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Sports Co-ordinator - Participation

Oxford University Sport

Oxford University Sport provides a variety of health and fitness activities to students

11 Jan 2023
Full Time
Closing date
8 Feb 2023

The role

Working as part of the Sports Federation team to provide the highest level of service to all registered University sports clubs (and where appropriate, individual students). Services delivered through the Sports Federation include professional guidance, development opportunities and administrative support within the sports sector and where possible, on a sport specific basis.

The Sports Coordinator – Participation will be responsible for managing projects relating to student and staff participation in sport (mostly within registered University sports clubs) and will work in conjunction with the Sports Federation team to support registered University sports clubs to deliver an outstanding experience to their members.


  • Alongside the Sports Coordinator - Competition, develop and coordinate an effective process to support the continuous development of all registered University sports clubs, reporting regularly on club development to the Sports Services Manager. Responsible for supporting clubs that are struggling to engage members within their activities.
  • Develop and coordinate an appropriate sports and physical activity participation programme, which seeks to improve engagement in sport and physical activity each year. Projects within the programme will include recreational activity, campaigns and promotions and organising social sport competitions. Also responsible for registering, promoting and monitoring participation within inter-college competitions.
  • Contribute to the annual review of sport at Oxford and subsequently contribute to the annual planning process within the Sports Federation.
  • Provide detailed reports on sports participation programmes within registered University sports clubs and their impacts, striving to provide the most accurate data possible and making use of technology where appropriate.
  • Working in conjunction with other relevant Sports Federation staff, responsible for the management of club and individual grant funding, aiming to increase participation in sport and physical activity. Responsible for the equitable and justifiable allocation of funding awards to all registered University sports clubs within the framework established by the Sports Services Manager.
  • Provide guidance for the appropriate management of club finances and support opportunities for sourcing additional funding to support the Sports Federation and/or individual club/sport specific programmes. Additionally, ensure club accounts are submitted and monitored on an annual basis, including independent accounts audits in line with University regulations when required.
  • Working alongside the relevant Oxford Student Union administrators to deliver an effective ‘Freshers’ Fair’ to ensure that registered University clubs and the department are promoted to new students arriving in Oxford. Liaising with the Sports Services Manager to ensure this is consistent with other promotional opportunities.
  • Develop an appropriate training programme(s) for Oxford University students to ensure that all registered University sports clubs have the appropriate skills and awareness of support to effectively deliver their club activities.
  • Contribute to Oxford University Sport communications plan, ensuring that sport is promoted positively and communicated effectively, with a focus on the communication of guidance and support to committee members within University sports clubs.
  • Deliver and develop an effective, transparent and timely club facility allocation process. Ensuring that the provision of facilities offered to registered University sports clubs meets the needs of their club and sports specific programme, whilst remaining equitable in terms of the sports facility provision.
  • Liaison with the relevant members of staff in the scheduling and timetabling of official club activities.
  • Support the Operational team and Sports Services Manager to ensure that facilities are accessible, appropriate and safe for use by registered University Sports Clubs.
  • Liaise with the Sports Services Manager and support the Sports Safety Officer to ensure that club activities are taking place in a safe and appropriately risk assessed environment.
  • Ensure that all University sports clubs are compliant with University regulations through the submission of appropriate documentation and ensuring cooperation with agreed procedures. Additionally, support potential new clubs through their setup process to ensure they would become compliant if established.
  • Provide guidance and support to sabbatical officers within the Oxford University Sport team to share knowledge, best practice and development opportunities (both personal and programme driven) to further benefit sport at Oxford.
  • Contribute to the annual budgetary planning of the Sports Federation and process financial transactions in accordance with the University’s financial regulations. Ensuring the correct use of departmental purchasing for the Sports Federation.
  • Represent, where normal working requirements permits, the University Sports Department on relevant internal/external bodies including Oxford University committees, BUCS, local and regional Sports Councils and any other appropriate bodies.
  • Play a full role in the Sports Services management team contributing towards the successful implementation of agreed sports strategy relating to sports clubs.
  • Any other reasonable task requested by the Sports Services Manager consistent with the grade.

Reporting Structure

The Sports Coordinator - Participation will usually have regular and/or daily contact with the Sports Services Manager and should report formally on at least a termly basis or as required. The Sports Coordinator - Participation may be required to perform the job with limited supervision at times and if a problem occurs to resolve it in a professional manner.

