Development Adminstrator

Job Title:Development Administrator

Contract Type:Part-time 20 hours per week with a preference for these to be spread over four days.

Reporting to: Director of Development and Alumni Relations

Salary: 32108 to 37338 (pro-rata).

Benefits:

• Enrolment in the OSPS Pension Scheme
• Free lunch is provided in college when on duty.
• Other benefits include; access to an Employee Assistance Programme
• The College Cycle scheme and discounts through the Oxford University card.
• The post-holder will be entitled to six weeks paid leave (pro rata) in each year on the basis of one week at Christmas and the remainder to be taken at such time or times as shall be mutually convenient and agreed in advance with the Director of Development and Alumni Relations.
• In addition there may be occasions when the post-holder will be required to work on weekends and evenings to support events for which days in lieu will be given.

The College

Lincoln College was founded in 1427 in the University of Oxford and is a self-governing institution in which the ultimate authority for all decisions rests with the Rector and Fellows. Lincoln has 600 students in residence of whom around half are graduates. The College is also a popular choice for both undergraduates and graduate applicants to the University. Lincoln College is located on an attractive historic site in the centre of Oxford with excellent access to university libraries and the universitys departments and faculty buildings. More information on the College can be found on its website

The Development Office

The Development Office is responsible for the Colleges alumni relations programme and for fundraising in support of the Colleges educational and research objectives. The office which is situated in the heart of the College consists of a team of seven headed by the Development Director who is a Fellow of the College. The Development Office reports to the Governing Body of the College.

Key Duties

The Development Administrator reports to the Development Director and works alongside the Development and Events Administrator. The focus of the job is to ensure that all gifts are correctly processed and reconciled and in addition to organise a small portfolio of events and some general administration and support for the Development Director. The Development Office uses a database Raisers Edge for all gift processing and event registrations. While previous experience would be an advantage training will be given.

Duties and Accountabilities

Gift processing: In collaboration with the Development and Events Administrator to manage the processing of gifts received by the Development Office ensuring that they are correctly coded and reconciled

• Ensuring that all gifts from multiple channels are logged on the database as they are received.
• Generating prompt and courteous thank you notes using database.
• Download Direct Debit reports and liaise with Rapidata to address any queries regarding unpaid/cancelled donations.
• Process US donations when notified either directly or by AFO/BSUF and reconcile currency conversions when monies received.
• Keeping on top of different gift types (e.g. online donations University donations Charities Aid Foundation Stewardship royalty payments Cardnet American donations) and tax implications.
• Follow up/chase any outstanding pledges noted following monthly bank statement processing and reconciliation.
• Track major pledged donations to ensure that where relevant invoices or reminders are sent out in accordance with the pledge instalment schedule.
• Issue tax receipts for donations as requested.
• For new donations for specific purposes liaise with Accountant to establish new fund code reflecting donor intention and nature of the donation. Maintain Development Office records of Gift Agreements and as part of team ensure that reporting requirements to donors are met.
• Liaise with Accounts Office to ensure that monthly reconciliations with bank statements are done efficiently and promptly. Produce required summary reports.
• Work with Accounts Office and auditors to provide relevant documentation to satisfy their routine enquiries during annual visit.

Personal assistance to Development Director and Rector/Fellows travelling on Development Business:

• Making travel arrangements including flights and hotel reservations.
• Liaise with hosts and venues with regard to dinners/receptions arranged.
• Drawing up itineraries to include schedule of prospect/donor meetings events details guest briefing notes and travel papers.
• Drafting correspondence on behalf of Director including ad hoc letters and coordinating attendance at Rectors Council and Development Committee meetings.
• Supporting the Development Director by arranging meetings and following up with donors as requested.

Events: To support the Colleges events programme by organising a small number of events for alumni and friends of the College.

• Managing own portfolio of alumni events which may include (but are not restricted to): College Gaudies Society events (Lincoln Society Alumni Guest Dinner etc) and occasional ad hoc dinners/receptions including those overseas. To include the generation of invitations lists through to arranging seating plans making room bookings agreeing menus undertaking risk assessments and following-up as appropriate.
• Liaise with Domestic Bursary with regard to accommodation Accounts Office for payments and maintain good communication with the Kitchen Buttery and Deep Hall to ensure the smooth running of events.
• Attendance at a small number of events throughout the year some of which may be in the evening or at weekends (for which time off in lieu will be granted).
• Providing reports on responses to events as required and obtaining feedback from attendees afterwards and events reconciliation with accounts.

Database: Creating reports and searches on database including those for other team members and Central Development as required.

• General administration: To maintain the smooth running of the Development Office for all team members on a daily basis
• Answering general telephone and email enquiries both internal and external.
• Copying and circulating papers for committee meetings.
• Filing stationery ordering and general admin tasks as required.
• Provide tours of the College when required.

Other: From time to time to assist in other matters in the Development Office as requested by the Development Director or Deputy Development Director.

Person Specification

• The successful candidate will be able to demonstrate that they have:
• Essential:
• A minimum of A-Level or equivalent educational attainment
• Computer literacy and ability to learn quickly how to use database package (training will be given); the office uses Microsoft word excel and access and a specific fundraising database (Raisers Edge).
• Extremely high level of attention to detail and accuracy.
• Excellent communications skills both written and verbal.
• Excellent team working skills necessary for successful job-share working
• Numeracy.
• Ability to organize own workload to follow instructions and to ask when unsure how to carry out a task.
• Tact and discretion.
• Enthusiasm and willingness to help out where required in office.

Desirable

• Previous experience in a similar role.
• Familiarity with Oxford colleges.

Application Process

• Please submit the following materials by the closing date of midday on Tuesday 6th January 2026
• A completed Application Form (available on the College website via Employment Hero)
• The names and contact details of two referees one of whom must be your current or most recent employer.
• A covering letter (no more than 300 words) explaining your interest in the post and demonstrating how you meet the requirements of the person specification.
• An up-to-date CV.

It is hoped that interviews will be held at Lincoln College in the week commencing 19th January 2026.

Data Protection

Personal data is processed in accordance with Lincoln Colleges Privacy Policy which is available at Opportunities

Lincoln College is an Equal Opportunities Employer. Conduct against fellow employees and College members which is offensive or detrimental to them on grounds of age colour disability ethnic origin marital status nationality national origin parental status race religion or belief gender or sexual orientation will not be tolerated.

Other Information

The appointment will be conditional on verification of the successful candidates availability for employment in the UK.

The successful candidate will be required to complete a confidential medical questionnaire which will be forwarded to our Occupational Health Department who will assess their fitness to perform this role.

Any enquiries related to these Further Particulars should be directed in the first instance to the Director of Development and Alumni Relations Susan Harrison: