THE UNIVERSITY OF NOTTINGHAM
Recruitment Role Profile Form

Job Title:Alumni Relations Assistant

School/Department:Campaign and Alumni Relations Office (CARO)

Salary:£17,210– £20,400 per annum, depending on skills and experience. Salary progression beyond this scale is subject to performance.

Job Family and Level:Administrative, Professional & Managerial Level 2

Contract Status:Permanent

Hours of Work:36.25 per week

Location:Portland Building, University Park, The University of Nottingham

Reporting to:Head of Alumni Relations

Purpose of the New Role:

This key role in the Campaign and Alumni Relations Office (CARO) provides administrative support to the Alumni Relations operation, acting as a first point of contact for all enquiries and enabling the effective delivery of the events and services provided by the office.This exciting role is pivotal in the delivery of all Alumni Relations activity.

Main Responsibilities / % time per year
1. / Responding to Alumni Enquiries
  • Theprimary contact for all alumni enquiries and correspondence to the office via email, telephone and in person, responding in a timely manner and directing enquiries to colleagues where appropriate.
  • Drafting correspondence and assisting with sending communications to alumni.
/ 35 %
Support for Alumni Volunteering
  • Managing the volunteering inbox, sending enquires to the relevant managers.
  • Assisting with processing alumni volunteers
/ 20%
2. / Support for Alumni Events
  • Providing administrative support for alumni events in the UK and internationally including sending invitations;promotional activity;processing RSVPs; creating guest lists; producing name badges and signage.
  • Helping at events both locally and nationally and supporting the delivery of self-organised alumni reunions on campus.
/ 15%
3. / Updating the Database
  • Ensuring that alumni updates are added to the Raiser’s Edge database in a timely and efficient manner and all alumni engagement and volunteering activity is recorded.
  • Ensuring all work carried out is done in accordance with Data Protection legislation, University policies and best practice. Referring issues to the Head of Information Management as appropriate.
  • Carrying out other routine data entry and run simple queries.
/ 10 %
4. / Support for Alumni Engagement activity
  • Working closelywith all members of the Alumni Relations team, supporting the planning and delivery of key initiatives and affinity-based activity designed to engage alumni with the University in line with the CARO strategy.
/ 5 %
6. / Alumni Communications
  • Ensuring the Alumni website is up to date with relevant events and news.
  • Coordinating content ideas for the site and communicating with the CARO Communications team to co-ordinate activity.
  • Contributing ideas to populate social media channels, Facebook, Twitter and Linked In.
/ 5%
6. / Co-ordination of Alumni Association Scheme
  • Co-ordinating the day-to-day running of the alumni association card scheme, processing requests for membership and liaising with service providers such as the Hotel, Library and Gym. Reviewingand developing the scheme as appropriate.
/ 5 %
9. / Other Duties
  • Representing the Alumni Relations team at key University events such as Open days, Welcome week and Graduation.
  • Providinggeneral administrative support to members of the Alumni Relations team and carrying out any other duties as may be required
  • Continually reviewing existing working practices and making recommendations for improvement.
  • Other comparable duties as may be required at the request of your line manager and/or department director.
/ 5 %

Knowledge, Skills, Qualifications & Experience

Essential / Desirable
Qualifications/ Education / GCSEs, Vocational qualification (NVQ 2-3, City & Guild) or equivalent, plus some experience in a relevant role
OR
Considerable work experience in a relevant role / Further and/or higher education qualification
Skills/Training / Proficient in MS Office with good working knowledge of Word, Excel and Outlook
Proven excellent written and verbal communication skills
Good interpersonal skills with evidence of an approachable and professional attitude
Excellent attention to detail, the candidate should be meticulous in their approach
Good organisational and time management skills with ability to prioritise workloads and deliver on multiple activities simultaneously
Ability to work in a team and under own initiative
Evidence of a positive and enthusiastic approach and willingness to learn / Knowledge of Raiser’s Edge or a similar database
Knowledge and experience of updating web content using a CMS application
Excellent customer service skills
Experience / Previous experience in an administrativeor customer service role
Evidence of an interest in alumni relations and fundraising / Previous experience of working in an alumni relations role
Experience of working with large, complex databases
Experience of planning and delivering events
Experience of supporting events and knowledge of the event planning process
Statutory/Legal / Knowledge or experience of handling sensitive data and an understanding of Data Protection legislation / Awareness of University procedures and relevant legislation

Decision Making

i)taken independently by the role holder

  • Dealing with routine enquiries and re-directing enquiries as appropriate
  • Organisation and prioritisation of own day-to-day workload
  • Updating the Raiser’s Edge database to maintain accurate alumni records, ensuring compliance with the Data Protection Act

ii)taken in collaboration with others

  • Complex enquiries
  • Changes to ways in working and/or procedures.
  • Any projects which would have a significant impact on another team.
  • Event planning and delivery, support on initiatives and projects
  • Running queries and exports on the Raiser’s Edge database, in conjunction with the Information Management team

ii)referred to the appropriate line manager by the role holder

  • Any new working practices or procedures
  • Prioritising workload if clashes of deadlines occur
  • Personal development.
  • Any projects that have budget implications.

Additional Information

The Alumni Relations Team is part of the Supporter Engagement team within the Campaign and Alumni Relations Office. The Alumni Relations Team consists of the Head of Alumni Relations and their four direct reports, the Alumni Relations Managers, along with the Alumni Relations Officer and Assistant. The team also has representation in the Business school and at the Malaysia and Ningbo campuses. The team is pivotal in creating relationships and building foundations for the remainder of CARO to build upon to support the Impact campaign.
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