Conferences, Lettings and School Events Manager
Full time
Starting ASAP
Executive Summary
Headington Rye Oxford is a leading independent day and boarding school located in the heart of Oxford. We are proud of our rich heritage, excellent academic results, and vibrant school community. Our unique blend of modern and historic facilities, including a state-of-the-art lecture theatre, professional theatre, art gallery, flexible conference spaces, outstanding catering services and high-quality residential accommodation, positions us perfectly to host a wide range of internal and external events and lettings.
As part of an ambitious strategy to generate additional income and enhance community engagement, we are now seeking a dynamic and commercially-minded Conferences, Lettings and Events Manager to lead this important area of our operations.
We are seeking a Conferences, Lettings and School Events manager to develop and manage Headington Rye Oxford’s commercial lettings, conferences, and events programme with the primary aim of generating additional income for the School, while also playing a key role in the planning and delivery of internal parental and student events throughout the academic year.
This role combines strategic planning, external business development skills with operational excellence, the delivery of outstanding events and close liaison with the wider stakeholder community, ensuring that the School’s facilities and events programme are fully utilized, delivered with panache and style whilst remaining aligned to the School’s values and strategic goals.
Role Description
This is a full-time, year-round role starting as soon as possible. The successful candidate will be working with multiple departments, parents and external clients.
Key Responsibilities
Strategic Development & Business Planning
- lead the development and implementation of a commercial strategy for the use of the School’s facilities outside of core academic hours
- identify and pursue opportunities for income generation through commercial lettings, residential courses, conferences and external bookings
- monitor financial targets, reporting regularly to the Director of Operations, the Director of Finance and the Bursar
Marketing & Client Engagement
- promote the School’s facilities to external clients via a range of marketing channels
- working closely with the School’s Marketing Department, develop promotional content and packages tailored to different markets including corporate, academic, creative and the performing arts with residential options
- cultivate strong relationships with overseas schools and educational agents, as well as other commercial clients to ensure repeat bookings and establish long-term partnerships
Event Management – External and Internal
- manage the end-to-end planning and delivery of all events, ensuring high standards of organisation, excellent presentation in order to deliver a premium customer experience
- liaise with internal teams including Housekeeping, Estates, IT, Catering and Boarding to coordinate event logistics and staffing
- as directed, lead the planning and coordination of key parental and student events
- support other teams with the delivery of events such as Open Days, Foundation day, Prize Giving, performances, exhibitions, information evenings, and social events
- act as a central point of contact for key parental events, offering logistical support and guidance
Facilities & Logistics
- maintain detailed knowledge of all available facilities and ensure they are presented to the highest standard for commercial and school use
- working closely with the Director of Operations, Housekeeping Manager and the School Calendar Committee, coordinate bookings, manage calendars and prevent scheduling conflicts across departments
- identify improvements to enhance the versatility and appeal of the School facilities for commercial activities
Compliance & Risk Management
- ensure all events are run in accordance with Health and Safety, Safeguarding, Security, data protection and insurance requirements
- prepare risk assessments and ensure robust operational procedures are in place for all bookings and events
Financial Administration
- working closely with the Finance Team, prepare quotes, negotiate terms, draft agreements, and issue invoices for all lettings and commercial bookings
- in conjunction with the Finance Team, monitor income and expenditure, maintain accurate financial records, and support budgeting processes
Additional duties
- perform any other duties reasonably requested to ensure the smooth running of the School
Person Specification
Qualifications and Experience
Essential
- educated to at least GCSE standard, must include English Language and Mathematics at grade C/grade 5 or above
- experience of working in a customer service based environment and dealing with a variety of people by telephone and face to face
- knowledge of IT programmes appropriate to a Windows-based office environment, including word processing, Excel spreadsheets and the Google Suite: there must be a willingness and ability to learn new applications as necessary
Desirable
- experience of working in a school, college or university setting
- experience of planning and running activities or educational courses (summer camps) for children
- experience of working in a similar commercial, revenue generating role
- experience of delivering outstanding premium events, demonstrating sound planning, good decision making skills with an eye for detail
Personal Attributes and Skills
- excellent communication skills and a professional and confident telephone manner
- excellent customer service skills and the ability to deal effectively and confidently with a wide range of people including staff, governors, parents, contractors, agents and pupils
- ability to work calmly under pressure, prioritising work and meeting deadlines
- ability to develop and maintain credible working relations with a wide range of individuals, including pupils, staff and contractors in a professional and tactful manner
- ability to work independently and flexibly using own initiative and to be able to work as part of a team
- ability to write clear reports/documents aimed at a variety of users
- excellent administrative and organisational skills
- organised, proactive, team player, flexible
- ability and willingness to work out of hours, including for events held on a weekend
- a sense of humour
Terms of Appointment
Type of Contract
Full time, permanent, all year round starting as soon as possible
Benefits
Pension
Contributory membership of the School’s Support Staff Pension Scheme with a School contribution of up to 9.95 per cent upon successful completion of six months’ service.
Fee remission
In accordance with the School’s policy, which may be subject to change, up to 50 per cent fee remission for pupils attending Headington Rye Oxford and up to 20 per cent fee remission for boys attending Magdalen College School (under a reciprocal agreement) and subject to the terms of their policy. Fee remission is calculated on the number of weeks and hours worked and is pro rata for part-time staff.
Salary
£35k - £40k per annum depending on skills and experience
Additional Benefits
All staff have access to a broad programme of wellbeing activities. The programme currently includes access to the School’s gym and swimming pool, weekly Step and Tone and Zumba classes and regular staff social activities such as Book Club and Staff Choir. Staff also benefit from free access to the Employee Assistance Programme, a free, confidential helpline that offers advice on a range of issues. Free restricted parking is available for all staff on site.
Appointment Process and How To Apply
Applicants should submit an application form and a covering letter detailing their skills and experience to recruitment@headingtonschool.com
- Applications will only be accepted from candidates completing the application form in full. CVs will not be accepted in substitution for completed application forms. However, they may be sent in addition to the application form.
- We will seek references on shortlisted candidates and will approach previous employers for information to verify particular experience or qualifications, before the interview. References will ask about your suitability to work with children.
- If you are invited to interview you will receive notification outlining the interview process and guidance regarding the documentation you are required to provide.
Closing Date: Sunday 24th August 2025
Interviews: week commencing Monday 25th August 2025
Applications are reviewed and shortlisted on a rolling basis and we reserve the right to interview, appoint and close adverts early depending on the volume of applications we receive. We therefore encourage you to apply at the earliest opportunity to avoid disappointment as once we have closed a vacancy you will be unable to submit your application form.
All appointments are subject to satisfactory completion of all employment checks, ie references, Disclosure and Barring Service, medical questionnaire, Right to Work in the UK.
Headington Rye Oxford is an equal opportunities employer and is committed to safeguarding and promoting the welfare of children and young people. Applicants must undergo child protection screening, including checks with past employers and DBS and barred lists checks. The School expects all staff and volunteers to share this commitment.
