Department: Corporate Communications and Reputation Management

______

Role Description

Faculty/Service: Marketing

Department: Corporate Communications and Reputation Management

Role Title: Marketing Assistant (Corporate Communications and Reputation Management)

Grade: 3

Role Profile: Administrative 3

Category: Support

Job Purpose: The post holder will assist in the delivery and development of effective PR and communications activity and support all aspects of the Marketing Service as required. They will be the main point of contact for particular processes, systems or procedures and contribute to the efficient, effective and high quality operation of the Corporate Communications and Reputation Management Team.

Responsible to: PR & Media Manager

1.  Generic Duties and Responsibilities:

In line with the University’s Mission, Corporate Strategy and Leadership Attributes, you will:

·  Support the Faculty or Service Management Team by coordinating and contributing to the provision of professional expertise and support ensuring that the service provides high levels of stakeholder satisfaction.

·  Organise, plan and prioritise own work activities, and the work of others where appropriate, to contribute to the achievement of Faculty or Service objectives and professional standards.

·  Respond positively to feedback by proactively reviewing processes, procedures and practices to ensure that the needs and expectations of relevant stakeholders are met.

·  Contribute to the development of a collaborative, collegiate and inclusive culture, by sharing information and good practice with others.

·  Work co-operatively and maintain effective relationships with others, internally and externally to the University, as appropriate to own area of responsibility.

·  Develop and maintain a specialist knowledge of own area of responsibility.

·  Demonstrate a flexible attitude to change to support the University to meet existing and future needs.

·  Act corporately, promoting the ‘One University’ principle and promoting the Faculty or Service within and outside the University where appropriate.

·  Undertake other responsibilities as required.

2.  Specific Responsibilities:

·  Working with the Managers and Coordinators to develop and deliver integrated PR and communications activity

·  Contribute to the development of PR and communications collateral across all channels

·  Assist in devising content, then implementing and distributing messaging through agreed channels i.e. snap comms, plasmas, intranet, internet etc.

·  Responsibility for managing the team content plan and messaging timeline

·  Support and contribute to relevant forums within marketing such as virtual engagement; content; reputation; CRM etc.

·  Prepare and analyse data in relation to PR and communications activity; including producing media monitoring reports, building PR portfolios etc

·  Work with the managers and coordinators to understand, explore and develop the role of social media in internal staff and student communications.

·  Work with the managers and coordinators to monitor and measure the effectiveness and impact of communications activity, including analysing the effectiveness of the activity.

·  Lead on the proactive monitoring of the PR and communications social and digital media accounts to safeguard the University’s reputation and in crisis management; highlight areas of concern and, where appropriate, respond with the support of the managers and coordinators, including occasional out of hours cover.

·  Take responsibility for all the stages involved in the project management of Corporate Communications and Reputation Management events across all stakeholders; including the All Staff Briefings and selected staff recognition activities.

·  Provide guidance and deliver training to team members on relevant processes, systems and procedures, and as part of induction.

·  Analyse and monitor performance, including producing regular budget monitoring reports against the Corporate Communications and Reputation Management team budget, identifying potential issues, areas of over/underspend and forecasting and maintaining some budget management responsibilities.

·  Contribute to PR activity and events as required, including co-ordinating the booking of suppliers e.g. photographers, supporting shoots by arranging logistics, consent forms, risk assessments etc.

·  Provide support for all activities which fall under the Corporate Communications and Reputation Management team’s remit, and assist in the co-ordination of workloads within the team

·  Act as the initial point of contact for all media enquiries, managing and co-ordinating responses accordingly

·  Take responsibility for, and manage, the media and comms image database, including archiving, cleansing etc. (this role will be redefined when the central image databank is confirmed).

·  Contribute to the development of targeted, creative, channel- and audience -appropriate content.

·  Provide desktop research to support the team and to help develop press releases, speeches, presentations etc.

·  Work with managers and coordinators to pro-actively identify media opportunities through news scanning, researching forward features and monitoring #journorequest tweets, amongst others and setting up

·  Project managing the daily news conference and other Corporate Communications and Reputation Management activities and liaising with other stakeholders.e.g. media training schedule.

·  Support institutional promotional activity where required, e.g. Open Days, including occasional work outside of normal office hours.

·  Regularly review activities and provide feedback and information on these activities to ensure efficiencies, continuous improvement and the development and implementation of new ways of working as appropriate, to ensure the effective running of the team

·  Work with managers and coordinators to maintain and develop the university profile across a range of platforms through third party promotion, including researching, monitoring, identifying and analysing existing and new third-party opportunities to maximise opportunities working with other teams within the Marketing department and wider University.

·  Establish and maintain appropriate files and records, both manual and computerised, relating to PR and communications activities undertaken.

·  Provide general administrative duties, responding to general enquiries; control of stationery supplies; managing subscriptions

This Role Description is not intended to be an exhaustive list of duties and will be subject to periodic review by the line manager and appropriate others in discussion with the post-holder.

This role will require occasional evening and weekend working to support with Marketing Activities including open days.

Person Specification

School/Service: Marketing

Job Title: Marketing Assistant

Grade: 3

E/D / A/I
Knowledge
1. / Detailed knowledge of the work systems, practices, processes and procedures relevant to the role. / E / A/I
2. / Clear understanding of the standards and regulations set for the conduct and output for the role. / E / A
3. / Working knowledge of the activities of other areas of the University relevant to the role. / D / A/I
4. / An awareness and appreciation of Higher Education issues / D / A/I
5. / Working knowledge of PR and Communication / E / A/I
6. / Understanding of relevant policies and procedures, as they affect the role. / D / A
Personal Abilities and Skills
6. / Ability to work as an effective team member, in supporting the University Strategy and other activities for the benefit of own area of responsibility and the University as a whole. / E / A/I
7. / A positive, inclusive and collegial approach and the ability to inspire and motivate others, where relevant. / E / A/I
8. / Ability to effectively plan and organise resources. / E / A
9. / Ability to develop and maintain good working relationships with colleagues across the Service and University and with external stakeholders where relevant. / E / A/I
10. / Able to use initiative to resolve complex problems by applying creativity to identify practical options and devise varied solutions. / E / I
11. / Ability to supervise others as required. / E / A
12. / Excellent written and oral communication skills / E / A/I
13. / Marketing skills and awareness / E / A/I
14. / Analytical and problem solving skills / E / A
Experience
14. / A minimum of 1 year in an administrative post, ideally gained within a PR/communications or marketing environment, providing a service to customers. / E / A
15. / Demonstrable success in building good relationships with key internal and external parties. / E / A
16. / Experience of working with relevant specialised processes, systems and procedures. / E / A
17. / Experience of working independently and dealing with unforeseen problems and circumstances. / E / A/I
18. / Experience of planning and organising the activities of self and/or others. / E / A
19. / Experience of improving processes and introducing new ways of working and continuous improvement. / E / A/I
Education
19. / HND or HNC or equivalent, preferably in a discipline relevant to the role, and/ or proven relevant professional experience. / E / A

Legend:

E = Essential A = Application Form

D = Desirable I = Interview

MKTADMIN Version 1.0 16/06/2017