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**University of Oxford Development and Alumni Engagement** **Head of Administration and Finance** **Location:** Oxford – hybrid working may be an option **Salary:** Grade 9: annual progression from £55,636 to £64,228 per annum, with a possible extension to £70,029 including an Oxford University Weighting of £1,500 per year (pro rata). **Contract type:** Permanent **Hours:** Full time **Closing date:** 2 June 2025 at 12:00 noon **Interviews:** 10 June 2025 in Oxford **Vacancy Ref:** 179892 **Join the University of Oxford as Head of Administration and Finance** Are you a strategic thinker with a passion for financial management and operational excellence? The University of Oxford is seeking a dynamic and experienced individual to lead our Administration and Finance team within the Development and Alumni Engagement (DAE) department. **About the Role:** As the Head of Administration and Finance, you will play a pivotal role in ensuring the effective running of DAE. You will work closely with the Director of Advancement Operations and the Senior Leadership Team to lead strategic operational and business planning, financial management, and project management services. This is a demanding role that requires outstanding business planning skills, extensive experience in financial and project management, and strengths in governance and operations. **Key Responsibilities:** * Provide strategic advice and guidance to the Director of Advancement Operations and the leadership team. * Manage annual and long-term business planning for DAE. * Lead financial planning and management, including setting financial objectives and managing budgets. * Oversee facilities management, ensuring the security, presentation, and maintenance of UK offices. * Lead the Administration & Finance team, supporting staff development and promoting DAE’s values. * Coordinate internal communications and department-wide events. **Why Join Us?** Working at the University of Oxford offers several exclusive benefits, such as: * 38 days of annual leave to support your wellbeing, with the option to purchase up to 10 extra days and additional leave after long service. * One of the most generous maternity and adoption leave schemes in UK higher education, offering up to 26 weeks of full-pay leave, followed by additional statutory and unpaid leave options. * A commitment to hybrid and flexible working to suit your lifestyle * An excellent contributory pension scheme * Affordable and sustainable commuting options, including a cycle loan scheme, discounted bus travel, and season ticket loans. * Access to a vibrant community through our social, cultural, and sports clubs. * Opportunities for growth and development, including membership to CASE **About the University of Oxford:** The University of Oxford is a world- leading institution in research and education. We empower individuals and teams to address fundamental questions of global significance while providing a welcoming and inclusive workplace. Join us and be part of a vibrant community that values innovation, creativity, and diversity. **How to Apply:** Applications are made through our online recruitment portal. Please submit your CV and a supporting statement explaining how you meet the selection criteria for the post. For more information, visit Oxford Jobs. **Join us and make a difference at the University of Oxford!** **Application Process** To apply, please upload: * A covering letter/supporting statement * Your CV * The details of two referees The closing date for applications is **12 noon on 2 June 2025**. Interviews will take place on **10 June 2025** and will be held face-to-face. _Development and Alumni Engagement_ _is committed to having a team that is made up of diverse skills and experiences. We encourage applicants from all sectors of the community and are especially keen to encourage candidates from under-represented groups to apply._ Spanning the historic streets of the “city of dreaming spires,” the University of Oxford has been ranked the world’s leading university for nine consecutive years. A place where centuries of tradition meet world-changing innovation, we offer you the chance to shape the future while working in an inspiring environment that promotes excellence. Here, you’ll contribute to ground- breaking research that tackles global challenges - from advancing sustainability to pioneering healthcare solutions - and join a diverse, inclusive community that champions your wellbeing, development, and aspirations. Apply now to become part of our extraordinary legacy.
