Job Description

Job Title: Communications Assistant (Temporary)
Reporting to: Communication and Evaluation Manager
Pay scale: YMT Scale 3, SCP 14-17, £17,468 to £18,691 pa
Contract : Temporary for 6 months, 37 hours per week
Main purpose of the Job
To provide efficient and effective internal communications and to provide an information service to all internal and external enquirers in person, via telephone, email and mail.
Job location
The post will be based at York Castle Museum, but the post holder may be required to work at other locations according to organisational requirements.
Core Responsibilities
To be the first point of call for all enquiries to York Museums Trust, answering queries and providing an efficient and customer focused reception and telephone answering service
To proactively liaise with key contacts on each site and the Senior Management team on a daily basis to keep informed of the current situation and forthcoming events and activities
To liaise with external contacts to keep informed of activities, exhibitions, displays and events taking place throughout York and the vicinity
Ensure that relevant managers and colleagues are kept informed of activities, exhibitions, displays and events taking place throughout the Trust
To create and distribute the fortnightly staff newsletter
To develop internal communications
To create and manage databases for exhibition previews and events.
To work with marketing colleagues on a variety of marketing tasks such as mail outs, distribution, collation of information and listings of events and exhibitions online.
To work with the e-communications co-ordinator in promoting the Trust’s activities through social media, in line with the Trust’s e-communication guidelines.
Undertake other such duties that from time to time the Trust may reasonably require which are agreed with you and consistent with the nature and grading of your post. / Key Results
An efficient and customer focussed telephone and reception service is provided
Accurate and up to date information is gathered and disseminated in a timely manner
Accurate and up to date information is gathered and disseminated in a timely manner. Strong external relationships with key contacts established
Accurate and up to date information is gathered and disseminated
Staff news letter is current, informative and inspiring
New methods of communication are explored and championed
Formation of up to date specialist distribution lists.
Helping the marketing team to deliver prompt and accurate information to the public and key stakeholders.
Helping the marketing team promote York Museums Trust to a wider audience through our digital channels.
Reasonable duties are carried out willingly as required
Key Relationships
Communication and Evaluation Manager
Head of Communications
Group Bookings Co-ordinator
Contact with
Senior Management Team
All staff
Suppliers
Visitors
External Agencies
Knowledge, Skills and Experience
Essential
Excellent communication skills
Excellent customer care skills
Excellent organisational skills and attention to detail
Ability to use initiative and effectively problem solve
Ability to be pro-active in determining customer needs via the telephone
Ability to organise, and be pro-active in gathering, information from diverse sources within the organisation
Enthusiasm for maintaining contact with all staff and building communication networks within the organisation
Courteous, friendly and calm manner
Flexible attitude towards performing tasks and providing cover for colleagues
Willingness to learn about and use new technology and systems
Ability to prioritise in a fast-moving environment
Good working knowledge of Microsoft Office
Desirable
YMT has a strategic commitment to increasing its digital skill base. The post holder should be able to demonstrate competence in one or more of the following areas:
Digital recording – e.g. photography, sound, video
Social networking – e.g. twitter, facebook, flickr
Contributing to online communities – e.g. mumsnet, reddit, linkedin
Blogging or other online publishing – e.g. wordpress, tumblr
Willingness to be a team player
Willingness to actively engage in Continuous Professional Development


Communications Assistant - temporary

Terms and conditions of service

Health

Prospective employees must be cleared by the Occupational Health Service as medically fit for employment by the Trust.

Probationary period

Appointments are subject to the successful completion of a six month probationary period.

Reporting line

This post reports to the Communication and Evaluation Manager.

Salary

The salary for the post is YMT Scale 3, SCP 14 - 17, £17,468 to £18,691 pa.

Annual leave

The annual leave entitlement is 25 days per annum, increasing by five days after five years’ continuous service with the Trust, plus public holidays.

Hours of work

The hours of work are 37 per week.

The post is temporary and will last for approximately 6 months.

Period of notice

The period of written notice required for you to terminate this post is 1 month. The Trust will give you 1 month’s notice increasing statutorily.

Pension

You will be enrolled into the North Yorkshire Pension Fund on the first day of employment where your contract is of 3 months duration or more. If you wish to opt out of the pension, you can do so by contacting www.nypf.org.uk

August 2016