Job Description

Job Title: / Communications and Campaigns Coordinator (Estates)
Faculty/Department: / Estates
Reporting to: / Assistant Director of Estates (Operations)
Duration: / Fixed Term
Job Family: / Administration
Pay Band: / 6
Benchmark Profile: / Administrator Band 6
DBS Disclosure requirement: / N/A
Vacancy Reference: / ES0085R

Details Specific to the Post

Background and Context

The Estates Directorate offers a range of services including Estates Management and Development, Maintenance, Energy and Environmental Services, Car Parking, Cleaning, Portering and Security. The Directorate is responsible for a range of over 71 University buildings both academic and residential totalling over 150,000 square metres on the Hull Campus. The University of Hull is operating in an increasingly complex, challenging and competitive environment, with further major change on the horizon. The University is well prepared for this with its Strategic Plan (2016-2020) which will steer the institution through this period, whilst driving the necessary growth and step-change in performance. The Estates Directorate is supporting the Strategic Plan and undertaking significant building work and improvements across the Campus, subsequently a clear communication strategy including showcasing the final vision is now required. Additionally, the wider work of the Estates Directorate requires active promotion and a series of annual campaigns including Safety, Green Travel and Environmental Awareness are to be developed.

Specific Duties and Responsibilities of the post

Great communication is key to positioning the Estates Directorate, enhancing our reputation and taking staff and students with us during the physical transformation of the campus. The enhancement of our marketing and communication operations will be a high priority, particularly our online presence, including our website and social media interaction. Equally important is the ability to provide the campaign expertise within the Directorate to support colleagues to raise awareness and where necessary promote behavioural change across all stakeholders.

The Communications and Campaigns Coordinator will assist with the development, implementation and delivery of the Estates’ Communications and Campaigns strategies. The Communications and Campaigns Coordinator will develop and manage relevant platforms for communication and engagement, they will source, edit, write and publish relevant content across different platforms, including digital and visual media on behalf of Estates, appropriately targeted at staff, students and externally stakeholders.

The role holder will champion best practice and customer service across the University and with key partners, ensuring that excellent customer service is delivered at all times.

The Communications and Campaigns Coordinator will inspire, engage and educate all stakeholders via key messages and campaigns. The role holder will organise relevant training, briefing and support. The role holder will advocate a consistent and impactful narrative around the Campus master plan story, making it simple, understandable and relevant to key audience groups. The role holder will provide support in effective communications coordinating both internal and external communications they will be a ‘brand champion’; an advocate for the Estates Directorate.

The role holder will play a key role in a Directorate driving significant change, they will work collaboratively with colleagues to deliver a range of targeted campaigns that are fresh and engaging which aim to promote behavioural change including work on key environmental, green travel and crime prevention issues.

JOB DESCRIPTION

The job duties and responsibilities listed below are intended to describe the general nature of the role. The duties and responsibilities and the balance between the elements in the role may change or vary over time depending on the specific needs at a specific point in time or due to changing needs in the department. Candidates should note that there may not be an immediate requirement to carry out all the activities listed below.

Overall Purpose of the Role

The role holder:

·  Will have practical working knowledge of the systems, processes and procedures across a section or area of work

·  Will plan and prioritise own work and may be required to supervise the work of others and monitor progress within agreed objectives ensuring the effective use of resources

·  Will be expected to contribute to longer term developments within the department such as implementing improvements to working methods, policies and procedures

·  May have detailed knowledge of specialist systems and/or a broad understanding of a wide range of activities. This knowledge is gained by extensive practical experience and/or through formal instruction

·  The work requires the use of initiative and judgement on how to address and resolve problems with minimal guidance and instructions from senior colleagues.

Main Work Activities

Communication

·  Contribute to the planning and/or support the coordination of the design and production of all departmental promotional literature.

·  Assist with the writing, design of high quality collateral.

·  Assist with the co-ordination of the departmental web pages, and social media, ensuring brand consistency.

·  Provide advice and guidance of a specialist nature to managers, staff, students and visitors.

·  Deliver established presentations to communicate information across Faculty/Dept/University.

·  Ensure any disruptions in service, due to building work, car park closure, essential maintenance etc are effectively communicated to all appropriate parties.

·  Attend meetings to report on information/data.

·  Format and edit publications

·  Draft formal documentation.

·  Compile procedural manuals and other University documentation.

Teamwork

·  May be required to supervise the work of others

·  Provides advice and guidance to other members of the team

Liaison and Networking

·  Work with the central Marketing and Communications team and Print Service to deliver brand strategy alongside University branding policy. Includes assisting with the implementation of the University’s visual identity

·  Assist with the delivery and implementation of the day-to-day operation of systems for gathering and organising media coverage achieved by the Directorate. Assist with the analysing of media coverage and compile and report accordingly

·  Assist with the development of internal communications across the Estates’ Directorate to ensure that staff feel involved and informed

·  Proactively develop and maintain internal and external contacts to benefit the University

·  Participate in networks internally and/or externally

·  Represent the University at various events and working groups

·  Co-ordinate with other Faculties/Departments to develop and maintain communication channels to enhance service provision and ensure best practice is followed

Service Delivery

·  Assist and support managers to devise, drive and implement effective internal and external communication strategies and campaigns and assist with the production of a departmental newsletter. Ensure all communication is supportive of business objectives and relevant to the customer.