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Job Description _________________________________________________________________________ Summary Job title Head of Administration and Finance Division University Administration and Services Department Development and Alumni Engagement Location University Offices, Wellington Square, Oxford OX1 2JD – with possible options for hybrid working. Grade and salary Grade 9: annual progression from £55,636 to £64,228 per annum, with a possible extension to £70,029 including an Oxford University Weighting of £1,500 per year (pro rata). Hours Full time Contract type Permanent Reporting to Director of Advancement Operations Vacancy reference 179892 Applications are welcome and encouraged from all sectors of the community and we are especially keen to encourage candidates from under-represented groups to apply. Development and Alumni Engagement is committed to equality, and values diversity. Additional information We support a range of flexible working arrangements, including when and where you work. The responsibilities of this post mean that you will need to work onsite regularly. We would be happy to discuss this with you at any point in the application process. Whilst this is a full-time post, we welcome applications from candidates who wish to work part-time (minimum 30 hours/0.8 FTE). Development and Alumni Engagement (DAE) DAE is led by Liesl Elder who, as Chief Development and Alumni Engagement Officer at the University of Oxford, reports directly to the Vice-Chancellor. DAE’s mission is to help secure philanthropic support for the University, and build an engaged, informed and active alumni community. Through working in partnership with academic, development, and alumni colleagues throughout the collegiate University, DAE builds enduring relationships with external constituencies – including alumni, non-alumni, corporate and foundation donors – and increases financial support for agreed academic priorities. The office is one of the central administrative departments of the University, collectively known as University Administration and Services. Due to the nature of its work, DAE collaborates closely with a number of other units and teams, particularly Public Affairs, Finance, Research and Legal. In 2019, the University and the colleges completed the Oxford Thinking Campaign, which raised £3.34bn, and is the most successful higher education fundraising campaign in Europe. The University is currently planning its next major campaign and, as a member of DAE, the post holder will have a key role to play in helping realise its successful delivery. In addition to front-line fundraising and alumni engagement staff, DAE has a number of teams that cover particular support functions. These include:  Donor Relations  Events  Research  International Engagement  Development and Alumni Relations Systems (DARS) (which supports the Development and Alumni Relations database)  Philanthropy Writing  Marketing and Communications It also works closely with Gift Registry, part of the Finance Division, which records and processes donations received by the University and on behalf of colleges. In addition, there are four overseas offices whose remit includes development and alumni engagement; these offices are located in North America, Japan, Hong Kong, and Europe. For further information please visit: Development Office (ox.ac.uk) and HOME | Oxford Alumni DAE is committed to equality and values diversity. The University holds a silver Athena Swan award to recognise advancement of gender equality: representation, progression and success for all. resignation of the substantive postholder and employment of a new postholder, whichever is the earliest. Development and Alumni Engagement values The following points lay down the foundations of DAE’s working ethos, culture and values. Aspirational and celebratory in turn, they provide a central framework for individual members of staff and teams, encouraging personal and professional growth.  We value each other – We respect the professional expertise of our colleagues. An approachable, friendly and kind office, we work in an environment where transparency of action and clarity of intent create openness and trust.  We work collaboratively – Whether within our own teams, across DAE, the collegiate University, or beyond, working collaboratively is second nature to us, and enables us to navigate complicated landscapes successfully.  We go beyond – We prize working with a high degree of autonomy and trust, and deliver a wide range of projects to the very highest standards. We are committed to personal, professional development.  We are part of something bigger – Our work supports the strategic priorities of the University of Oxford. We take pride in the contribution we – individually and collectively – make to the University. The role Key relationships: DAE Senior Leadership Team, DAE Wider Leadership Team (mainly team heads), Finance, Estates Services, IT Services, third party providers, HAFs network across the University. Purpose: To meet the objectives outlined below and other key strategic priorities as identified by the University. 