Operations and Systems Administrator
Salary: £28,000 per annum pro rata (£16,800 at 0.6 FTE)
Hours: Part time, 0.6 FTE
Contract: Fixed term, 1 year, with a possible 2 year extension subject to funding
Closing date: 8am, 18 August 2026
Interviews: Early September 2026
The Operations and Systems Administrator supports Makespace Oxfordshire's work to unlock underused space, build community capacity, and transform how space is accessed and owned. Working across the Makespace team, this is a hands-on, detail-oriented role for someone who understands that reliable, well-run systems are what allow an organisation to deliver on its commitments. The post holder will support the team across licence administration, finance tasks, systems management, and resident-facing support, contributing to an organisation that is actively working to redistribute access to space in Oxford.
We’re looking for someone with energy, curiosity, a desire to learn, develop new skills and a genuine passion for Makespace's mission. The right candidate will bring careful attention to their work, think on their feet if things don't go to plan, and take genuine satisfaction in maintaining the systems that allow Makespace to deliver on our mission.
What you would be doing
- Systems administration: maintaining software licence records, occupancy records, shared file systems and CRM data
- Finance support: running monthly aged receivables reports, chasing licence fee payments, expense tracking and invoice filing
- Hires administration: managing the admin for space hires end to end, from enquiries through to inductions and payment
- Community team support: helping the Communities and Comms team with welcome packs, resident communications and new resident licences
- Executive organising and general support: scheduling meetings, document preparation and note-taking
Is it the right job for you?
This is a terrific development opportunity for an individual making a career change, or at the start of their career with an interest in developing systems for organising that support that development of a social justice-focused organisation.
You will be someone who finds satisfaction in things being well organised. You notice when a record is out of date, you like knowing where everything is, and you have a desire to develop and administer better systems rather than work around it. When something doesn't go to plan you think on your feet and ask for support when needed.
We are a small team and we work with a lot of trust. You will be supported to develop and learn, help define core deliverables, and given the autonomy and space to crack on with the work once you know how. If you enjoy that mix, and you want to learn how a small organisation actually runs, and support its continuous improvement, this could suit you well.
What we are looking for
Essential:
- High computer literacy. Confident with Google Drive, spreadsheets and shared calendars, and a fast learner when it comes to new software.
- An interest in how organisations work, and a curiosity to improve the systems you work with.
- Some experience keeping records, information or processes in order. Paid work, volunteering, study or community organising all count
- A careful and accurate worker who finds organising and problem solving rewarding rather than draining.
- An excellent communicator who works well as part of a team.
- Able to prioritise and deliver multiple strands of work
- A self-starter, comfortable working independently once briefed, open to feedback and confident asking questions when unsure.
- Sound judgement and discretion when handling confidential information
- Willingness to travel to Makespace sites across Oxford, and occasionally to Abingdon
Desirable:
- Administrative work in any sector
- Project management or CRM tools such as Monday.com, Airtable or Notion
- Basic finance admin: invoicing, expense tracking, chasing payments
- Front-facing or customer service work
- A passion for social and spatial justice and an interest to learn and develop knowledge in these areas
- Knowledge of Oxford and its voluntary and community sector
The full person specification is in the application pack.
How to apply
We don't ask for CVs. Please go to makespaceoxford.org/careers/ to see our full Application pack and fill in the online Application form there.
The deadline for submission is 8am on 18 August 2026.
If invited to interview we will give you the questions in advance. We want to have a conversation, rather than giving you a memory test.
We recognise that systemic inequalities exist and have developed an inclusive approach to recruitment that takes positive action. We actively encourage applications from global majority candidates.
If you need any adjustments to apply or to interview, please contact us at [email protected]. You do not need to explain why, and asking will not affect how your application is considered.
Pay: £28,000.00 per year
Benefits:
- Casual dress
- Sick pay
- Work from home
Work Location: In person
