Job Opportunity: Oral History Society Administrative Assistant

Posted on 04/01/2015 by


The Oral History Society (OHS) is a voluntary membership organisation (and charity) supporting a wide range of people collecting, archiving and analysing recorded memories. It publishes a journal, runs conferences and events, organises professional training and networks, and acts as a centre of best practice advice and expertise.

OHS is seeking an experienced administrative assistant to ensure the smooth running of the Society, with a key focus on the administration of the quarterly trustees’ meetings and quarterly journal editorial meetings. The Society’s annual conferences are administered separately by a Conference Administrator; a subscription agent handles the Society’s membership; and a website provider supports

The role is flexible and home-based with an expectation of a minimum requirement of 75 hours per annum at £15/hour plus travel and expenses.

Roles and responsibilities:

Administration of OHS AGM, Committee and Journal Editorial meetings: 

    • Meeting organisation (room and catering booking)
    • Minute taking
    • Collating and circulating papers and reports
    • Record keeping
    • Liaison with Society officers, trustees, members, and suppliers
    • Other administrative work as required

Oral History Journal administration:

    • Answering prospective author enquiries
    • Receiving submissions
    • Checking that all the submission criteria (abstract, keywords etc) has been met.
    • Anonymising articles where necessary
    • Acknowledging receipt and circulation of the article to the author
    • Circulating to the editors with a deadline for comments
    • Answering author enquiries during the circulating process
    • Logging all articles received and to which editors the articles were circulated to.
    • Liaising with editors over comments, and seeking comments when the deadline for comments has passed.
    • Collating article feedback for the authors, and drafting and sending the response to the author in the case of ‘revise and resubmit’ and rejection verdicts.
    • Liaising with the designers over articles and images for publication
    • Sending and receiving the Authors’ Agreements for each author published in an issue.
    • Emailing a pdf of the final article (as published) to each author, and sending them 2/3 hard copies.
    • Liaising with the Reviews editor over expressions of interest for book reviews, and posting any books received to the Reviews editor.
    • Ensuring that the journal webpages at are kept up to date, including: updating the Notes for Authors (in agreement with the editorial team), and uploading journal content direct to the webpages, including abstracts and images.
    • Uploading journal issue contents to abstracting databases and liaising with abstractors as required


Please submit a CV and covering letter, indicating how your experience meets the requirements, by 2 February 2015 to