MARKETING AND IT OFFICER

Position Description updated December 2017

Primary Functions

  • To develop strategies for and execute the marketing of classes and activities
  • To administerthe Information Technology (IT) requirements of the organisation
  • To assist in office administration and the management of classes

Qualifications and Other Mandatory Requirements

  • Tertiary qualification in business administration and marketing
  • National Police Record Check
  • Working with Children Check

Knowledge and Experience

  • Demonstrated ability to use Microsoft Office Suite and maintain databases
  • Experience in the administration of social media platforms
  • Proven ability to create and distribute marketing materials
  • Proven ability to assist staff to solve IT/computer issues.
  • Understanding of VETtrak student data management system
  • Ability to communicate with, relate to and engage with a wide range of people
  • General office skills including experience in office procedures and financial transactions
  • Good organisational & time management abilities
  • Ability to work in a team environment and in a consultative manner
  • Knowledge of the philosophy of Neighbourhood and Community Houses

Extent of Authority

  • The Marketing and IT Officer is accountable (as with all staff at Mitcham Community House) to the Committee of Management through the House Manager
  • Any material which is released to the public whether in the form of a newsletter, flyer, report, media release, social media content or any other format must be done in consultation with the Manager and in accordance with the Social Media Policy of Mitcham Community House

Organisational Environment

  • This is a permanent part-time position with a probationary period of 6 months. Hours per week are subject to sufficient funding
  • The Marketing and IT Officer reports to and takes direction from the House Manager.
  • Working hours, pay and conditions as per contract
  • Participation in an annual Staff Appraisal is required
  • Attendance of appropriate professional development in consultation with the House Manager and dependent on budget constraints

Key Responsibilities

  • Advertising & Marketing
  • Advertising of classes and courses of the Community House in line with the purpose and values of the organisation:
  • Collate and create content for, edit, and publish the News Bulletin as required
  • Develop, create content for, maintain and update Website and Facebook pages as necessary
  • Create content for weeklyWhat’s On bulk campaigns and other promotional campaigns via Mailchimp
  • Prepare and manage the annual Marketing Plan and Budget in consultation with the Manager and Finance and Risk Subcommittee
  • Prepare Course Guide for the printer- currently twice per year
  • Maintain database for the distribution of marketing material
  • Design publicity flyers and delegate printing for in-house and external distribution.
  • Update all online social media sites as required
  • Photographand video classes, events, and activities at the House as required, and obtain permissions to useimagesfor advertising purposes
  • Seek out new opportunities for advertising and marketing
  • Prepare a Marketing Report for the Committee of Management meetings
  • Update the internal and external display boards in conjunction with other office staff
  • IT Administration
  • Manage email systems, website, Facebook, Mailchimp and other packages
  • Provide IT support as required to all staff and tutors
  • Check the performance of virus scans on all devices on a regular basis and keep virus software up to date
  • Install software as necessary or arrange for it to be done by an outside party
  • Maintain and manage computer tablets and other electronic equipment
  • Research and purchase new IT equipment in consultation with the Manager
  • Provide training for staff and tutors in setting up IT and presentation equipment including projectors, laptops, and multimedia devices.
  • Prepare and manage the annual IT Budget in consultation with the Manager and the Risk and Finance Subcommittee
  • Classes & Office Administration
  • Administer Learn Local (ACFE) Compliance:
  • Record class statistics into VETtrak (AVETMISS Compliant software)
  • Ensure that the enrolment records for students in ACFE funded classes are accurate
  • Set up all modules, classes, students, enrolments, and outcomes in conjunction with other office staff
  • Upload statistics quarterly to the SVTS web site and ensure successful upload
  • Assess a student’s suitability for the computer classes
  • Prepare and print the Annual Report and yearly Evaluation Surveys in consultation with the Manager
  • Maintain the Assets Register
  • Update the Administration Manual as required
  • Supervise volunteers and interns where relevant to the position
  • Reception & General Duties
  • Perform reception and front-of- house duties as required, including:
  • Welcoming participants and visitors to the House
  • Providing information, referral, and assistance to the public
  • Receiving and recording enrolment payments and issuing receipts
  • Supervising volunteers and reporting any issues of concern to the Manager
  • Assist in setting up classrooms for day and evening activities
  • Attend Committee of Management and sub-committee meetings when required and provide clerical support as needed - time in lieu will be given if necessary
  • Other Duties
  • Other duties consistent with the position; as directed by the House Manager
  • Giving unpaid time/volunteering is not a requirement or expectation of working at Mitcham Community House but staff are invited to help out at the Annual Craft Market on a volunteer basis. While attending social functions and fundraising events is welcome it is not a requirement of the position
  • If directed by the Manager/Committee of Management to assist in organizing and/or attend an event outside of normal working hours, overtime TOIL will be given as per the relevant Community House policy.

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