Schedule 1

NATIONAL COLLECTIVE OF INDEPENDENT WOMEN’S REFUGE

JOB DESCRIPTION

Position Title / Publications and Communications Coordinator
Position Type / Ongoing, Part time 30.00 hours
Direct Reports / Nil
Location / National Office, NCIWR, Wellington
Date / July 2016
Reports to / Principal Advisor
Issue Date / November 2017

BACKGROUND

The National Collective of Independent Women’s Refuges Inc (NCIWR) is an independent non-government umbrella organisation for 41 Refuges throughout Aotearoa/New Zealand. NCIWR promotes the right of women and children to be safe from domestic violence.

The National Office provides specific services to member Refuges including:

·  Developing training for member Refuges

·  Advising and assisting member Refuges with administration, organisation and service development

One of the four cornerstones that guides the work of Women’s Refuge is Parallel Development, which is intended to reflect our organisation’s recognition of Māori as the Tangata Whenua of Aotearoa. In practice Parallel Development ensures a strong focus on providing services that meet the needs of Tangata Whēnua women and children with whom Refuges works.

PURPOSE OF THE POSITION

The primary function of the role is to provide support to and coordinate national office communications in a variety of mediums. Administering and monitoring the flow and distribution of information, notices and general communications with our member refuges, stakeholders and other agencies as directed. Highly responsive to current news, views and events occurring in the media and community and sharing information which is relevant and useful to the organisation and member refuges.

This role is the hub through which information is communicated; refuge stories are gathered and shared. Our publications are a medium for sharing common interests, stories and news and happenings with stakeholders, the public and member refuges thus providing an opportunity for creativity in producing interesting and quality content and sharing relevant news and notices. Managing website content and updating requires the relevant competencies to ensure that the website is both current and maintained to a very high standard. Furthermore the opportunity for inspiration and creativity in line with the work of the organisation exists.

KPI’s

Communication

·  Ensure that the organisations communications and messaging on social media platforms and in digital fora is consistent and representative of the values and views of the organisation at all times

·  Prepares media releases as and when required

·  Responsive and sensitive to media coverage of incidents and events directly related to the organisation

·  Ensures stakeholder information and distribution lists are updated and current

·  Manages email and online enquiry emails and responds accordingly to enquiries and requests.

·  High attention to detail and demonstrates excellent oral and written communication ability

Social Media and Website

·  Closely monitors activity and interacts on social media platforms and within digital forums

·  Maintains Socail media presence and assists with posts and interactions as well as on other relevant digital and social media applications

·  Remains current and abreast of social media enhancements, trends and developments

·  Website and content management ie. updating and refreshing to ensures website information is current, relevant and topical

·  Website traffic and facebook presence is monitored and managed

·  Reports regularly on flow and social media activity observations

·  To monitor and respond to communication to and from , enquiries and requests via facebook, twitter or any relevant digital forum or application widely or commonly used.

Publications

·  Manage, create and produce content, and publish our publications: Sistah Speak, Te Ara, Manu Korero and Annual Report.

Relationship Management

·  Establish and maintain positive relationships with internal and external stakeholders and networks

·  Maintaining a favourable working relationship with the Chief Executive, National Office employees and member refuges to promote a cooperative and harmonious working environment in order to facilitate positive morale, productivity, and continued improvement.

·  Maintain strong relationships with the Te Kowhai Trainers to ensure coordination and delivery of activities and services.

·  Maintain a positive and professional profile for the NCIWR in dealings with third party organisations.

·  Assist with the collection of staff input into fundraising and communications unit projects for NCIWR newsletters – internal and external, media releases and annual report.

·  Support NCIWR during peak periods e.g. Annual Appeal, Christmas Appeal or as required.

·  Maintain good processes, efficiency and services when and where necessary;

·  Maintain a positive and professional profile for the NCIWR in dealings with third party organisations.

General

·  May be required to travel nationally from time to time and could possibly include overnight stays

·  Assists with distribution of resources to refuges

·  Will be required to attend DV training as provided by the organisation

·  Develop an analysis and clear understanding of the core work and ethos of the organisation

·  Responds to reasonable ad hoc requests to assist teams and in areas not specifically within the direct scope of the role.

NOTE: The foregoing paragraphs are intended to describe the duties that the encumbent will be expected to undertake in the position. It should not be regarded as a complete and exhaustive list and does not prevent the addition, alteration or deletion of duties from time to time in accordance with Regional and National organisational needs as determined by the Chief Executive.

EDUCATION AND EXPERIENCE

·  A relevant tertiary qualification is desirable e.g. communications, marketing, journalism etc, or experience in a relevant field.

·  Highly developed written and oral communication skills

·  Relevant experience working in community development or for a not-for-profit organisation would be an advantage

·  A strong understanding of design principles and print, and competent in Adobe InDesign and Microsoft Office suite

·  Proven experience at managing resources and working within budgets

·  Proven track record at building strong relationships with internal and external stakeholders

·  Experience with social media platforms including (but not limited to) Facebook, Twitter, YouTube, Google+, foursquare, Pinterest, Instagram and Tumblr

·  Understanding of the principles of the Treaty of Waitangi and experience working in Māori contexts.

