BIRMINGHAM CITY UNIVERSITY. Marketing and Communications Department JOB DESCRIPTION

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1 BIRMINGHAM CITY UNIVERSITY Marketing and Communications Department JOB DESCRIPTION Job Title: Events Marketing Assistant Reference: Salary: 18,835-21,335 per annum Location: City Centre Campus Reports to: Marketing Manager/Associate Director Supervisory Responsibility: None A. PURPOSE OF POST The role of the Events Marketing Assistant is to support the operations of the Faculty of Business, Law and Social Sciences, and the Department of Marketing and Communications, specifically to provide support for Faculty events. This may include the booking of rooms, equipment, and liaising with academic staff. It will also include supporting the production of a full range of marketing material and promotional gifts, producing internal and external communications, delivering the operational aspects of the Department s CRM system Connect and liaising closely with other staff within the University and external suppliers. The post will also provide administrative support to the Faculty Marketing Officer. B. PRINCIPAL ACCOUNTABILITIES Specifically, the postholder will be required: General 1. To support Faculty and marketing-led event organisation and logistics. 2. To assist with the organisation of Future Talks, Applicant Visit Days, Open Days, Clearing and other events for the Faculty either in an office-based role or as part of the activity itself, as required. 3. To take the lead on the events booking systems, promotion and data capture using the Hobsons CRM system. 4. To provide administrative and secretarial support to the Marketing Officer. 5. To maintain Faculty and Departmental databases and filing systems, creating and maintaining computerised and manual filing lists and ensuring databases are maintained and accurate. 6. To arrange meetings and events as required organising travel arrangements, car hire, car parking, hotel bookings and catering following Faculty, Departmental and University guidelines and procedures.

2 7. To take responsibility for promotional gifts and any deliveries and ensure stock rooms and offices are kept tidy and hazard free in compliance with health and safety regulations. 8. To support the Faculty and Marketing Officer (s) with financial administration within the Department. This will include: - Creating purchase orders - Inputting purchase orders - Fulfilling goods receive orders - Creating and maintaining financial budget spreadsheets - Creating and maintaining financial records filing system - Ensuring the University s financial rules and procedures are adhered to - Ensuring that any discrepancies between unit records and finance records are followed up and resolved quickly - Ensuring any discrepancies on invoices are followed up and resolved quickly and in an accurate and timely manner - Chasing up late invoicing - Undertaking all end-of-year financial activities promptly and to deadline (with advice from management) - Preparing financial reports and downloading ination from central systems when requested. Post-specific 9. To be based within the Faculty of Business, Law and Social Sciences but when required you may be asked to spend time in other areas of marketing. 10. To support the delivery of Faculty marketing, assisting managers to implement targeted and cost effective marketing strategies. 11. To administer and maintain Marketing processes, systems and online and offline databases, adhering to protocols for recording and updating project/job ination. 12. To work with the Marketing Officer to provide data and or reports, including regular statistics on traffic to the web ie Google analytics, spend, as well as requests for specific project progress reports. 13. To support the Marketing Officer in data gathering and sourcing of ination for projects including case studies, newsletters and updating the website. 14. Under the guidance of the Marketing Officer to produce material for Press and PR purposes, Internal communications and the faculties communications strategies using the Hobsons customer relationship management (CRM) system. This will also involve updating internal sites to keep staff and students ined. 15. To embrace new technology and support the use of social media. 17. Under the guidance of the Marketing Officer to execute website amends and contribute to the improvement of web communications. 18. Data inputting sourced from events into Hobsons (CRM) system.

3 19. Management and maintenance of external databases and sites such as UCAS, Prospects and Findamasters. 20. Management and organisation of student ambassadors. Context As a university, our mission is to trans the prospects of individuals, employers and society through excellence in practice-based education, research and knowledge exchange. To support a new corporate plan and ambitious income and recruitment targets, the University adopts a strategic approach to marketing across its business, through the Marketing and Communications Department, leading to more ined product development, ongoing evaluation and targeted marketing strategies. The Department of Marketing and Communications comprises the following teams: Alumni Relations Creative Services Unit Outreach and Enquiry Management Strategic Marketing Media Relations Internal Communications Market Research Unit Web and Social Media. The Marketing and Communications team play crucial roles in delivering targeted marketing communications that both support core business activities and help the University grow its brand and position in the marketplace. We provide expert advice and guidance across the University, recognising the different approaches needed to engage stakeholders with differing needs from traditional school leavers, mature learners and employees to current students, alumni, employers, audiences and key opinion-ers. Health and Safety The Marketing and Communications Department is committed to the Health and Safety of its employees and all staff are expected to participate in key health and safety related training as instructed by their line manager. All staff are expected to take responsibility for themselves, and for the staff they manage, to ensure that they are up-to-date with health and safety ination, risk assessments and training. Special Conditions Some evening and weekend work may be required. All staff in Marketing and Communications are required to support Open Day and Clearing activity, so restrictions are in place relating to the booking of holiday during mid-august.

4 The University reserves the right to vary the duties and responsibilities of staff under conditions prescribed in national agreements. The above duties may be altered to suit the future needs of the service. Other The postholder will uphold and promote the University s core values of Excellence, People Focused, Partnership Working, Fairness and Integrity. These values define the principles of how we work together with our staff, students and partners.

5 PERSON SPECIFICATION Physical Essential Desirable How identified High level of professional presentation Qualifications Educated to A Level of BTEC Diploma level of equivalent Educated to degree level or equivalent Experience Experience of working in a busy office environment with considerable administrative experience, ideally in a marketing and communications setting Experience of working in or knowledge of advertising would be an advantage Experience of liaising with external agencies and suppliers Experience of ing and sustaining effective networks Experience of supporting marketing activities would be an advantage Personal Skills Excellent interpersonal skills Accuracy and attention to detail Willingness to acquire new skills Ability to work independently and as part of a team Ability to manage own workload to meet strict/tight deadlines Ability to multi-task and keep calm under pressure Understanding of the Higher Education environment +

6 Practical and Intellectual Skills Excellent written and oral communication skills Proven project management skills Highly organised High level of literacy High level of numeracy Computer literate, proficient in Microsoft Office Knowledge of finance monitoring and administration Other Requirements To work as a team member, being flexible and a willingness to help out in other areas when needed. Flexibility to work evenings and weekends as required at various locations.

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