Hiring Events Officer

The OXFORD UNION SOCIETY

Events Officer

Fixed Term Contract, starting April 2026

Annual Salary £17,000 (will be prorated to duration of contract)

17.5 hours per week (two and half days per week)

Closing date: Thursday 19 March 2026

Interviews: Expected w/c 23 March 2026

The Oxford Union is the world's most prestigious debating society with a tradition of hosting internationally prominent individuals across politics, academia, and popular culture. Founded in 1823 at a time when The University of Oxford restricted students from discussing certain topics, the Union continues to uphold the principle of free speech through the exchange and debate of a wide range of ideas and opinions, presented by a diverse range of speakers – some inspiring, others controversial.

The Events Officer will support the Oxford Union by meeting private hire revenue targets while providing excellent customer service. The Oxford Union currently offers room hires, venue hires (for larger events and conferences), and dinners. A contracted chef provides all catering. The Oxford Union does not produce events for clients but lets spaces to them to hold their own events. Learn more about the Oxford Union’s current offerings here: https://oxford-union.org/pages/hire-a-room

Reporting to: Deputy Bursar

Direct reports: None

Key relationships: Clients, House Manager, Assistant Accountant, Chef, and Operations Officer.

Main Duties

1. Meet private hire revenue targets

• Make choices to meet revenue targets.
• Be the first point of contact for clients enquiring about hiring the Oxford Union’s spaces.
• Prioritise booking requests to meet revenue targets.
• Seek new clients.
• Help set prices and revenue targets for future financial years.
• Explain reasoning for choices to line manager.

2. Coordinate with others to ensure success of hire

• Make event sheet for each event.
• Coordinate with client, their third-party suppliers (if any), and client's finance team so that their event is a success.
• Coordinate with House Manager to appropriately staff and supply events.
• Coordinate with Assistant Accountant to invoice events, ensure payment, to consider VAT exemptions, and to handle other money matters.
• Coordinate with Chef about meals, dietary requirements, and special requests.
• Coordinate with Operations Officer for printing, security, and AV support.
• Coordinate with third-party suppliers and vendors.
• Coordinate with line manager for appropriate resources and support.

3. Maintain and improve skills, tools, and systems for events

• Review current processes and work with team to make improvements.
• Ensure webpages for private hire are accurate.
• Implement a feedback system to include quantitative and qualitative feedback.
• Gain accreditation for the Oxford Union from the Meetings Industry Association.
• Develop and maintain relationships with other events professionals in Oxford and at similar venues.

Person Specification

1. Results driven – You take pride, even pleasure, in meeting targets. You know what moves the needle and what wastes time. You make choices that promote success.
2. Excellent communicator – You listen well. You write clearly, concisely, and accurately. You are personable yet firm and clear in-person and over the phone.
3. Attentive to detail – You ensure the Oxford Union has everything it needs to ensure a safe, legal, profitable, and successful hire. You identify potential problems before they become real. You master details of the spaces, costs, prices, margins, profit, offerings, calendars, hires, and requirements.
4. Resilient – You are comfortable working on a small team in a fast-moving and variable environment. You prioritise when set multiple tasks and can maintain a sense of humour despite challenging circumstances.
5. Friendly yet professional – You develop rapport with clients, seeking to have them become repeat customers, while remaining professional, meeting targets, and acting in the interests of the Oxford Union.
6. IT literate – You proficiently use MS Office products, especially Outlook, Word, Excel, and Teams. Your familiar with Forms, Planyo, and Xero or willing to learn to use them.
7. You can work independently without supervision and as a part of a team.
8. You are willing to undertake training where required.
9. You have a rigorous and thorough approach to handling and maintaining confidential information.

Please note this role is in Grade II* and II listed buildings. The buildings are currently only accessible via stepped access and although we will seek to make accommodations wherever possible, good physical mobility is required.

Conditions of Employment

This is a part-time (17.5 hours per week) fixed term contract initially until 30 June 2026 with a view to extension, possibly expansion, and subject to a probationary period where your suitability will be assessed further. A degree of flexibility is required and can be accommodated by mutual consent to cover deliveries, contractors, and personal life.

A typical working day will be 8-hours (including a 1-hour break), starting at 9am and ending at 5pm, depending on the time of year and planned activities.

Staff have 30 days annual leave (prorated according to duration of contract) plus eight public holidays (if they occur during contract). The Union is normally closed between Christmas and New Year, with mandatory leave. The Oxford Union might also have other periods of mandatory leave. The remainder of leave can be taken throughout the year, with a preference outside of the University of Oxford term dates (with flexibility). Staff have the option to join our contributory pension scheme and are entitled to a free lunch (to a fixed value) when the bar’s kitchen is open.

Applications

Applications consisting of CV with covering letter and the names and email addresses of two referees, whom we may contact if you are shortlisted, should be emailed to careers@oxford-union.org with the subject ‘Events Officer’.

In accordance with its Equality Policy the Oxford Union is strongly committed to being an open, diverse, and inclusive society and to ensuring that decisions on the recruitment, selection, and any promotion of staff within the Union are consistent with this policy.

As part of that commitment to ensure that those who are employed by, or seek employment at, the Oxford Union Society are treated equally and that we treat equally all applications and avoid any discrimination involving 'protected characteristics' under the Equality Act 2010.

The deadline for applications is Thursday 19 March 2026 with interviews expected to be held the week commencing 23 March 2026.

PDF of job description can be downloaded here: https://oxford-union.org/resources/vacancies/114/events-officer