Post title: / Communications and Impact Administrator
Academic Unit/Service: / Faculty Operating Service
Faculty: / Faculty of Physical Sciences and Engineering
Career pathway: / MSA / Level: / 3
*ERE category: / n/a
Posts responsible to: / Executive Officer
Posts responsible for: / N/A
Post base: / Highfield Campus, Southampton (Office based)
Updated: / 1 December 2014
Job purpose
To support the Faculty Communications strategy and the impact agenda.
Key accountabilities/primary responsibilities / % Time
Communications Operations
  • Operationalise the Faculty Communications Strategy including:
  • Provision of regular newsletter
  • Development and maintenance of Faculty intranet
  • Oversight of the Faculty and AU web presence
  • Production of material for information sharing events
  • Supporting internal communications projects
  • Develop and implement a planned and coordinated approach to communicating regularly with internal and external stakeholders
  • Develop promotional collateral and posters to reinforce internal and external communications, in liaison with Faculty Marketing Officers
  • Oversee contributions and input to Digital display units housed within the Faculty’s buildings
  • Promote internal communications tools, including staff training events where necessary
  • Produce briefings, presentations and speaking notes for senior members of staff as required.
  • Develop and deliver ad hoc communications to support the Faculty objectives
  • Work with managers to promote effective internal communications and staff engagement
  • Oversight of Faculty Web pages
/ 40%
Impact Administration
  • Promote new and emerging business ventures, and organise events and support presentations to advance their organisational development, working with the Associate Dean (E&I)
  • Develop and maintain an external stakeholder database, and use other University databases to provide a resource for marketing, events and communications
  • Work with Faculty staff to develop their role as Faculty Ambassadors, ensuring that staff are aware of Faculty facts and figures, and providing clear information on key stakeholders and partner organisations and their relationship with the Faculty
  • Develop, implement and manage systems for capturing impact activities by research groups
  • Develop and maintain promotional material on Faculty research and impact activities aimed at external stakeholders including:
  • Portfolio of value propositions
  • Regular impact newsletters
  • Impact showcase events
  • Coordinate impact workshops for Faculty research staff
/ 30%
Events Management
  • Develop, implement and manage agreed Faculty events, consistent with the business strategy and key strategic themes, liaising with the University Events support when required
  • Provide specialist advice to and work with senior Faculty members on conference organisation and similar events
/ 20%
Additional Duties
  • Provide support for the Faculty’s communication and marketing functions
  • Be a proactive member of the Faculty Office team, providing general cover when required
  • Undertake other specific and/or related project tasks and administrative roles and duties as requested and assigned by the HoFO
  • Any other duties as agreed with the line manager
/ 10%
Internal and external relationships
Liaise with:
  • Staff in the Faculty Office and Academic Units to communicateactivities relevant to the role
  • The Dean, Associate Deans, HoFO, Heads of Academic Units, Faculty Executive and other senior staff to ensure efficient discharge of all duties and good governance, including preparation of briefing materials
  • Professional Service staff, external organisations and bodies to facilitate the tasks and functions specified for the position, and with the general purpose of ensuring quality and effectiveness of the Faculty
  • External authorities, stakeholders and others as appropriate
  • Faculty Business Development and Enterprise team and Faculty Outreach / Public Engagement team
  • Impact Managers within research projects
  • Research and Innovation Services

Special requirements
  • Flexible hours of work may be required as well as core hours.
  • Excellent communication skills are essential.
  • Excellent attention to detail, interpersonal and relationship building skills.

PERSON SPECIFICATION

Criteria / Essential / How to be assessed
Qualifications, knowledge & experience /
  • Relevant degree (desirable), equivalent qualification, relevant NVQ3/HNC/A-level/City and Guilds or equivalent qualification/experience.
  • Experience of using a variety of channels to effect good communications in an organisation.
  • Substantial relevant experience and success in similar work in administration at a high level in a complex environment and of similar tasks evidenced by successful achievements.
  • Knowledge of University processes and regulations (desirable)
  • Excellent IT skills with ability to learn new applications and work with databases, report generators, Microsoft Office suites and related software.
  • Knowledge of the relevant IT systems for web and intranet design and maintenance
/ Application/
Interview
Planning & organising /
  • Able to independently organise activities (schedules, diaries, attendances, meeting arrangement etc.) and operationalise processes according to strategic and management plans
  • Strong project management skills and coordination of a number of stakeholders and simultaneous projects in sometimes complex relationships and to multiple deadlines.
  • Excellent attention to detail.
/ Application/ Interview
Problem solving & initiative /
  • Ability to analyse, problem solve and provide advice for self and various client groups.
  • Able to analyse data, to provide clear proposals for action and to identify the resource implications of such proposals.
/ Application/ Interview
Management & teamwork /
  • Must be self-sufficient, capable of target setting and monitoring, actively seeking information from internal or external sources as required.
  • Must be a team player able to work collaboratively with others to disseminate and share knowledge and information.
/ Application/ Interview
Communicating & influencing /
  • Excellent presentation and interpersonal skills.
  • Excellent verbal and written communication skills, with ability to present complex issues in a focused, professional manner.
  • Communicates sensitively and effectively with others to influence successful delivery of objectives.
  • Able to administer and take notes at complex meetings
/ Application/ Interview
Other skills & behaviours /
  • Self-motivated, creative and enthusiastic.
  • Ability to interface with relevant professional service departments in the University, colleagues within the faculty, external stakeholders, customers and beneficiaries.
  • An essential requirement will be the ability to develop good relationships and networking skills.
/ Application/ Interview
Special requirements /
  • Flexibility to work unusual hours and to travel to agreed University events.
/ Application/ Interview

JOB HAZARD ANALYSIS

Is this an office-based post?

X 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

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