JOB DESCRIPTION – Head of Alumni Development Candidates are expected to spend time looking at the College website www.stclares.ac.uk which provides information about St Clare’s and the courses we offer. Title of Post Head of Alumni Development JOB SPECIFICATION Purpose of Role To establish and lead St Clare’s Alumni Development Office, the main point of contact for former students and friends of the College. The Alumni Development Office, initially with the support of the Marketing Department, will aim to foster a sense of belonging and nurture relationships with all those who have benefited from a St Clare’s education and those who share the College’s ethos, aims and vision. Throughout the year, the Alumni Development Office will organise a range of events in the UK and overseas. It will also produce publications (e-newsletters, donor reports, campaign brochures) and maintain contact with supporters through social media. The Alumni Development Office will support St Clare’s through fundraising and by promoting the College’s achievements and aspirations in advancing international education and providing educational excellence. It will actively seek donations from alumni and friends in support of vital aspects of College life, particularly for scholarships and hardship bursaries in the first few years but potentially also for building and facilities development in the future. The office must: • Deepen and strengthen relationships between the College and the St • Clare’s community of alumni, past parents and friends Lead the College’s fundraising efforts with alumni, parents and friends, achieving significant fundraising targets • Organise and deliver an annual programme of events for alumni • Develop and deliver a programme of personalised activities and communications for those who support the College with philanthropic donations (both lifetime gifts and legacies) • Regularly liaise with alumni, current and past parents, former governors and former staff The Alumni Development Office should be outward-looking, consultative and committed to building meaningful relationships with alumni, donors, staff and students. It will respond to the evolving needs of the College, our students, and wider society, and collaborate to fulfil social, cultural and economic benefits to St Clare’s, Oxford. It will work together collaboratively and creatively to build the St Clare’s wider community, nurture and develop talent, and advance international education. Reporting Structure The Head of Alumni Development reports directly to the Principal and informs the Senior Management Group of relevant information. 1 Key Responsibilities The work of the Alumni Development Office is detailed below, and the role of the Head of Alumni Development is to ensure the Alumni Development Office carries out these responsibilities thoroughly and successfully. Strategic planning will be essential to focus on the most important priorities to ensure the early success of fundraising efforts, while simultaneously building a successful department which is profitable year on year over the long-term. Relationship Building • Developing and maintaining good relationships with members of the wider St. Clare’s community – older St Clare’s graduates, parents, teaching and non-teaching staff and other friends of the College Supporting the Principal in building relationships with principal donors • • Building and deepening relationships with alumni and donors; developing and managing a programme of activities and communications to ensure all donors have a positive experience of giving to St Clare’s • Developing a communications strategy tailored to alumni at various life • • • stages and levels of connection. Seeking to cultivate alumni already engaging via mentoring/careers talks, and approaching a wider group Creating and maintaining a network of alumni volunteers (regional ambassadors, and the Development Committee) Capturing insights from each generation of St Clare’s leavers and raising awareness of the alumni network benefits Event Organisation • Managing and delivering the alumni events programme, including reunions and networking events in Oxford, London and overseas. • Developing, planning and executing an annual programme of events for alumni, past parents and friends, including reunion dinners and networking events Producing invitations, organising catering and all other elements necessary for the successful running of events • • Attendance at events which may take place during evenings/weekends • Seeking regular feedback from attendees and reporting on event engagement through agreed performance indicators Exploring opportunities for new events for alumni and friends to deepen their engagement with the College. • Fundraising • Creating and updating clear policies and procedures to guide fundraising activities, ensuring transparency, accountability, and alignment with best practices. Prepare briefing and gift request materials (profiles, talking points, briefing documents, proposals) • • Organising a pyramid of appropriate gift levels for different levels of • donors Producing detailed prospect files and briefings for the Principal and Senior Management ahead of key donor meetings and events • Assisting Senior Management in organising prospect meetings; provide coaching for gift request meetings Liaise with Principal and Bursar on the management of endowments • Donor Stewardship • Introduce processes for gift and pledge tracking, donor acknowledgement, and stewardship, including policies and relevant training 2 • Proactively assisting with identifying, researching and prioritising prospective donors in support of the College’s objectives Ensuring all donors are thanked for their gifts in a timely