for each completed month. Meals - Employees are entitled to take lunch free of charge in Hall when the kitchen is open. Welfare Support - Employee Assistance Programme; a free confidential telephone helpline and online medical guidance. Free annual flu jab. Travel Pass Loan - a discounted travel scheme is available with monthly deductions from salary. Cycle to Work Scheme/Bike Loan - monthly deductions from salary. Sports Facilities - access to the University Sports club. University Card - for discounts in shops, cafes and restaurants and University leisure facilities.

Recruitment Monitoring:

This post is subject to recruitment monitoring to ensure that the selection process is consistent with the law and the College's Equal Opportunity Policy and Code of Practice. You are asked to complete the Recruitment Monitoring Form which is completed through the online application process. The information supplied on the form will play no part in the selection process and will not be seen by any members of the shortlisting panel.

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 General Data Protection Act 2018. In accordance with the GDPR regulations 2018 please see the relevant privacy notice on the website.

https://www.bnc.ox.ac.uk/downloads/GDPR/PrivacyNotice_AcademicandNonAcademicStaffApplicant.pdf




Brasenose College is an equal opportunities employer.

About Brasenose College

Founded in 1509 and located centrally in beautiful Radcliffe Square, Brasenose College stands as a distinguished institution at the heart of Oxford's rich academic history. Over the centuries, we have evolved into a beacon of intellectual prowess, consistently upholding a tradition of academic excellence. Brasenose College boasts a vibrant community of students and alumni, creating a network that stretches far beyond the halls of the College. Our influence resonates globally, with scholars and professionals alike contributing to various fields around the world.



We are a medium sized college with 370 undergraduates, 210 graduate students and 115 support staff. Outside of the three 10-week terms, during Easter and summer, the College is exceptionally busy hosting international conferences and Bed and Breakfast guests.