NOTES
· Forms must be downloaded from the UCT website: http://www.uct.ac.za/depts/sapweb/forms/forms.htm
· This form serves as a template for the writing of job descriptions.
· A copy of this form should be kept on file in your office.
· For re-evaluations, this form must be sent to your relevant HR Advisor/Officer
POSITION DETAILS
Position Title (current title) / MARKETING CO-ORDINATOR: Events, PR & AdvertisingStatus of Post (tick) / New Post / X / Re-evaluation
Job Grade (current grade)
Faculty (if applicable)
Department / Business Development
Section (if applicable)
Date of Compilation / 16 March 2014
FOR OFFICE USE
Position Title
Job Title / Events and Marketing Coordinator / Officer
Date of Grading
Grading Result
ORGANOGRAM
PURPOSE
The main purpose of this position is to assist the GSB marketing team in the co-ordination and execution of marketing (advertising, PR and events) plans and daily activities in order to accurately portray the GSB brand to achieve the required market growth, as well as provide management of the GSB CRM database.The responsibilities of this position will include, but are not limited to:
1. Marketing campaigns
· To coordinate and execute promotional and brand campaigns via advertising, public relations, direct mail, web and social media in collaboration with service providers and the Market Intelligence and Strategy Manager.
· To assist with managing budgets.
· To assist with evaluating marketing campaigns.
· To monitor competitor activity and perform market research.
· Oversight of development of brochures, reprints and other collateral for general marketing purposes.
· Prepare marketing statistics and reports as required for completion of surveys.
· Prepare media briefing packs as required.
· Electronic and digital filing as required.
2. PR and Alumni Events
· To co-ordinate and execute the annual event plan for the GSB in line with the marketing strategy.
· To set-up and maintain tracking systems to deliver event metrics.
· Liaise with internal clients to determine their event requirements and translating this into a detailed event plan.
· Manage the agreed events budget and financial administration control.
· Liaise with relevant parties to promote the event.
· Liaise with clients and designers to create a brand for the event.
· Write and produce invitations.
· Perform post-event evaluations and produce reports for events stakeholders.
· Coordinate service providers to successfully deliver the event plan. Identifying and securing speakers and special guests.
· RSVP management.
· Plan room layout and event programmes.
· Coordinate staff and service provider briefings and resources.
· Prepare delegate and media packs.
· Coordinating venue management and caterers, equipment hire, queries to ensure successful event.
· Identify and obtain suitable sponsorship opportunities.
· Oversee the closure of the event.
· Anticipate and effectively manage risks which could impact the event plan.
· To identify, develop and maintain GSB cross marketing opportunities.
· Customer relationship management relevant to events and a clear understanding of brand objectives and reputational management in terms of event production.
· Management of payments according to the events plan and the events calendar.
· General event logistics.
3. Digital Marketing
· Co-ordinate the regular update of Web marketing content, including brand information, personnel biographies, photographs, events and related news and research items.
· Content organisation and management of updates to website using the Content Management System, adding the necessary links.
· Liaise with internal and external Web Service providers.
· Manage bulkmail distribution list including new subscriptions, opt-outs and bounce backs.
· Compose emails ensuring the correct formatting is in place.
· Monitor website analytics and report back as required.
· Provide assistance in developing internet presence, improving search rankings, developing a social media plan and improving GSB visibility over time.
4. GSB Promotional Items
· Monitor stock levels in conjunction with Breakwater Lodge reception and the Market Intelligence and Strategy Manager, liaise with the various GSB Departments to order stock and manage any amendments.
· Liaise with supplier to ensure appropriate selection of promotional merchandise and that the execution of the GSB brand is in keeping with Corporate Image guidelines.
5. Public Relations
· Help identify and research suitable client and internal stories.
· Liaise with service providers, co-ordinating diaries for interviews etc. as required.
· Monitor and record printed and online press coverage for GSB staff and alumni as well as clients and prospective clients.
· Distribute press items of note to interested parties.
· Contribute ideas for new campaigns and supporting literature.
6. Internal communications
· Collate internal news stories as required.
· Prepare marketing statistics and information on referrals, introductions, networking activity, events, press releases and new clients.
· Work with Market Intelligence and Strategy Manager and service providers to agree content and check accuracy of the internal newsletter, before distributing to staff.
· Keep the intranet up-to-date, adding images, news and documents as required.
· Contribute to the ongoing development and monitoring of internal relations and brand management.
7. Marketing research
· Perform market, competitor and internal research as agreed with the Market Intelligence and Strategy Manager.
· Collate data and prepare marketing statistics throughout the year.
· Contribute ideas and suggest new initiatives or areas of improvement.
· Prepare supporting materials as requested.
8. Marketing processes and standards
· Comply with marketing policies and procedures, follow and set processes for routine work.
· Assist with the development of marketing processes over time.
· Contribute ideas for improving marketing standards and processes.
9. Miscellaneous administrative duties
· Liaise and network with a range of stakeholders including customers, colleagues, suppliers and partner organisations.
· Manage the production of marketing materials, including leaflets, posters, flyers, newsletters, e-newsletters and DVDs.
· Write and proofread copy.
· Liaise with service providers and media.
· Organise photo shoots.
· Arrange the effective distribution of marketing materials.
· Keep the GSB marketing CRM database up-to-date, importing new data, updating records and performing the necessary cross checks as well as providing database information or reports to internal stakeholders.
· Organise and attend events such as conferences, seminars, receptions and exhibitions.
· Conduct market research, for example using customer questionnaires and focus groups.
· Prepare and distribute supporting materials for management and ad-hoc meetings
· Prepare literature packs and bound copies of marketing materials and proposals as required.
· Company research as required for BDU team.