fashion. • • Developing and managing a programme of personalised donor stewardship, including letters, phone calls and other communications, as well as special events for donors • Work with the Principal on planning and implementing bespoke stewardship for principal donors Management and Communications • Develop engaging materials, including brochures, emails, and social media content Implement metrics to track engagement Line-managing the Alumni Relations Officer • • • Assuring that the Alumni Relations Officer is collecting and recording accurate data pertaining to our alumni and supporters on the Development Office database • Assuring the Alumni Relations Officer handles data appropriately, and maintains a complete and up to date alumni database • Directing the Alumni Relations Officer in creating mailing and contact • lists for invitations and other relevant communications from the Alumni Development Office, ensuring all contact preferences are adhered to Sharing relevant updated information with other data owners within the College, where necessary, including the Academic Office and Bursary teams • Responding to data queries from other departments looking to contact older St Clare’s graduates, and ensuring all correspondence is logged. TERMS AND CONDITIONS Terms of Employment Permanent, Full time. 35 hours per week. Place of Work 139 Banbury Road, Oxford, OX2 7AL Hours of Work 7 hours per day worked between 8.30 am and 6 pm, plus weekends as required for events with TOIL Probationary Period 6 months from start date Notice Period 3 months Salary / Pay Competitive salary depending on experience. 3 Holidays Pension 35 days per annum, plus normal public holidays and the period between Christmas and New Year when the College is closed. Work may be required on some of the bank holidays with time off in lieu (TOIL). A contributory pension is offered through St Clare’s group personal pension scheme, following a 3-month deferment period. The employer pays double the contribution of the employee, up to a maximum of 10% of gross salary, i.e. the employer pays up to 10%, and the employee pays up to 5%. Employee’s contributions above 5% may be made, but do not attract a matching contribution from the employer. Life Assurance Death in service benefit is four times annual salary Meal A free lunch is provided in the College dining hall on working days and when students are in residence. PERSON SPECIFICATION The successful candidate will have demonstrated the following essential (E) or desirable (D) skills and experience: Education and qualifications Knowledge, skills and experience Personal skills and attributes • Graduate or significant experience in Alumni Engagement / Alumni • • • • • • • • • Relations (E) Professional financial or marketing qualifications would be an advantage (D) Experience of working with a range of senior stakeholders (E) Experience in establishing and managing budgets (E) Experience of working with wealth (E) Experience of managing a team (E) Experience of the first five years of a successful initiative (D) Significant experience in CRM or investor relations (D) Five years of working in fundraising or wealth management (E) Excellent working knowledge of Salesforce CRM, Outlook, Excel and Word (D) • Demonstrated track record of developing and executing successful • fundraising strategies, (D) Practical knowledge of the regulatory environment for charities, Gift Aid and the Fundraising Code of Conduct (D) Excellent communication skills, both written and oral (E) To be able to use own initiative (E) Positive and can-do attitude (E) • • • • A pleasant and open manner, with excellent interpersonal skills and the ability to work efficiently and effectively with others and on their own (E) • An understanding of the demands of an educational institution (D) References and Pre-employment Checks 4 St Clare’s is committed to safeguarding and promoting the welfare of children and expects all staff and volunteers to share this commitment. All offers of employment and contracts are issued subject to satisfactory references and outcomes on all necessary pre-employment checks including DBS records and establishing the right to work in the UK. Some or all of these checks may have been undertaken before an offer is made. Under the National Minimum Standards for Boarding Schools, we are required to follow the guidance in Keeping Children Safe in Education and undertake additional checks on employees. References Full written references and phone references on quoted references may be obtained before or after interview. One referee must be your current or most recent employer. References must also include the last place of employment where you worked with children or vulnerable adults. References from friends or relatives will not be accepted. Please ensure referees know they will be contacted and will respond promptly. 5
