The Song Room: Position Description
job Details: / Position Title: / MARKETING AND FUNDRAISING COORDINATOR
Position reports to: / Director ofMarket Development
Location: / Prahran, Melbourne
Version History / Position Description prepared May2017. FINAL
job purpose:
Reporting to the Director ofMarket Development,and working closely with the Marketing and Communications Manager, the Communications & Fundraising Coordinator supports the delivery ofThe Song Room’s marketing, communications and fundraising strategy. The role has a particular focus on driving digital engagement and growthto generate fundraising and sales income from The Song Room’s social enterprise products,
create demand for TSR’s music and arts education programs (in schools and online), and building The Song Room brand and causal awareness.
The role requires the development and delivery of quality communications materials including eDMs, web content, fundraising appeals content, presentations, invitations and social media (both organic and paid) and the reporting on the effectiveness and performance of all campaigns.
The role will provide support for public relations activity and is required to identify opportunities for publicity, draft media releases and monitor publicity received. The successful coordination of events includes the delivery of fundraisers, performances, and VIP and stakeholder functions.
The Marketing and Fundraising Coordinator is responsible for general administration and implementing and managing systems to ensure information, merchandise, video, case studies and photographic assets are appropriately stored, recorded and distributed. The role will manage the development and maintenance of the image gallery, develop case studies, ensure that audio and video libraries, presentation documents and business documentsare maintained and ensure quality control of TSR’s brand.
The role will promote fundraising activity and generate fundraising income with a particular focus on the delivery and growth of appeals and digital, third party fundraising initiatives. It requires a focus on careful relationship management with a keen eye on the supporter journey including ensuring appropriate recognition and acknowledgement of donors and supporters.
Note: The broad allocation of time set out for key responsibilities in this Position Description may vary based on the demand of program timing, scheduling or priorities.
Key Responsibility Areas
Key Position Accountabilities / % of Total Role / Major Standards
The key activities to be carried out. / Outputs:
What are the expected end results? / Measures:
How are these results measured?
1.Communications / 10% / 1.Identify and implement communications activities which promote organisational growth.
2.Deliver and distribute commmunciations materials, including eDMs, DMs, presentation documents and collaterals, in consultation with Marketing & Communications Manager.
3.Collect regular and appropriate contentfor internal and external communications across the teams.
4.Collectthe organisation’s media assets, including case studies, image library, video and audio libraries.
5.Coordinate the production of various communications materials and assets / 1.High quality communications materials delivered on time and to budget
2.Ensure correct branding on all communications materialsin line with the the brand guidelines.
3.Ensure consistency and high quality of all TSR external brand identity
4.MaintainTSR’s case study,media library and image library to create useable and searchable resources.
5.Store all photographic and video permissions.
6.Develop written external communications consistently and of a high quality. / 1.Communications outputs produced of a high standard.
2.Measurement and reporting of all electronic communications
3.Consistent use of key messages in line with marketing positioning strategy.
4.Highly organised case study library, media library, testimonial and storybank library sourced from progras team.
Key Responsibility Areas
Key Position Accountabilities
Name the key areas for which the position is accountable / % of Total Role / Major Standards
What are the key activities or tasks to be carried out? / Outputs:
What are the expected end results? / Measures:
How are these results measured?
2.Marketing / 10% / 1.Coordinate the careful storage and management ofthe organisation’s brand assets, collaterals, corporate brand and usage guidelines.
2.Marketing outputs are effectively communicated to internal stakeholders
3.Provide design and branding support for communications outputs, in consultation with Marketing & Communications Manager /
  1. High quality brand campaigns delivered
  2. Ensure internal and external communications comply with brand useage guidelines
/
  1. Establishment and maintenance of the brand throughout all internal and external communications
  2. Design and brand collaterals produced are strongly aligned to TSR corporate brand guidelines.
  3. Growth in brand strength and public profile