Technical Experience

·  InDesign

·  Website management experience

Other Experience, Skills and Attributes required for this position

·  Ability to acknowledge and think about matters from different perspectives

·  Solution focused. Delivers agreed outputs to consistently high standards

·  Strong organisational skills - being able to see the detail and the big picture

·  Excellent time management skills

·  Strong leadership qualities with an ability to empower others

·  Enjoys working in a team and with a diverse range of people

·  Ability to collaborate on multiple projects

·  Emotional intelligence and collective thinking

·  Honest and trustworthy

·  Enthusiastic, confident, friendly, compassionate

·  An interest in Māori achievement and working with Māori development

·  Ability to establish and maintain effective relationships with a diverse group of people.

·  Must be able to travel when and where required

·  Excellent communication and interpersonal skills & excellent relationship builder

·  Strategic thinking, highly self-motivated, autonomous and intuitive

·  The ability to act decisively under pressure and respond to the public to protect the reputation of NCIWR

·  Flexible and adaptive

·  Responsible and trustworthy

·  Understanding of the principles of the treaty of Waitangi

·  Experience at providing strategic counsel to employer, being able to assess problems and define logical, effective and integrated solutions specifically in relation to digital and social media

·  An ability to undertake a creative brief and knowledge of the print and digital industry is necessary.

KEY RELATIONSHIPS

You will need to establish and maintain effective working relationships with:

Internal

·  Chief Executive

·  Fundraising & Communications Team

·  National Office Staff

·  Core Group

·  Member Refuges

External

·  NGO sector, particularly those working in the family violence and related fields

·  Sponsors and funders

·  General public, including:

o  Social media audiences

o  External stakeholders

CONDITIONS OF EMPLOYMENT

This role is a permanent part-time position subject to funding.

The Publications and Communications Advisor will be based in Wellington with the National Office team. Some travel may be necessary from time to time.

Hours of work are 30 hours per week.

DELEGATED AUTHORITIES

TBA

STAFF RESPONSIBILITY - Nil

Schedule 2

What is an employment relationship problem?

It can be anything that harms or may harm the employment relationship, other than problems relating to setting the terms and conditions of employment.

Clarify the problem

If either the Employer or Employee feels that there may be a problem in the employment relationship, the first step is to check the facts and make sure there really is a problem, and not simply a misunderstanding.

Either party might want to discuss a situation with someone else to clarify whether a problem exists, but in doing so they should take care to respect the privacy of other Employees and managers, and to protect confidential information belonging to the Employer. For example, the Employee could seek information from:

·  friends and family

·  the Employment Relations Info-line on 0800 800 863 or on its website at www.ers.dol.govt.nz

·  pamphlets/fact sheets from the Employment Relations Service

·  their union (if they are a union member), a lawyer, a community law centre or an employment relations consultant.

Discuss the problem

If either party considers that there is a problem, it should be raised as soon as possible. This can be done in writing or verbally.

The process that should be used wherever possible is set out below.

Firstly, raise your concern with individual concerned.

(i.)  If the concern is not resolved directly, the matter should be escalated to the individual’s direct manager;

(ii.)  If the Employee is uncomfortable about approaching the individual’s direct manager, the matter should be referred to another appropriate manager.

(iii.) A meeting will usually then be arranged where the problem can be discussed. The Employee should feel free to bring a support person with them to the meeting if they wish.

(iv.)  The parties will then try to establish the facts of the problem and discuss possible solutions.

The Next Steps

If the parties are not able to resolve the problem by talking to each other a number of options exist:

·  The Employee can contact the appropriate Core Group Staff Representative

·  Either party can contact the Employment Relations Infoline, who can provide information and/or refer the parties to mediation.

·  Depending on the nature of the problem, the issues involved may also be ones that the Labour Inspectors employed by the Department of Labour can assist with, i.e. minimum statutory entitlements such as holiday, leave or wages provision.

·  Either party can take part in mediation provided by the Employment Relations Service (or the parties can agree to obtain the services of an independent mediator).

·  If the parties reach agreement, a mediator provided by the Employment Relations Service can sign the agreed settlement, which will then be binding on the parties.

·  The parties can both agree to have the mediator provided by the ERS decide the problem, in which case that decision will be binding;

·  If mediation does not resolve the problem, either party can refer the problem to the Employment Relations Authority for investigation.

·  The Authority can direct the parties to mediation, or can investigate the problem and issue a determination.

·  If one or other of the parties is not happy with the Authority's determination, they can refer the problem to the Employment Court.

In limited cases, there is a right to appeal a decision of the Employment Court to the Court of Appeal.

Personal Grievances

If the problem is a personal grievance, then the Employee must raise it within 90 days of when the facts that give rise to the grievance occur or come to their attention. A personal grievance can only be raised outside this time frame with the agreement of the Employer or in exceptional circumstances.

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