JOB DESCRIPTION – University and Career Counsellor (Careers and Higher Education) Candidates are expected to spend time looking at the College website www.stclares.ac.uk which provides information about St Clare’s and the courses we offer Title of Post University and Career Counsellor (UCC) JOB SPECIFICATION Purpose of the Role The University and Career Counsellor (UCC) will provide excellent careers education, information, advice and guidance (CEIAG) for all St Clare’s students to prepare them for the next stage in their education or training. Students include those studying for the International Baccalaureate (IB), those on the colleges pre-IB programme (students equivalent to UK year 11 and US grade 10), academic gap year students and those on the university foundation programme. In conducting this work, the UCC will work closely with a variety of other stakeholders, including parents, teachers and university admission officers. The UCC will also develop and lead the CEIAG curriculum for designated groups of students. In a typical year, 50% of the College’s students progress to UK universities and the remainder to a very diverse range of universities around the globe. We are therefore seeking a guidance counsellor with a wide range of experience, most notably in supporting students applying to US universities and colleges. The Department The Careers department at St Clare’s plays a key role in supporting students’ personal and academic development and post-secondary progression. We work closely with all students to explore their post-secondary options, to find their ‘best fit’ destinations, and to develop lifelong education and career management skills. Careers education is embedded in the curriculum and UCCs lead a blend of small group workshops, whole-cohort activities, and online learning modules. Expert one-to-one guidance is at the heart of our service and UCCs support students and their families to find their ‘best fit’ pathway through in-depth exploration of future possibilities and rigorous preparation. Applicants for the role should be able to demonstrate a commitment to, and alignment with, the central values and ethos of the College and department. Excellent working relationships with teachers, pastoral professionals and senior leaders create an environment of fruitful conditions for student growth, where careers guidance is valued by all. https://www.stclares.ac.uk/app/uploads/Careers-and-Higher-Education-Policy.pdf Reporting Structure The UCC reports to the Head of UCC. The Head of UCC manages the University and Career Counsellors and the Oxbridge Advisor and the Medics/Vets Advisor in those specific capacities. Key Responsibilities Guidance and application management • conduct one-to-one, impartial, career guidance interviews which challenge and support students to make informed, realistic yet ambitious, and adaptable career decisions with a typical caseload of 70 IB1 and IB2 students (11th and 12th grades) • oversee university, higher education, and apprenticeship applications to both UK universities and others around the world, also including applications to fine art and performing arts institutions, ensuring students understand the requirements and deadlines and submit their applications in a timely manner • guide students during the summer post-result period • maintain accurate records of all student interactions and application • support pre-IB students with building an IB diploma programme • write compelling and detailed recommendation letters for global HE systems • contribute to teaching staff development on reference and recommendation writing Careers education • write, evaluate, and deliver careers education programmes to both small groups and whole cohorts, within the College’s PSHE programme and within other timetabled and off- timetable events and workshops • engage with employers to contribute to career education initiatives Information • inform and advise students of HE, internship and experiential learning opportunities, and labour market developments, in person, and also via the St Clare’s careers newsletter and blog www.stclarescareersexplore.com/blog Events • contribute to the organisation of an annual hybrid Higher Education (HE) Fair (routinely attended by 90 global universities) • organise and promote on-campus visits by Higher Education Institution (HEI) representatives • organise an IB1 (year 12 equivalent) ‘Launch day’ of a series of taster lectures and classes on • worldwide HE collaborate on a wide variety of careers events, liaising with alumni, mid-career professionals and current students to enhance learning and foster excellent networks Interactions • work closely with Head of University and College Counseling and other members of the • careers team, including the specialist Oxbridge and Medicine Advisers liaise with the College’s leadership team, boarding team, personal tutors, teachers and other staff as necessary • establish and maintain positive relationships with HEI contacts • communicate with parents as appropriate over issues relating to individual students, and contribute to webinars and newsletters shared with the whole parent community • maintain relationships with, and develop, University Foundation Programme progression agreements with UK and international HEIs While every effort has been made to describe the main duties and responsibilities of the post, each individual task necessary for the successful performance of the role may not be specifically identified. The UCC may therefore be required to undertake other tasks and duties that are commensurate with the grade and nature of the role and/or in the reasonable discretion of the College. PERSON SPECIFICATION The successful candidate will have demonstrated the following essential (E) or desirable (D) skills and experience Education and qualifications • a level 6 qualification in CEIAG, such as those listed by the Career Development Institute (CDI) https://www.thecdi.net/GettingQualified or an international qualification such as the UCLA Extension certificate (D) • an undergraduate degree in any discipline (E) 2 Knowledge, skills and experience Personal skills and attributes • membership of the CDI/International Association of College Admission Counsellors (IACAC) or similar professional body (D) • demonstrated experience of providing personal CHE guidance and facilitating group work in an educational or organisational setting (E) • an extensive and demonstrable working knowledge and experience of supporting students to apply to institutions in the USA and at least one other region of the