Programme Support Officer

Job Description

Contract: Full Time (40 hours per week)

Deadline: 16th October 2026

The Organisation

For over sixty years the Ditchley Foundation has brought influential and expert people together to help redefine and renew our society, democracy and alliances.  

Job Description

Ditchley brings together people from government, business, finance, journalism, academia, science and technology for a programme of events ranging from small group discussions to large scale annual events. The format for sessions is a mix of virtual, hybrid and in person, hosted from Ditchley’s headquarters at Ditchley Park in Oxfordshire, its London base, or elsewhere.

Under the direction and day to day supervision of the Senior Programme Support Officer, the Programme Support Officer will work with members of the wider team to deliver a programme of events around four key themes: geopolitics, technology and democracy, education and democracy, and climate and energy. Alongside specific conferences and other sessions, the postholder will be expected to play a significant role as a member of the programme support team delivering major events such as the Annual Lecture.

Ditchley’s virtual events are delivered using the Foundation’s state-of-the-art AV known as “The Bridge”. This is effectively a TV studio hidden within an 18th century Library and uses Zoom, or on occasions Microsoft Teams, as the video-conferencing platform. The post holder will be part of the production team and one of several Zoom hosts.

The postholder will also be required to assist with general administrative support.

Key functions

• Detailed administration for events ensuring accurate data entry with regards to contact details, biographies, travel logistics and dietary requirements using Ditchley’s CRM, Salesforce.
• Adopt, and contribute to the development of processes and practices to ensure that the delivery of conferences and other sessions is as efficient as possible for all involved.
• Liaise with the Operations Team with regards to the logistics for events, providing them with information that is accurate and timely.
• Liaise with Programme Leads with regards to the logistics and deliverability of events.
• Conduct further research into possible invitees as necessary, and within defined parameters to ensure the right mix of people are involved in any discussion.
• Prepare documentation for events including bedroom lists, dinner seating plans, dietary requirements and transport plans.
• Preparing event materials such as Library boards, badges, place names and menu cards.
• Provide front of house support, greeting guests and assisting with registration at events whether at Ditchley or at other locations.
• Liaise with Ditchley’s preferred printer to order business cards and other printed materials.
• Represent Ditchley as first point of contact when answering the telephone and dealing with personal callers, fielding calls, dealing with queries and/or taking messages as appropriate.
• Act as Zoom host for virtual and hybrid sessions.

Other duties will include:

• General administrative tasks, such as telephone and intercom/door duty, organising tea and coffee for meetings, and other duties as may be required from time to time.

Person Specification

• Confidentiality will be key.
• Experience with event administration and organisation.
• Confident and comfortable dealing with people from all walks of life in person, by telephone and in writing.
• Flexible, adaptable and with an enthusiasm for learning new skills.
• A proactive can-do attitude will be important.
• A willingness to undertake repetitive tasks involving close attention to detail.
• Excellent time management and the ability to prioritise.
• Computer literate: competence with the Office suite of applications and tools including Teams, Outlook, Word, Excel and Publisher.
• Experience of working with databases, and specifically Salesforce is highly desirable.
• Experience of Asana project management software is desirable.
• Experience of the videoconferencing platforms Zoom and Teams as host is desirable.
• A willingness and ability to master new software is essential.
• Access to independent means of transport is essential due to the rural location of the organisation.

As some events take place over evenings and weekends, the post holder must be prepared to work outside of normal office hours to support the Programme Team during events. In addition, due to the nature of the programme, there may be occasions where it would be desirable for the post-holder to be available to work additional hours in support of the team. These would be by prior arrangement with the Head of Programme Delivery, Estates and Operations. Time off in lieu may be taken for additional hours worked by prior arrangement.

Applicants should note that whilst the majority of Ditchley events take place at Ditchley Park, there is an expanding programme hosted at Ditchley’s premises in London, and elsewhere. There may also be an occasional requirement for overseas travel.

Salary: £30,000 per annum

Applications

Applications should be sent in writing to Katie Williams, Head of Programme Delivery, Estates and Operations, by email to: [email protected], and should include a current CV with a covering letter explaining why your skills and experience fit you for this role and why you would like to work with Ditchley. 

The deadline for receiving applications is 10.00am, Friday 16 October 2026.

Interviews will be held on Friday 23 October 2026.

By applying for this vacancy, you are giving permission for The Ditchley Foundation to contact you and retain your details.  For more information, please contact Katie Williams, Head of Programme Delivery, Estates and Operations, (info [at] ditchley.com) for a copy of The Foundation’s Candidate Privacy Notice.