3.Digital Marketing / 40% / 1.Deliver TSR’s Social Media strategy across all social channels,
2.Ensure the organisation’s websites and other related online presence are kept up to date and engaging.
3.Draft and deliver all eDMs
4.Develop relevant content to keep all online platforms engaging and current.
5.Provide analysis of digital marketing campaigns using known metrics and industry benchmarks. / 1.Quality fresh and engaging content delivered across all digital channels
2.Ensure all website content is up to date
3.All digital marketing campaigns and activty reported on for continuous improvement and success measures. / 1.Strong reach and metrics for digtial and social media activities
2.Successful acquisition campaigns – reach agreed targets for social media growth
3.Increased website traffic.
4.Events Management / 10% /
  1. In consultation with the external team,develop an annual events calendar incorporating fundraising, marketing and stakeholder engagement events.
  2. Ensure consistently high quality and professional management of all events.
  3. Develop event invitation process and ensure timely process management and admin
  4. Develop inviations and presentation materials for events.
/
  1. All fundraising and VIP events are planned, produced and managed accordingto the TSR event process and protocols.
  2. Events held/participated in that raise The Song Room’s profile.
  3. Events held/participated in enhance VIP and stakeholder engagement.
  4. Event invitations, guestlists and RSVPs managed according to protocols
/
  1. All fundraising and VIP events are executed smoothly and professionally.
  2. An events planning and evaluation process is used for all priority events.

Key Responsibility Areas
Key Position Accountabilities
Name the key areas for which the position is accountable / % of Total Role / Major Standards
What are the key activities or tasks to be carried out? / Outputs:
What are the expected end results? / Measures:
How are these results measured?
5.Online Store / 5% /
  1. Fill all online sales orders
  2. Monitor stock levels
  3. Coordinate the addition of new product lines and theirpresentation on the site
  4. Deliver the sales strategy
/
  1. Increase sales
/
  1. Online sales met budget

6.Fundraising / 10% / 1.Provide support for all TSR fundraising campaigns and activities including project coordination of the annual PlayAir campaign
2.Identify and develop ‘third party’ fundraising opportunities.
3.Generate reports and analytics to further target fundraising opportunities.
4.Manage third party fundraiser event and provide relationship manangement to third party donors
5.Ensure all fundraising communications materials are of a high quality
6.Develop fundraising comunications materials / 1.Enhancement of all TSR fundraising opportunities.
2.Secure fundraising opportunities with community organisations/initiatives (eg. bands, fundraisers).
3.Grow the third party fundraising channel / 1.Delivery of PlayAir to budget
2.Agreed targets met for ‘third party’ fundraising.
3.Renewal of fundraising projects and donors
7.Public Relations & Media Support / 10% /
  1. Provide support for media relations as required.
  2. Manage the maintenance of media contacts and distribution lists as required.
  3. Monitor and collate publicity received
/
  1. Coordinate all public relations events as agreed and scope for new opportunities.
  2. Proofing and editing support of all TSR media relations.
/
  1. Rate and quality of exposure and delivery of PR and publicity targets
  2. Introduction of exposure metrics to access PR activity.

Key Responsibility Areas
Key Position Accountabilities
Name the key areas for which the position is accountable / % of Total Role / Major Standards
What are the key activities or tasks to be carried out? / Outputs:
What are the expected end results? / Measures:
How are these results measured?
9. Admin and Other Duties / 5% / 1.Ensure high level of data integrity, processes and reporting
2.Other duties may be assigned based on the needs of the organisation and the employee’s available time. / 1.Competent management of additional assigned duties. / 1.Evaluation of assigned work by Director of Corporate & Government Relations
Skills, Knowledge & Experience:
Qualifications: what are the minimum educational, technical or professional qualifications required to competently perform role / Completion of a degree or higher qualification in a relevant area with at least three years marketing, communications and/or fundraising experience. Event management experiencedesirable
Experience: /
  • Good working knowledge of communications strategies, channels and stakeholder/user groups.
  • Proficient with a wide range of social media and eMarketing tools
  • Up to date with social media and digital marketing trends
  • A good knowledge and understanding of front and back ends of the Adobe creative suite, Microsoft Office, Wordpress,
  • Experience withfundraising databases and/or CRM systems.
  • HTML/CSS experience is desirable, but not necessary
  • Event coordination experience is desirable
  • Excellent project management and organisational skills, and ability to manage varied and conflicting demands to agreed standards and timelines.
  • “Can do” attitude when handling complex situations, results oriented with strong problem solving skills.
  • A keen eye for detail.
  • A strong appreciation of The Song Room’s vision, mission and values.

