Operations Administrator | Oxford United in the Community

Mascots

Oxford United in the Community (OUitC) are seeking an organised, proactive and personable Operations Administrator to support the effective day-to-day running of the charity. This important role will be central to maintaining efficient systems and processes, supporting the CEO with administrative duties and managing data collection to assist with reporting and measuring the charity’s impact across Oxfordshire.

The Operations Administrator will act as the primary point of contact for the charity, handling enquiries from colleagues, partners, stakeholders and Oxford United Football Club. The successful candidate will be expected to manage a varied workload independently, communicate professionally with internal and external stakeholders and contribute to the smooth delivery of the charity’s wide-ranging community programmes.

About Oxford United in the Community

Oxford United in the Community (OUitC) is the official charity of Oxford United, dedicated to creating positive and lasting impact across Oxfordshire. Through a wide range of programmes and initiatives, OUitC works to improve the lives of people of all ages by delivering football-based holiday camps, after-school clubs, social inclusion projects, intervention programmes and wellbeing initiatives within local communities.

While operating independently from the Football Club in terms of legal status and governance, OUitC works closely alongside Oxford United with a shared mission to support and strengthen communities across the county. The charity is overseen by an operational management team and a Board of Trustees, ensuring strong leadership and meaningful community impact.

Job Title: Operations Administrator 
Reporting to: Oxford United in the Community CEO
Location: On-site at Oxford United Training Centre, Oxford Road, Oxford, OX4 2LT
Hours of work: 37.5 hours per week, excluding lunch breaks (please note the role may require some evening and weekend working, including home match days as required)

Key Responsibilities:

Systems & Process Management

  • Fully digitalise, maintain and improve internal systems for file sharing, finance, HR, bookings, project tracking, marketing communications, data and reporting.
  • Work with the COO to maintain and update in a timely manner all KPI data for trading and delivery operations.
  • Develop and document operational processes and policies to ensure consistency and efficiency.
  • Support onboarding and coordination of volunteers and staff.

Executive Support

  • Provide administrative support to the CEO and COO, including diary management, meeting co-ordination and correspondence.
  • Assist with meeting preparation, issuing agendas, taking minutes and logging and monitoring follow-up actions.
  • Support the CEO in managing key stakeholder relationships and communications.
  • Enter financial data on Xero, our financial reporting system - raising invoices, inputting bills and expenses and sourcing receipts and paperwork where necessary.
  • Ensuring all invoiced payments due are made promptly, liaising with Senior Management where sign-off is needed, and chasing external payments as required.

Data & Reporting

  • Collect, organise and maintain data from projects and programmes.
  • Support the CEO in preparing reports for funders, trustees and partner organisations.
  • Assist with implementing robust monitoring and evaluation processes to demonstrate impact.
  • Ensure programme leads have access to suitable training and support when collecting data, either on internal or third-party/funder systems, e.g., Salesforce.
  • Coordinate the teams' weekly reports/reporting and issue to stakeholders.

General Administration

  • Manage office supplies, IT systems and general enquiries via the charity inbox and by phone.
  • Maintain accurate single central records of all trustees and staff and ensure compliance with GDPR and other relevant policies.
  • Support fundraising and event logistics, including venue booking, managing invites, assigning fundraising assets and maximising opportunity.
  • Coordinate matchday activities that the charity delivers, including mascots and fundraising initiatives.
  • Manage the Charities' HR systems.

Essential Personal Attributes and Skillset

  • Minimum three years’ experience of successfully operating in an administrative role within a fast-paced office environment
  • Proven team player, but with the ability to be firm with peers when the need arises to ensure objectives are met
  • First-class IT skills, including Word & Excel, and with a strong appreciation of social media
  • Strong verbal and written communication skills
  • Proven ability to multitask and be adaptable to the needs of the organisation, with a demonstrable can-do attitude
  • Educated to a minimum of A-level standard – including Maths and English
  • Confident in dealing with people at all levels, both internally and externally
  • Personable, approachable, but with a determined and highly professional style

How To Apply:

To apply, please email a copy of your CV and Covering Letter to community@oufc.co.uk

Code of Conduct

Oxford United in the Community expects the highest standards of integrity and conduct in all matters concerning the Charity and its employees. The Code of Conduct makes clear the standards of conduct expected from its employees and explains the responsibilities of the Charity, as the employer. All employees are expected to always act wholeheartedly in the interests of the Charity. Any conduct detrimental to its interests or its relations with its customers, suppliers, the public, or damaging to its public image shall be a breach of Charity rules and policies. Discriminatory, offensive, and violent behaviour is unacceptable, and any complaints or concerns will be dealt with and acted upon.

Equality, Diversity & Inclusion

Oxford United in the Community are committed to ensuring that equality, inclusion, and diversity of opportunity are at the very heart of everything we do to ensure we provide fair and non-prejudicial access to the services across the Charity. We uphold everyone’s freedom of rights and choice to be different and aim to provide opportunities for everyone to succeed. It is the policy of the Charity that no person, whether player, job applicant, employee, volunteer, or customer, shall be discriminated against. The Charity opposes all forms of unlawful and unfair discrimination, either direct or indirect, or harassment, on the grounds of the following ‘protected characteristics’: Age, Disability, Gender Reassignment, Marriage & Civil Partnership, Pregnancy & Maternity, Race, Religion or Belief, Sex, and Sexual Orientation. Anyone who is found to be in breach of this could receive disciplinary action, which may well include suspension and dismissal. The Charity is fully committed to the EFL Equality, Diversity & Inclusion Standards, and as we are underrepresented in these areas, we particularly welcome ‘entry level’ applications from women, individuals from Black and Minority Ethnicities, the LGBT community, and anyone with a disability.

Safeguarding and Safer Recruitment

Oxford United in the Community are committed to and has both a moral and legal obligation to ensure that all children and vulnerable adults are protected and kept safe from harm whilst engaged in services organised and provided by the Charity, and believes that the general wellbeing, welfare, and safety of all children and vulnerable adults involved in Charity activities is of the utmost importance. The Charity will fulfil its responsibilities by ensuring it displays best practice in safeguarding matters – including Safer Recruitment - carried out in a spirit of partnership and openness with the child or vulnerable adult, families, and the relevant local authority.