VACANCY: Operations and System Administrator – Makespace Oxford

ocva.org; Oxford; On-site; GBP 32,000 - 46,000; Full time

Job summary

Makespace Oxford is seeking an Operations and Systems Administrator to support licence administration, finances, systems management and resident-facing support across the Oxfordshire workspace.

The role requires energy, curiosity and a willingness to learn, with a true passion for the organisation's mission and social impact. It offers a terrific development opportunity for career changers or early-career professionals.

Qualifications

• Experience in operations or admin roles, with exposure to systems or CRM.
• Interest in social justice-focused organisations and development opportunities.

Responsibilities

• Maintain software licence records and occupancy records.
• Manage shared file systems and CRM data.
• Run monthly aged receivables reports and track licence payments.
• Handle end-to-end space hires administration from enquiry to induction and payment.
• Support Community team with welcome packs and resident communications.
• Provide executive support: schedule meetings and prepare documents.

Skills

Licence administration

Finance reporting

CRM data management

Systems administration

Communications & coordination

Tools

Licence management tools

Finance software / invoicing

Job description

VACANCY: Operations and System Administrator – Makespace Oxford

August 4, 2026

Job Title: Operations and Systems Administrator

Role summary:

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.

Job location (usual place of work): OXFORDSHIRE (MAIN OFFICE IN OXFORD)

Applications close on: 8am 18th August 2026

Contract is: Fixed Term

• 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

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.