Operations Administrator

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