· Liaise with caterers/purchase and prepare lunches for networking, client or internal meetings.
· Contribute to building the GSB culture through incorporating the GSB values in everything we do.
· Provide back-up support within the business development team as required.
25 September 2013 Page 3 of 8 HR191
JOB CONTENT
Key Performance Areas (4 – 6) / % of time spent / Activities / Objectives / Tasks / Results / Outcomes / Competencies1) 1) Planning, coordinating and executing the annual marketing and events plan / · Prepare and implement the annual marketing plan in line with the marketing strategy and overall brand objectives.
· Prepare and implement the annual events calendar in line with the marketing strategy.
· Coordinate promotional and brand campaigns via advertising, public relations, direct mail, web and social media ensuring output in line with GSB brand objectives.
· Co-ordinate events and ensure quality output.
· Proactively co-ordinate event requirements from internal stakeholders.
· Develop invites, brochures, branding, reprints and other collateral in line with GSB brand guidelines.
· Be responsive and proactive in securing adhoc event and PR opportunities for the GSB.
· Ensure optimal and relevant media coverage for events. / · Accurate and timeous delivery of the annual GSB marketing and events plan. / - Planning, organising and execution skills
- Problem solving
- Decision making
- Building partnerships
- Excellent Communication Skills (written and verbal)
- Building interpersonal
- relationships
- Marketing, Brand, Events and PR Expertise
- Influencing and negotiating skills
- Strong attention to detail
- Financial administration skills
- Strong time management and prioritising skills
- Strong project management skills
2) Partnerships/ Service provider and stakeholder relations management / · Manage external stakeholders and service providers to ensure delivery of agreed work to be completed.
· Plan and coordinate meetings to understand the internal stakeholder needs and incorporate this into the marketing and events plans and calendar provided it’s in keeping with the GSB brand objectives and marketing strategy and in collaboration with Market Intelligence and Strategy Manager.
· Clearly communicate the agreed marketing and event plans, calendar and guidelines to relevant stakeholders to ensure that it is fully understood and integrated into the School.
· Identify and develop good working relationships and partnerships that will support the delivery of the marketing and events plans.
· Build and manage inclusive and effective cross-functional working relationships with internal stakeholders.
· Provide ongoing feedback to stakeholders on marketing and event planning progress, developments and activities.
· Provide events expertise and advice in line with the marketing strategy to internal stakeholders.
· Be brand ambassador in every interaction. / · Positive feedback/ User rating
· Marketing and Event plan achieved
· Strong partnerships in place
· The event plan, calendar and guidelines are communicated departments in the school.
3) Finance and administration control. / · To assist with managing budgets.
· Manage the Marketing, PR and Events budget and admin processes to deliver the objectives in the most cost-effective manner.
· Continuously identifying opportunities to maximize spend.
· Timeous processing of service provider payments.
· Keep up to date records of all service level agreements, events and PR CRM administration records.
· Monitor promotional items purchasing and stock levels.
· Keep up to date records of advertising, web and PR administration spend, as required
· Accurate and timeous maintenance of the GSB CRM database / · Manage expenditure in line with budget as authorised by Market Intelligence and Strategy Manager.
· Up to date marketing records in place.
· Accurate and relevant CRM database.
4) Monitoring, evaluation and reporting / · Setting up and maintaining tracking systems.
· Track competitor event activity by keeping abreast of market changes and strategies used by competitors.
· Collate, prepare and communicate marketing, digital and event metrics and reports for each campaign, initiative and event as required.
· Evaluate marketing campaigns.
· Source and compile data for the completion of surveys as required. / · Monthly campaign and online feedback/reports.
· Monthly ROI reports.
· Monthly measuring and reporting on achievement of marketing and events activities in line with plan.
· Regular competitor feedback and risk management.
· Completed surveys.
5) Marketing Communication / · To write marketing and event communications, promotional material, briefings, messages and reports.
· Ensure that the events are promoted in various appropriate media
· Publish event photos and highlights on the website, internal and student newsletters and social media platforms to promote the brand image.
· Ensure up-to-date and relevant content on the GSB intranet.
· Assist in the quality of content on the GSB website and intranet.
· Assist in the preparation of interesting written copy for the website, intranet and internal newsletter.
· Assist in the monitoring of social media conversations in line with our digital strategy and brand message. / · In line with the marketing, event and PR plan and brand message.
· Accurate and timeous communications.
· Sufficient marketing promotion of event to ensure maximum attendance and cross selling opportunities.
6) GSB Values / · Integrating the GSB values in every decision, execution and interaction.
· Provide back-up support within the business development team as required. / · Visibility of values being lived
· Climate survey/ User-rating
· Awareness of how values impact everything we do and actively/visibly incorporating in daily operations as well as meeting strategic objectives.
· According to values measurements.
25 September 2013 Page 7 of 8 HR191
MINIMUM REQUIREMENTS
Minimum Qualifications / Relevant degree in marketing, communications or related field.Minimum Experience / · At least 5 years’ experience operating in a similar marketing role responsible for the creation, coordination and execution of marketing and events plans.
· Proven experience in successfully utilising the marketing mix to implement marketing and event plans.
· Strong planning, organising and communicating skills to effectively manage and coordinate service providers and internal stakeholders and marketing objectives.
· Strong marketing, event and PR expertise and metrics.
· Experience in managing budgets and financial administration.
· Excellent knowledge and experience of South African PR and events industry to assist in managing event resources and proactively initiate new PR opportunities for the School .
· Proven and sound understanding of marketing principles.
· Effective and demonstrable project management experience.
· Experience in CRM database management.
AUTHORITY
PRINT NAME / SIGNATURE / CONTACT NO. / DATECompiled by
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