Job Description - Internal Communication and Engagement Officer (Intranet)

Transcription

1 Job Description - Internal Communication and Engagement Officer (Intranet) Main purpose of job The Internal Communication and Engagement Officer (Intranet) is responsible for the ongoing creation, development and measurement of intranet content that is engaging, informative and contributes to connecting our people across the Society. The role ensures that colleagues at all levels of the organisation understand and maximise the use of this resource and that it becomes an integral part of the mix of internal communication channels. They are responsible for developing and maintaining the visual design of the intranet, effective site navigation and engaging site content, as well as coordinating key stakeholders, engaging and training users, and monitoring the health of the underlying technology with technical support from the Intranet Manager based in the IT team. Position in organisation The Internal Communication and Engagement Officer (Intranet) sits within the Internal Communication and Engagement (IC&E) team and reports to the IC&E Manager. The IC&E team plays a leading role in devising and supporting communication and engagement initiatives and opportunities as part of the People and Organisational Development directorate (POD) supporting the Society s people - more than 9,000 volunteers and 2,500 employees. The post holder will be expected to be a proactive ambassador for both the IC&E team, as well the POD directorate as a whole.

2 Dimensions and limits of authority The Internal Communication and Engagement Officer (Intranet) works closely with all content authors and their managers to ensure up to date and engaging content is maintained on the intranet. They also work closely with the Intranet Manager (part of the Digital Transformation directorate) who leads on the technical side of the intranet, as well as employees and volunteers at every level, including senior managers from all other departments. The individual in this post works on projects internal to the organisation, as well as those that are externally facing, predominantly at an operational level. This role has no management responsibility for employees or budget, but the Internal Communication and Engagement Officer (Intranet) will be expected to develop and maintain relationships with colleagues at all levels across the Society. They are responsible for the provision of consistently excellent proactive and responsive guidance and coaching as the functional expert in intranet communication and engagement activities. Duties and key responsibilities Advise and provide guidance across the organisation on how best to utilise the intranet and social networking tools: Be responsible for the ongoing support, advice and training of the Society s intranet content authors to enable them to develop and maintain their pages effectively. Undertake regular spot checks and proactively follow up with relevant content authors and owners to ensure content is concise, accessible, on brand and has appropriate links included. Where necessary and appropriate, be responsible for creating and publishing content to ensure news and information is accurate and timely. Explore reported broken links to check that links remain relevant following changes to pages, and, where necessary, advise and support content authors Be responsible for liaising with IT on shaping the visual design of the intranet to ensure it remains fresh and appropriate for its content and objectives. Be responsible for the accessibility of online forms on the intranet, working closely with IT to ensure they are easy to use for the audience. Be responsible for the evaluation and development of overall engagement with the intranet and social networking tools: Keep abreast of emerging trends/best practice in the field of digital internal communication tools and resources. Through evaluation and feedback, including intranet analytics and statistics, drive ongoing developments to ensure the information architecture of the

3 intranet is intuitive, user-friendly, enables collaboration and contributes to the engagement ambitions of the Society. Maintain, develop and promote an intranet user guide and training for employees and volunteers as well as produce and promote guidelines on how to write engaging blogs/articles/other content for the intranet. Design and deliver proactive and reactive regular training for employees and volunteers on using the intranet and social networking tools. Work closely with the Internal Communication and Engagement Officers to take a planned and strategic approach to content and the homepage and to ensure the intranet is linked to the IC&E and the wider Society s objectives. Take on a business partnering role: Build and manage good working relationships with all levels of employees and volunteers to support improved communications, through proactive and reactive advice to content owners as well as engagement of intranet users. Ensure that feedback is sought and responded to in a timely and constructive way. Advise colleagues, including senior managers, on appropriate channels and response times for their engagement objectives, directing them to other members of the IC&E team as relevant. Act as IC&E lead as a member of the POD regional team meetings for one of the region/country groupings. Act as key point of contact for the IC&E team for the Digital Transformation directorate, keeping in touch with key people in that team and identifying potential and actual communication needs as well as opportunities to share digital best practice. Ensure a high standard of writing and presenting skills: Produce accurate copy, in line with house style, for a range of digital internal communications channels including e-bulletins and the home page of the intranet. Sensitively edit and proof-read the work of colleagues in line with house style and internal communications best practice. Present the work of the team to colleagues and represent the team s views on best engagement practice to influence project teams or working groups.

4 Additional Responsibilities To adhere to all the Society s service standards, policies and procedures. To comply with the data protection regulations, ensuring that information on clients remains confidential. To be responsible for personal learning and development, to support the learning and development of others and the whole organisation. To work in a manner that facilitates inclusion, particularly of people with dementia. To implement the Society s health and safety policy and procedures, ensuring that all practices and procedures are undertaken in accordance with a healthy and safe working environment and that all staff and volunteers for whom you may be responsible are aware of their responsibilities in respect of their role, monitoring data and recommending action as required. To administrate and organise own work to ensure that it is accurate and meets quality targets, reasonable deadlines and reporting requirements. To follow the Society s management information guidelines and requirements, including ensuring appropriate monthly measures on service usage levels are collected and submitted on the services database or other systems in accordance with deadlines.

5 Person specification All of the following requirements are essential, unless marked with a * when they are desirable, and will be assessed from a combination of information provided from the application form and interview process. Education and qualifications Related degree or qualification* Skills and experience Excellent written & verbal communication skills, particularly in writing for digital channels Experience of using content management software and social networking tools Experience of using Microsoft SharePoint and Yammer (desirable) Excellent negotiating & influencing skills; ability to influence beyond your authority Excellent organisational skills, including the ability to plan, prioritise, recognise interdependencies and deliver A thorough and methodical approach, with consistently strong attention to detail Experience of working in communications, ideally across a geographically dispersed organisation Excellent understanding of the role an intranet can play in improving engagement and communications in an organisation Evidence of having a positive impact on an organisation, achieved through excellent influencing skills at the appropriate level. Experience of researching and summarising information Experience of using HTML & CSS coding* Personal attributes / qualities An understanding of/interest in the issues affecting people living with dementia and their carers Excellent understanding of/ demonstrable commitment to inclusion & diversity Confident yet sensitive approach to dealing with a wide range of colleagues and stakeholders

6 Ability to work as part of a team as well as independently Ability to self-motivate and motivate others Value Based Behaviours Alzheimer s Society has a value-based behavioural framework which brings our values to life in everything we do. The framework is applied across the full employment (and volunteering) life-cycle. This includes individual objectives, appraisals, performance management, reward and recognition and personal and professional development. You will be given a full copy of the framework if appointed, as part of your induction. For this role, the key value based behaviours you will need to evidence in your application and which will be assessed during the recruitment process are: Actively listen, understand and accommodate the views of others. Use language that is jargon-free and accessible to others. Challenge the status quo in a constructive and respectful manner, actively suggesting and contributing to improvements. Seek and act upon feedback, continually developing myself and improving my performance. Ask for support and advice when necessary. Recognise, respect, value and make full use of the diversity of skills, attributes, experiences and opinions of others. Contribute and invite new ideas and innovation in improving the way we work. Champion and role model a culture of transparency and accountability, establishing continual constructive feedback channels and mechanisms.