world (training will be available for unfamiliar systems) (D) • experience of curriculum and lesson planning and mapping plans against published benchmarks (Gatsby, Ofsted etc) (D) • excellent and demonstrable written and verbal communication skills in English (E) • competency with Microsoft Office software, including using Excel, to track data (E) • attention to detail (E) • experience of publishing content for blogs and social media and/or content management systems (CMS) and a willingness to learn new educational technologies (D) • event organisation skills and experience (D) • knowledge of one or more languages other than English (D) • knowledge of the principles and content of the International Baccalaureate and/or international foundation programmes (D) • a warm and caring approach with the ability both to create an excellent rapport with and to • • challenge students (E) student advocate committed to building student agency (E) the use of tact and diplomacy in interpersonal relationships with a wide range of stakeholders including students, parents, colleagues and external networks of HE and career professionals (E) the ability to inspire confidence and trust (E) • • a commitment to ethical practice through the CDI’s Code of Ethics, adherence to school policy, and the values of equality, diversity and inclusion in an international context (E) • a commitment to the principles and practice of keeping children safe in education (E) • a love of learning and commitment to continued professional development (E) TERMS AND CONDITIONS Terms of Employment Full-time, permanent Consideration may be given to requests for term-time working (with at least 3 weeks to be worked in the long summer vacation) Place of Work 139 Banbury Road, Oxford, OX2 7AL and 3 Bardwell Road, Oxford, OX2 6SP Hours of Work 35 hours per week. Unless agreed otherwise within college hours of Monday to Friday 09:00- 17:30 with a 1-hour lunchbreak (unpaid). The Employee may be required to work hours outside normal hours of employment to meet the needs of the business. This may include some weekends and evenings. Flexibility will be required. Probationary Period Notice Period 6 months A full term’s notice Salary/Pay Competitive salary depending on skills and experience 3 Holidays 39 days per annum of which 4 must be taken between 24th December and 1st January inclusive each year when the College is closed. The employee will also be entitled to all statutory and bank holidays which fall outside the College’s term time. Holiday should ordinarily be taken outside of the 35-week academic year and the key periods in early July and late August when IB and A-level results are published unless agreed with the Head of University and College Counselling, or the Vice Principal Academic. Pension A contributory pension is offered through St Clare’s group personal pension scheme, following a 3-month deferment period. The employer pays 10% of gross salary and the employee pays 5%. Employee contributions above 5% may be made, but do not attract a matching contribution from the employer. Meal A free lunch is provided in the College dining hall on working days and when students are in residence. Other Benefits • Season ticket loan • Cycle to Work scheme • • Subsidised gym membership • Employee Assistance Programme Life Assurance REFERENCES AND PRE-EMPLOYMENT CHECKS St Clare’s is committed to safeguarding and promoting the welfare of children and expects all staff and volunteers to share this commitment. All offers of employment and contracts are issued subject to satisfactory references and outcomes on all necessary pre-employment checks including DBS records and establishing the right to work in the UK. Some or all of these checks may have been undertaken before an offer is made. Under the National Minimum Standards for Boarding Schools, we are required to follow the guidance in Keeping Children Safe in Education and undertake additional checks on employees References Full written references and phone references on quoted references may be obtained before or after interview. One referee must be your current or most recent employer. References must also include the last place of employment where you worked with children or vulnerable adults. References from friends or relatives will not be accepted. Please ensure referees know they will be contacted and will respond promptly. Identity, right to work and qualifications Police and DBS checks Original documents confirming proof of identity, right to work in the UK and relevant qualifications will be required. Police checks/Disclosure and Barring Service checks will also be undertaken for which employees / prospective employees are required to provide information and consent. Candidates who have lived and worked abroad in the last five years will be required to seek good conduct references, or the equivalent, from the countries in which they worked, as a pre- requisite of employment. Health questionnaire Satisfactory completion of a health questionnaire. HOW TO APPLY Applications Applications must be made using the College’s standard application form which can be found on the College website at https://stclares.ac.uk/contact-us/recruitment-and-careers/ 4 Email Post CVs will only be accepted if accompanied by a St Clare’s application form. Applications should be submitted by email to recruitment@stclares.ac.uk Alternatively, send to: Recruitment, HR Department, St Clare’s, Oxford, 139 Banbury Road, Oxford, OX2 7AL Contact us Email: recruitment@stclares.ac.uk Tel: 01865 552031 Deadline for applications This role will close at 9am on 23rd January 2026 Earlier applications are welcomed, and the College reserves the right to shortlist when a suitable field is available. 5