2 The Head of Administration & Finance is responsible for the delivery of cross-cutting operational and business management support to ensure the effective running of Development and Alumni Engagement (DAE). Working in close partnership with the Director of Advancement Operations, and the Senior Leadership Team you will lead the department’s strategic operational and business planning and financial management services. This is a demanding role requiring outstanding business planning and management skills and extensive experience of financial and project management, in addition to strengths in governance and operations. You will be a trusted advisor and business partner to the Director of Advancement Operations and work closely with leads and senior managers across Development and Alumni Engagement. As a key member of the professional services staff in the University Administration & Services (UAS) division, you will also have opportunities to contribute to divisional initiatives, as well as to the broader University. The post holder will be based in central Oxford, but they may be able to agree a pattern of regular remote working with their line manager. The line manager will regularly review progress. There may be opportunities for career development within the office structure. DAE seeks to support and encourage staff to help them reach their potential, providing access to appropriate courses and training whenever possible, as well as a comprehensive induction process. DAE’s work covers a wide range of activities and priorities which will inevitably change from day to day. All staff operate as a team, and, while each has their own responsibilities, they are expected to assist each other in peak periods. The post holder will need to become conversant with the University as a whole and especially with the numerous academic staff and volunteers. Responsibilities The duties of the post are set out as they are envisaged at present, but it will be important for the person appointed to be versatile and adaptable, and able to contribute to the development of the fundraising and alumni engagement functions of the collegiate University. Reporting to the Director of Advancement Operations, the key activities and accountabilities of the post include: Business planning and operational management  Responsible for the provision of outstanding cross-cutting operational and business management support for Development and Alumni Engagement (200 staff, international locations, £18m p.a. budget).  Providing strategic advice and guidance to the Director of Advancement Operations and the department’s leadership team and supporting DAE to implement its strategic objectives.  Managing the annual and longer-term business planning for DAE and leading the tracking of departmental objectives and plans and delivery of change programmes across the department’s operations.  Responsible for developing and maintaining business continuity plans for Development and Alumni Engagement Financial planning and management  As lead advisor to the Director of Advancement Operations, play an active role in setting the short and long-term financial objectives of the department, and leading the analysis of income, expenditure and opportunities for savings, including financial modelling and forecasting.  Leading the development and management of the department’s annual budget, including overall responsibility for the preparation of budgets, ensuring compliance with the University’s financial regulations and authorising budgeted expenditure.  Co-ordinating the department’s involvement in internal/external audits, annual self-assurance exercises and other reviews. 3 Facilities management  Overseeing the daily operations across the UK offices where DAE is based, including (in consultation with Estates Services) their security, presentation and maintenance and leading space planning and allocation within the constraints of the department’s footprint.  Holding daily operational responsibility for health and safety and the safe working practices of staff across DAE in support of the Director of Recruitment and Talent Management who acts as Senior Responsible Officer for this area. Enquiries Management  Responsible for the general enquiries service for DAE’s internal and external audiences that acts as the first point of contact for alumni, donors and prospects.  Work with staff across DAE to regularly review public FAQs to ensure they are fit for purpose and supporting easy query resolution. Team leadership  Leading the Administration & Finance team currently comprising of 3 staff across purchasing, enquiry management, office administration, and project management.  Setting the objectives for the team and for its members, supporting the development of colleagues in order for them to succeed and thrive in their roles, and display a deep commitment to DAE’s values and commitments. Communications & Events  Overseeing internal communications within DAE, as well as its online presence in support of the delivery of its services across the collegiate University.  Leading the coordination of preparation and delivery of department-wide events, such as regular whole team meetings as well as occasional social and team building events. Other  Representing DAE within departmental or divisional working groups as required. Building purposeful networks with heads of administration and finance across the collegiate university. You will also carry out any other duties which are requested by the line manager and are commensurate with the grade of this post. Selection criteria Essential selection criteria 1. Substantial management experience in a complex organisation involving a diverse workforce with experience in strategic business and financial planning, project management, and the management of operational services. 2. Financial expertise, with experience of setting financial strategy and plans, and managing significant (multi £m) budgets. 