·  Assist with the development and management of projects and campaigns that contribute to improving service delivery.

·  Identify, develop and manage office systems to improve the efficiency and effectiveness of the Department.

·  Assist with the development and management of customer service policy and procedures working across the University and with key partners, ensuring that excellent customer service is delivered at all times.

·  Act as a contact for the University’s online store (developing e-commerce opportunities)

Planning and Organisation

·  Assist in the development of a departmental communications plan to promote the facilities, services and resources managed by Estates.

·  Formulate and coordinate a series of annual campaigns including but not exclusively relating to environmental awareness, green travel and crime prevention in accordance with the departmental communications plan, to drive behavioural change. Monitor and review the plan’s effectiveness, establishing mechanisms as appropriate. Communicate progress.

·  Contribute to the departmental long-term planning process including specific areas of responsibility. Assist in the planning of the departmental communications strategy and policy between one and five years ahead.

·  Assist in the presentation, publishing and reporting of all departmental KPIs and SLAs.

Analysis/Reporting

·  Assist in the management of the campaigns and communications budget to ensure value for money.

·  Assist with the identification and promote sponsorship and fundraising opportunities for Estates.

·  Assist with the co-ordination, analysis and reporting of customer feedback mechanisms/surveys.

·  Contribute to the analysis of qualitative and quantitative data producing draft reports identifying key issues that inform management interventions. Formulate recommendations and provide advice on the implications of the data.

·  Create spreadsheets to record relevant information

·  Maintain, monitor and interpret information

·  Use databases (internal/external) to support the work of the department

·  Record data as required using Microsoft Office, other software and corporate systems

Additionally the post holder will be required to:

·  Fulfil the employees’ duties described in the University’s health and safety policies andco-operate with the health and safety arrangements in place within the department. May be required to undertake specific health and safety roles on request e.g. Display screen equipment assessor, departmental safety officer, fire warden.

·  Show a commitment to diversity, equal opportunities and anti-discriminatory practices This includes undertaking mandatory equality and diversity training

·  Work flexibly as required and participate in all training and appraisal processes as requested.

·  Comply with University regulations, policies and procedures.

COMPETENCY SPECIFICATION

To fulfil your role, you will need certain knowledge, skills and competencies. The following competency specification provides a framework within which your performance will be assessed. The interview assessment may include, for example, testing on IT skills.

The Competencies set out below are essential and are core requirements needed to perform the role and any candidate who fails the requirement will not be taken forward for further assessment or to interview.

Competency

/

Identified By

Knowledge and Experience

A first degree or equivalent in a relevant area or, a postgraduate marketing qualification

/ Application

Experience in a marketing/business development role, including developing and delivering communication strategies.

/ Application/Interview

Highly developed creative writing and editing skills, including publicity copywriting, presentations, press releases and design & print.

/ Application/Presentation

Experience developing and delivering campaigns and analysing their success.

/ Application/Interview

Experience in market research and understanding of current affairs in higher education including areas covered by Estates.

/ Application/Interview

An ability to use a broad range of products from the Microsoft Office suite and have the ability to learn new systems and software.

/ Application/Interview

An active approach to continuing professional development/undertaking training as appropriate for personal and professional development.

/ Application
Communication (Oral and Written)
Can demonstrate the ability to provide information in a suitable format so that the others’ needs are met and adjusts the level of content to help others understand. / Application/Interview
Teamwork and Motivation
Can demonstrate the ability to delegate work to others and/or help to build co-operation to deliver team results. / Application/Interview
Liaison and Networking
Can demonstrate the ability to make contact with others to ensure that information is exchanged and circulated appropriately to the right person at the right time. / Application/Interview
Service Delivery
Can demonstrate the ability to seek ways to improve and adjust current levels of service Deals with complaints and initiates contact with customers to obtain their reactions and views about the service and future needs. / Application/Interview
Planning and Organisation
Can demonstrate the ability to ensure that the work is carried out effectively and that resources are available to meet demand. Identifies the need for further action and resources by monitoring progress. / Application/Interview
Initiative and Problem Solving
Can demonstrate the ability to use initiative to recognise problems and offer solutions. / Application/Interview
Analysis/Reporting
Can demonstrate the ability to identify and use a range of data, with the ability to combine various data types to produce reports and perform basic analysis. / Application/Interview

Communications and Campaigns Coordinator Estates Job Description Jan 2017