Selection criteria

Essential selection criteria

  • Relevant sports development or leisure experience
  • Experience in student sport administration
  • Excellent inter-personal skills, written and verbal
  • Experience of marketing, communications, campaigns or media
  • Experience in managing successful projects and delivering on agreed outcomes
  • Ability to initiate and contribute to process or policy development

Desirable selection criteria

  • Experience within participation or inclusion focussed sport or physical activity
  • Experience of working with or within a sports club
  • Knowledge of sports pathways and governance
  • Ability to monitor and manage budgets
  • Awareness of health and safety issues within a sporting environment
  • Coaching and/or First Aid Qualifications

Pre-employment screening

Standard checks

If you are offered the post, the offer will be subject to standard pre-employment checks. You will be asked to provide: proof of your right-to-work in the UK; proof of your identity; and (if we haven’t done so already) we will contact the referees you have nominated. You will also be asked to complete a health declaration so that you can tell us about any health conditions or disabilities for which you may need us to make appropriate adjustments.

Please read the candidate notes on the University’s pre-employment screening procedures at:

About the University of Oxford

Welcome to the University of Oxford. We aim to lead the world in research and education for the benefit of society both in the UK and globally. Oxford’s researchers engage with academic, commercial and cultural partners across the world to stimulate high-quality research and enable innovation through a broad range of social, policy and economic impacts.

We believe our strengths lie both in empowering individuals and teams to address fundamental questions of global significance, while providing all our staff with a welcoming and inclusive workplace that enables everyone to develop and do their best work. Recognising that diversity is our strength, vital for innovation and creativity, we aspire to build a truly diverse community which values and respects every individual’s unique contribution.

While we have long traditions of scholarship, we are also forward-looking, creative and cutting-edge. Oxford is one of Europe's most entrepreneurial universities and we rank first in the UK for university spin-outs, and in recent years we have spun out 15-20 new companies every year. We are also recognised as leaders in support for social enterprise.

Join us and you will find a unique, democratic and international community, a great range of staff benefits and access to a vibrant array of cultural activities in the beautiful city of Oxford.

For more information, please visit

Sports Department

Oxford University Sport delivers health and fitness activities to students, staff and the local community, supports recognised Oxford University Sports Clubs and leads the strategic direction of sport and physical activity within the Collegiate University. The sports department also manages the University sports facilities at Iffley Road Sports Centre and the sports pitches within University Parks and on Marston Road.

The health and fitness activities on offer at Iffley Road Sports Centre include running on the Sir Roger Bannister Running Track, swimming in the Rosenblatt Pool, access to multiple gyms, a wide variety for fitness classes delivered in the GLD Studio and casual bookings for racket sports including badminton, squash and outdoor tennis.

The Sports Federation, which sits within the department, is the governing body for sport at Oxford and supports Oxford University’s 80+ registered sports clubs to deliver the best possible experience to their club members. Although sports clubs are independent of the University and as such can have vastly differing programmes, in most cases a sports club will include some level of casual sport, one or more inter-college competitions and several inter-university competitions culminating in a Varsity match against Cambridge University. Each sports Varsity match is part the annual Varsity series against Cambridge.

A diverse and adaptable number of sports pitches are also available at Iffley Road Sports Centre, within University Parks and at Marston Road Sports Ground. These include football, hockey, cricket, rugby union, rugby league, lacrosse, American football, Aussie rules football and ultimate frisbee but can be adapted by our specialist grounds staff to suit the needs of University sports clubs, inter-college sports competitions and independent bookings.

For more information please visit:

The Sports Department holds a bronze Athena Swan award to recognise advancement of gender equality: representation, progression and success for all.

Academic Administration Division

The Academic Administration Division (AAD) is the University’s group of services focused on students and learning. We provide support and information that students need to thrive in their academic and personal lives, and encourage the professional and educational development of our staff. We operate in close collaboration with colleagues in central, divisional, departmental, and college administration, as well as with academic staff and students.

The AAD’s work supports the student career from pre-admission through to graduation and beyond, and promotes the development of coherent systems and services across Oxford to underpin this. We focus on:

  • Student recruitment: Attracting the best undergraduate and postgraduate students through outreach and admissions, and advising students through the admissions process.
  • Student services: Offering high-quality services to students once they arrive at Oxford, including counselling and disability services, sports, language courses, a careers service, and fees and funding.
  • Student administration: Managing the University’s student data, registration, examinations, and degree ceremonies, advising on visas and immigration; and developing our student systems.
  • Educational policy: Helping to develop and implement educational policies, upholding legislation, and providing quality assurance.

We also support academic and professional staff and the wider Oxford community through our language, sport, and professional and educational development services.