4. Substantial line-management experience, of leading high performing teams, supporting staff to succeed, and promoting staff development and progression. 5. The ability to handle and prioritise a complex portfolio of responsibilities in a challenging environment, to show equally high effectiveness in contributing to strategic thinking and in undertaking key operational tasks. 6. Excellent oral and written skills with the ability to communicate effectively formally and informally and gain the confidence of a wide range of people, including academic staff, senior University officers, and all grades of administrative and support staff. 4 7. Well-developed negotiating skills, and the ability to demonstrate a diplomatic and consensual approach to problem-resolution. 8. Excellent interpersonal skills with an understanding of highly sensitive areas involving integration of staff and managing change. 9. Proficient user of IT, including MS Office applications. Desirable selection criteria 10. An interest in fundraising and alumni relations Pre-employment screening Standard checks If you are offered the post, the offer will be subject to standard pre-employment checks. You will be asked to provide: proof of your right-to-work in the UK; proof of your identity; and (if we haven’t done so already) we will contact the referees you have nominated. You will also be asked to complete a health declaration so that you can tell us about any health conditions or disabilities for which you may need us to make appropriate adjustments. Please read the candidate notes on the University’s pre-employment screening procedures at: https://www.jobs.ox.ac.uk/pre-employment-checks Hazard-specific / Safety-critical duties This job includes hazards or safety-critical activities. If you are offered the post, you will be asked to complete a health questionnaire which will be assessed by our Occupational Health Service, and the offer of employment will be subject a successful outcome of this assessment. The hazards or safety-critical duties involved are as follows:  Lone Working  Regular manual handling About the University of Oxford Welcome to the University of Oxford. We aim to lead the world in research and education for the benefit of society both in the UK and globally. Oxford’s researchers engage with academic, commercial and cultural partners across the world to stimulate high-quality research and enable innovation through a broad range of social, policy and economic impacts. We believe our strengths lie both in empowering individuals and teams to address fundamental questions of global significance, while providing all our staff with a welcoming and inclusive workplace that enables everyone to develop and do their best work. Recognising that diversity is our strength, vital for innovation and creativity, we aspire to build a truly diverse community which values and respects every individual’s unique contribution. While we have long traditions of scholarship, we are also forward-looking, creative and cutting-edge. Oxford is one of Europe's most entrepreneurial universities and we rank first in the UK for university spin-outs, and in recent years we have spun out 15-20 new companies every year. We are also recognised as leaders in support for social enterprise. 5 Join us and you will find a unique, democratic and international community, a great range of staff benefits and access to a vibrant array of cultural activities in the beautiful city of Oxford. For more information, please visit www.ox.ac.uk/about/organisation. We encourage applicants from all sectors of the community and are keen to encourage candidates from underrepresented groups to apply. The University has a number of staff networks including the Oxford Research Staff Society, BME staff network, LGBT+ staff network and a disabled staff network. For more information about equality-related networks for staff and students, please visit https://edu.admin.ox.ac.uk/networks#/ How to apply Applications are made through our online recruitment portal. Information about how to apply is available on our Jobs website https://www.jobs.ox.ac.uk/how-to-apply. Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description. As part of your application you will be asked to provide details of two referees and indicate whether we can contact them now. You will be asked to submit a CV and a supporting statement. The supporting statement must explain how you meet each of the selection criteria for the post using examples of your skills and experience. This may include experience gained in employment, education, or during career breaks (such as time out to care for dependants). Please submit all documents as PDF files with your name and the document type in the filename. All applications must be received by midday UK time on the closing date stated in the online advertisement. Information for priority candidates A priority candidate is a University employee who is seeking redeployment because they have been advised that they are at risk of redundancy, or on grounds of ill-health/disability. Priority candidates are issued with a redeployment letter by their employing department(s). If you are a priority candidate, please ensure that you attach your redeployment letter to your application (or email it to the contact address on the advert if the application form used for the vacancy does not allow attachments). If you need help Application FAQs, including technical troubleshooting advice is available at: https://staff.web.ox.ac.uk/recruitment-support-faqs Non-technical questions about this job should be