Professional Attributes
Attribute or Capability / Level or depth required / Why is it required?
Personal Attributes
Self-Disciplined / Manages own time to achieve key outcomes.
Avoids distraction and diversions / Set tasks and areas of responsibility require good time management and application skills
Flexible / Adapts to changing circumstances in the workplace.
Prioritizes work and addresses what is most important.
Takes advantage of new and emerging opportunities / Priorities change within the fast paced and busy Song Room office.
Collaborative / Works with others to achieve common goals.
Engenders a spirit of teamwork.
Inspires trust. / Will be part of an administrative services team, and a key member of the broader Song Room staff team.
Creative and innovative / Finds ways to work better and smarter.
Generates options and ideas.
Is open to change and alternatives. / TSR has a relatively flat structure in practice and relies on quality improvement input from all as a crucial element to ensure the organisation works optimally.
Capabilities (Level 2) / Area / Description
Professionalism / Time Management / Manages time and uses tools effectively to assist with planning and organising
Taking Responsibility / Takes responsibility for work outcomes and assists others to understand role and responsibilities
Communication / Verbal & Written / Articulates clear and respectful messages and information to clients/members and colleagues
Writes accurate, clear and informative reports and communications that meet the needs of their intended audience
Leadership & Teamwork / United Understanding / Generates ideas for innovation and enhanced working practices to achieve organisational mission
Stategic Focus / Contributes to team plans and relates teamwork to strategic objectives
Program management and policy development / Achieving Results / Ensures clarity of understanding of required work, fulfils program and
project responsibilities, and achieves performance targets
Change and responsiveness / Technology / Supports the use of new technology and develops skills to master new technology
Multi-skilling / Works collaboratively with people from different disciplines and shares skills and knowledge
Governance and compliance / Strategy / Contributes to team work plans and ensures that own work outcomes are achieved
Quality / Contributes to enhancement of quality practices and ensures that own work meets quality requirements
Capabilities (Level 2) / Area / Description
Technical Skills
Microsoft Office & other publishing applications / High level of skills required, including particularly use of MS Excel and other publication software
Adobe software, including Photoshop and InDesign / Skills required to create and maintain communications and design outputs.
Event Administration & Management / Skills and experience in planning and managing events.
Database, Website and Social Media Management for business promotion and development / Comprehensive understanding in the use of databases, websites and social media in a small office environment including proficiency and experience in data entry, website content management and management of a range of social media tools.
Key working relationships: Who is this role is expected to interact with on a regular basis?
Internal Who is this role expected to interact with on a regular basis within TSR?
Role the position interacts with / Frequency / Purpose/Nature of contact
CEO / As required
Director,Market Development / Daily / For direction and support implementing marketing, communications and fundraising projects.
Marketing and Communications Manager / Daily / For consultationand support implementing marketing and communications projects.
Donors, fundraising and communications partners, potential partners and other key support stakeholders, media / As required / To contribute to building and maintaining networks of supporters, donors, and professional and collegiate networks.
Internal Communications / Regularly / To contribute to External Team and Communications meetings. To plan and collaborate on organisational priorities and key activities.
Director of Programs / Regularly / To plan stakeholder engagement events and to input into the event planning and management strategy & events timetable as required.
Range of Staff Members / Monthly / To oversee quality branding and the delivery of communications materials across the Digital Education, Programs and External teams.
Admin Team / As required
Decision Making and Advice:
Decisions this role makes alone
What types of decisions does this role decide without seeking approval? / This role takes direction from senior staff members but has some discretion in how they go about their roles as well as allocation of her/his own time in the completion of outstanding or urgent tasks as set out in their work plan and organisational priorities.
Advice/ recommendations
What types of advice or recommendations does this role provide to other roles to enable those other roles to make decisions? / This role provides advice and recommendations to the Director of Market Development and the Marketing and Communications Manager and the wider External team to enable decisions to be made.
Scope:
Financial accountability: Does this role have accountability for or influence on budget/revenue/assets
Direct accountability ($) / None. Responsibility for expenditure under the direction of the Director of Market Development.
People responsibility: Does this role have any direct reports or indirect reports (through direct reports)
No. of direct reports / None / No. of indirect reports – None / FY16 Budget = To be advised
Additional Information:
is there any additional information that needs to be understood to explain this role?
This is a full time position with no paid overtime. However where agreed, additional hours required in the course of work may be taken as time in lieu.
There is no on-site parking available for motor vehicles. The area is well served with public transport.
New appointments to The Song Room undertake a 6 month probationary period with an interim 3 month probationary review.
Duties will be those outlined in this position description.
Direct costs incurred in the course of your prescribed duties, such as mileage (other than to / from work) & parking will be reimbursed upon presentation of required documentation.
You will be paid on a monthly basis into your nominated bank account retrospectively.

Communications and Fundraising Coordinator – The Song Room

V1AG May2017

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