Last updated: / 16/02/2016

JOB DESCRIPTION

Post title: / Assistant Communications Manager
Academic Unit/Service: / NIHR Evaluations, Trials and Studies Co-ordinating Centre (NETSCC), Wessex Institute
Faculty: / Medicine
Career Pathway: / Management, Specialist and Administrative (MSA) / Level: / 3
*ERE category: / n/a
Posts responsible to: / Communications Manager
Posts responsible for: / N/A
Post base: / Office-based
Job purpose
Accountable to the Communications Manager, to support the communications work of the Finance and Strategy Directorate, and other organisational work as required, and to work closely with NETS programme management teams to ensure effective delivery of directorate’s business.
Key accountabilities/primary responsibilities / % Time
To assist in the planning, designing, sourcing and production of publications/media outputs (press releases, features, good news stories, newsletters, case studies, flyers etc.) liaising with researchers, clinical advisors, the NIHR and the media.
To assist in the distribution of publications and media outputs, liaising with outside agencies as appropriate.
To assist in the production of communications copy and calls to action on the web site, including electronic mailings, ensuring accuracy and quality of presentation, using a full understanding of this professional field.
To update the web site and other social media sites to meet the diverse needs of individual NETSCC stakeholders
To assist in the planning and organisation of NETSCC’s presence at exhibitions and conferences to raise the profile of the organisation with relevant stakeholders. / 50 %
Contribute to larger projects across the organisation, as part of a project team, and help to plan and prioritise short and medium term work activities in response to Communications Managers’ general instructions. / 20 %
Apply a detailed understanding of specialist, but established, systems, methods, processes or procedures to analyse and resolve related problems, to research and organise standard material and information for inclusion in reports/documents, and/or to answer queries. / 15 %
Liaise with external suppliers to obtain quotations and deliverables
Liaise and communicate with colleagues and help build good team working relationships in order to undertake tasks effectively and in accordance with Standard Operating Procedures and agreed quality service standards. To be able to provide cover for colleagues in the communications team where necessary. / 15 %
Any other duties as allocated by the line manager following consultation with the post holder.
Internal and external relationships
Internal: colleagues at NETSCC, Wessex Institute and University
External: NIHR Communications team, key Department of Health contacts, researchers, and NHS organisations. Other external agencies, stakeholders and partners of NETSCC as required.
Special Requirements
There may be a need for occasional overnight stays for short periods away from Southampton.
To be flexible and to provide cover for colleagues within Directorates.

PERSON SPECIFICATION

Criteria / Essential / Desirable / How to be assessed
Qualifications, knowledge and experience / Skill level equivalent to achievement of HNC, A-Level, NVQ3 with proven work experience acquired in relevant roles and job-related training.
Fully conversant with Microsoft Office, email, web and databases.
Experience in communications, publishing, PR or marketing role (producing news and newsletters etc.) in a research or higher education setting.
Experience of working with external stakeholders/customers / Experience in proactively and reactively dealing with journalists.
Experience of working in a public relations agency in a communications role.
Familiarity with software used in the team: Photoshop, Illustrator, InDesign, Dreamweaver, HTML and web publishing, including content management systems.
Knowledge of the health service research community
Experience of working in or with the NHS / Application and interview
Planning and organising / Able to plan and prioritise a range of one’s own, and the team’s, standard and non-standard work activities.
Capacity to organise and schedule events, activities and resources. Set up and monitortime-scales and evaluate effectiveness. / Application and interview
Problem solving and initiative / Analyse issues and break them down into component parts. Make systematic and rational judgements based on relevant information.
Demonstrate an understanding of the strategic view of issues and activities, a perception of their longer term impact or wider implications and contribute to medium term developments. / Application and interview
Management and teamwork / Be a good team player and interact effectively and sensitively.
A capacity to network effectively across the NETSCC and relevant stakeholder organisations; build and sustain productive workplace relationships. / Successful supervisory or management experience. / Application and interview
Communicating and influencing / Capacity to speak and write fluently, concisely and succinctly
Demonstrably strong skills in writing, proof-reading, grammar, spelling, etc. / Application and interview
Other skills and behaviours / Capacity to manage time effectively.
Demonstrate commitment to work hard towards the goals of NETSCC. / Application and interview
Special requirements

Examples of Day to Day Tasks

1. Producing communications copy.

2. Updating website content.

3. Contributing to the development and production of hard-copy and electronic publications

4. Assist in the maintenance and development of administration systems.

5. Delegate work to clerical support, and provide guidance and help to ensure it is completed to a satisfactory standard.

6. Contribute to meetings as required.

7. Attending external events.

8. Prioritise emails to ensure work is completed in a timely way.

9. Answer telephone queries from external customers and either help with their problem or refer to relevant Communications manager.

JOB HAZARD ANALYSIS

Is this an office-based post?

☒Yes / If this post is an office-based job with routine office hazards (eg: use of VDU),no further information needs to be supplied. Do not complete the section below.
☐No / If this post is not office-based or has some hazards other than routine office (eg: more than use of VDU) please complete the analysis below.
Hiring managers are asked to complete this section as accurately as possible to ensure the safety of the post-holder.

## - HR will send a full PEHQ to all applicants for this position.Please note, if full health clearance is required for a role, this will apply to all individuals,including existing members of staff.

ENVIRONMENTAL EXPOSURES / Occasionally
(<30% of time) / Frequently
(30-60% of time) / Constantly
(> 60% of time)
Outside work
Extremes of temperature (eg: fridge/ furnace)
## Potential for exposure to body fluids
## Noise (greater than 80 dba - 8 hrs twa)
## Exposure to hazardous substances (eg: solvents, liquids, dust, fumes, biohazards). Specify below:
Frequent hand washing
Ionising radiation
EQUIPMENT/TOOLS/MACHINES USED
## Food handling
## Driving university vehicles(eg: car/van/LGV/PCV)
## Use of latex gloves (prohibited unless specific clinical necessity)
## Vibrating tools (eg: strimmers, hammer drill, lawnmowers)
PHYSICAL ABILITIES
Load manual handling
Repetitive crouching/kneeling/stooping
Repetitive pulling/pushing
Repetitive lifting
Standing for prolonged periods
Repetitive climbing (ie: steps, stools, ladders, stairs)
Fine motor grips (eg: pipetting)
Gross motor grips
Repetitive reaching below shoulder height
Repetitive reaching at shoulder height
Repetitive reaching above shoulder height
PSYCHOSOCIAL ISSUES
Face to face contact with public
Lone working
## Shift work/night work/on call duties

MSA Level 31