addressed to the recruiting department directly at recruitment@dae.ox.ac.uk To return to the online application at any stage, please go to: https://www.recruit.ox.ac.uk/. Please note that you will receive an automated email from our online recruitment portal to confirm receipt of your application. Please check your spam/junk mail if you do not receive this email. Important information for candidates Data Privacy Please note that any personal data submitted to the University as part of the job application process will be processed in accordance with the GDPR and related UK data protection legislation. For further information, please see the University’s Privacy Notice for Job Applicants at: https://compliance.admin.ox.ac.uk/job-applicant-privacy6 policy. The University’s Policy on Data Protection is available at: https://compliance.admin.ox.ac.uk/dataprotection-policy. The University’s policy on retirement The University operates an Employer Justified Retirement Age (EJRA) for very senior research posts at grade RSIV/D35 and clinical equivalents E62 and E82 of 30 September before the 70th birthday. The justification for this is explained at: https://hr.admin.ox.ac.uk/the-ejra. For existing employees on these grades, any employment beyond the retirement age is subject to approval through the procedures: https://hr.admin.ox.ac.uk/the-ejra. There is no normal or fixed age at which staff in posts at other grades have to retire. Staff at these grades may elect to retire in accordance with the rules of the applicable pension scheme, as may be amended from time to time. Equality of opportunity Entry into employment with the University and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. No applicant or member of staff shall be discriminated against because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, flexible working options, travel discounts including salary sacrifice schemes for bicycles and electric cars and other discounts. Staff can access a huge range of personal and professional development opportunities. See https://hr.admin.ox.ac.uk/staff-benefits Employee Assistance Programme As part of our wellbeing offering staff get free access to Health Assured, a confidential employee assistance programme, available 24/7 for 365 days a year. Find out more https://staff.admin.ox.ac.uk/health-assured-eap University Club and sports facilities Membership of the University Club is free for University staff. It offers social, sporting, and hospitality facilities. Staff can also use the University Sports Centre on Iffley Road at discounted rates, including a fitness centre, powerlifting room, and swimming pool. See www.club.ox.ac.uk and https://www.sport.ox.ac.uk/. Information for staff new to Oxford If you are relocating to Oxfordshire from overseas or elsewhere in the UK, the University's Welcome Service includes practical information about settling in the area, including advice on relocation, accommodation, and local schools. See https://welcome.ox.ac.uk/ There is also a visa loan scheme to cover the costs of UK visa applications for staff and their dependants. See https://staffimmigration.admin.ox.ac.uk/visa-loan-scheme Family-friendly benefits We are a family-friendly employer with one of the most generous family leave schemes in the Higher Education sector (see https://hr.web.ox.ac.uk/family-leave). Our Childcare Services team provides guidance and support on childcare provision, and offers a range of high-quality childcare options at affordable prices for staff. In addition to 5 University nurseries, we partner with a number of local providers to offer in excess of 450 full time nursery 7 places to our staff. Eligible parents are able to pay for childcare through salary sacrifice, further reducing costs. See https://childcare.admin.ox.ac.uk/. Supporting disability and health-related issues (inc menopause) We are committed to supporting members of staff with disabilities or long-term health conditions, including those experiencing negative effects of menopause. Information about the University’s Staff Disability Advisor, is at https://edu.admin.ox.ac.uk/disability-support. For information about how we support those going through menopause see https://hr.admin.ox.ac.uk/menopause-guidance Staff networks The University has a number of staff networks including for research staff, BME staff, LGBT+ staff, disabled staff network and those going through menopause. Find out more at https://edu.admin.ox.ac.uk/networks The University of Oxford Newcomers' Club The University of Oxford Newcomers' Club is run by volunteers that aims to assist the partners of new staff settle into Oxford, and provides them with an opportunity to meet people and make connections in the local area. See www.newcomers.ox.ac.uk. Research staff The Researcher Hub supports all researchers on fixed-term contracts. They aim to help you settle in comfortably, make connections, grow as a person, extend your research expertise and approach your next career step with confidence. Find out more https://www.ox.ac.uk/research/support-researchers/researcher-hub Oxford’s Research Staff Society is a collective voice for our researchers. They also organise social and professional networking activities for researchers. Find out more https://www.ox.ac.uk/research/supportresearchers/connecting-other-researchers/oxford-research-staff-society 8
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Standard Grade 9: £55,636 - £64,228 per annum, with a possible extension to £70,029 including an Oxford University Weighting of £1,500 per year (pro rata).