The AAD comprises: the Careers Service, Education Policy Support, Graduate Admissions, the Language Centre, the Centre for Teaching and Learning, Student Fees and Funding, Student Registry, Student Systems, Student Welfare and Support Services, Undergraduate Admissions and Outreach, and University Sport. They are supported by two professional support functions: AAD Administration and AAD Communications.

For more information please visit:

How to apply

Applications are made through our online recruitment portal. Information about how to apply is available on our Jobs website

Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description.

As part of your application you will be asked to provide details of two referees and indicate whether we can contact them now.

You will be asked to upload a CV and a supporting statement. The supporting statement must explain how you meet each of the selection criteria for the post using examples of your skills and experience. This may include experience gained in employment, education, or during career breaks (such as time out to care for dependants)

Please upload all documents as PDF files with your name and the document type in the filename.

All applications must be received by midday UK time on the closing date stated in the online advertisement.

Information for priority candidates

A priority candidate is a University employee who is seeking redeployment because they have been advised that they are at risk of redundancy, or on grounds of ill-health/disability. Priority candidates are issued with a redeployment letter by their employing department(s).

If you are a priority candidate, please ensure that you attach your redeployment letter to your application (or email it to the contact address on the advert if the application form used for the vacancy does not allow attachments).

If you need help

Application FAQs, including technical troubleshooting advice is available at:

Non-technical questions about this job should be addressed to the recruiting department directly: Andrew Taylor: [email protected]

To return to the online application at any stage, please go to:

Please note that you will receive an automated email from our online recruitment portal to confirm receipt of your application. Please check your spam/junk mail if you do not receive this email.

Important information for candidates

Data Privacy

Please note that any personal data submitted to the University as part of the job application process will be processed in accordance with the GDPR and related UK data protection legislation. For further information, please see the University’s Privacy Notice for Job Applicants at: The University’s Policy on Data Protection is available at:

The University’s policy on retirement

The University operates an Employer Justified Retirement Age (EJRA) for very senior research posts at grade RSIV/D35 and clinical equivalents E62 and E82, which with effect from 1 October 2023 will be 30 September before the 70th birthday. The justification for this is explained at:

For existing employees on these grades, any employment beyond the retirement age is subject to approval through the procedures:

There is no normal or fixed age at which staff in posts at other grades have to retire. Staff at these grades may elect to retire in accordance with the rules of the applicable pension scheme, as may be amended from time to time.

Equality of opportunity

Entry into employment with the University and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. No applicant or member of staff shall be discriminated against because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation.

Benefits of working at the University

Employee benefits

University employees enjoy 38 days’ paid holiday, generous pension schemes, travel discounts, and a variety of professional development opportunities. Our range of other employee benefits and discounts also includes free entry to the Botanic Gardens and University colleges, and discounts at University museums. See

University Club and sports facilities

Membership of the University Club is free for all University staff. The University Club offers social, sporting, and hospitality facilities. Staff can also use the University Sports Centre on Iffley Road at discounted rates, including a fitness centre, powerlifting room, and swimming pool. See and

Information for staff new to Oxford

If you are relocating to Oxfordshire from overseas or elsewhere in the UK, the University's Welcome Service website includes practical information about settling in the area, including advice on relocation, accommodation, and local schools. See

There is also a visa loan scheme to cover the costs of UK visa applications for staff and their dependents. See

Family-friendly benefits

With one of the most generous family leave schemes in the Higher Education sector, and a range of flexible working options, Oxford aims to be a family-friendly employer. We also subscribe to the Work+Family Space, a service that provides practical advice and support for employees who have caring responsibilities. The service offers a free telephone advice line, and the ability to book emergency back-up care for children, adult dependents and elderly relatives. See Childcare

The University has excellent childcare services, including five University nurseries as well as University-supported places at many other private nurseries.

For full details, including how to apply and the costs, see

Disabled staff

We are committed to supporting members of staff with disabilities or long-term health conditions. For further details, including information about how to make contact, in confidence, with the University’s Staff Disability Advisor, see

Staff networks

The University has a number of staff networks including the Oxford Research Staff Society, BME staff network, LGBT+ staff network and a disabled staff network. You can find more information at

The University of Oxford Newcomers' Club

The University of Oxford Newcomers' Club is an organisation run by volunteers that aims to assist the partners of new staff settle into Oxford, and provides them with an opportunity to meet people and make connections in the local area. See

Additional Information

Full Time
Job Type
Team Operations & Logistics

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