University of Oxford Development and Alumni Engagement Head of Administration and Finance Location: Oxford – hybrid working may be an option Salary: Grade 9: annual progression from £55,636 to £64,228 per annum, with a possible extension to £70,029 including an Oxford University Weighting of £1,500 per year (pro rata). Contract type: Permanent Hours: Full time Closing date: 2 June 2025 at 12:00 noon Interviews: 10 June 2025 in Oxford Vacancy Ref: 179892 Join the University of Oxford as Head of Administration and Finance Are you a strategic thinker with a passion for financial management and operational excellence? The University of Oxford is seeking a dynamic and experienced individual to lead our Administration and Finance team within the Development and Alumni Engagement (DAE) department. About the Role: As the Head of Administration and Finance, you will play a pivotal role in ensuring the effective running of DAE. You will work closely with the Director of Advancement Operations and the Senior Leadership Team to lead strategic operational and business planning, financial management, and project management services. This is a demanding role that requires outstanding business planning skills, extensive experience in financial and project management, and strengths in governance and operations. Key Responsibilities: Provide strategic advice and guidance to the Director of Advancement Operations and the leadership team. Manage annual and long-term business planning for DAE. Lead financial planning and management, including setting financial objectives and managing budgets. Oversee facilities management, ensuring the security, presentation, and maintenance of UK offices. Lead the Administration & Finance team, supporting staff development and promoting DAE’s values. Coordinate internal communications and department-wide events. Why Join Us? Working at the University of Oxford offers several exclusive benefits, such as: 38 days of annual leave to support your wellbeing, with the option to purchase up to 10 extra days and additional leave after long service. One of the most generous maternity and adoption leave schemes in UK higher education, offering up to 26 weeks of full-pay leave, followed by additional statutory and unpaid leave options. A commitment to hybrid and flexible working to suit your lifestyle An excellent contributory pension scheme Affordable and sustainable commuting options, including a cycle loan scheme, discounted bus travel, and season ticket loans. Access to a vibrant community through our social, cultural, and sports clubs. Opportunities for growth and development, including membership to CASE About the University of Oxford: The University of Oxford is a world-leading institution in research and education. We empower individuals and teams to address fundamental questions of global significance while providing a welcoming and inclusive workplace. Join us and be part of a vibrant community that values innovation, creativity, and diversity. How to Apply: Applications are made through our online recruitment portal. Please submit your CV and a supporting statement explaining how you meet the selection criteria for the post. For more information, visit Oxford Jobs. Join us and make a difference at the University of Oxford! Application Process To apply, please upload: A covering letter/supporting statement Your CV The details of two referees The closing date for applications is 12 noon on 2 June 2025. Interviews will take place on 10 June 2025 and will be held face-to-face. Development and Alumni Engagement is committed to having a team that is made up of diverse skills and experiences. We encourage applicants from all sectors of the community and are especially keen to encourage candidates from under-represented groups to apply. Spanning the historic streets of the “city of dreaming spires,” the University of Oxford has been ranked the world’s leading university for nine consecutive years. A place where centuries of tradition meet world-changing innovation, we offer you the chance to shape the future while working in an inspiring environment that promotes excellence. Here, you’ll contribute to ground-breaking research that tackles global challenges - from advancing sustainability to pioneering healthcare solutions - and join a diverse, inclusive community that champions your wellbeing, development, and aspirations. Apply now to become part of our extraordinary legacy.
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University Offices, Wellington Square, Oxford OX1 2JD – with possible options for hybrid working
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