ETON COLLEGE. Communications and Database Coordinator. Job description and further details

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1 ETON COLLEGE Communications and Database Coordinator Job description and further details Eton College is seeking to appoint a Communications and Database Coordinator. The Old Etonian Association (OEA) is a flourishing association for former pupils of Eton College. We are now seeking to recruit an experienced and well organised administrator with a flair for effective presentation of printed and electronic material to assist the OEA Manager. The Coordinator will be responsible for both maintaining a database of the highest quality and helping to coordinate the OEA communications programme which comprises printed newsletters, regular membership listings, event publicity and the use of electronic media. The Coordinator will be able to manage multiple tasks and work under pressure when needed, have excellent administrative skills and enjoy interacting with colleagues and members of the extended Eton community. General Background Eton College, which was founded by Henry VI in 1440 for 70 scholars, has over the years become a boarding school catering for 1300 boys. It is the largest boarding school for boys in the UK. Eton s academic results are good by any standard, often near the top of the examination league tables. A very wide range of sports, activities and societies is offered and the demand for places at the School is strong. A total of about 880 people work at Eton and in addition to the teachers there are staff working in the 25 Boarding Houses, central dining facility, grounds, security, buildings and others work as swimming pool attendants, technicians, and administrative staff. The School and its immediate grounds and playing fields extend over 400 acres from the north end of Eton High Street to the M4 by Slough. There are some 400 school buildings including staff accommodation and a 2,000 metre rowing lake at Dorney, designated as the London 2012 venue for rowing and flat-water canoeing.

2 JOB DESCRIPTION Job Title: Communications and Database Coordinator Reporting To: Clerk to the Old Etonian Association Department: OEA/Development Main Purpose of Job: Maintaining a database of the highest quality and helping to coordinate the OEA communications programme which comprises printed newsletters, regular membership listings, event publicity and the use of electronic media. Principal Accountabilities Maintain the OEA, parents and friends database to ensure that accurate information is available at all times. Provide biographical information, produce reports, mail merges and mailshots. Continue the on going process to upgrade the information held on the database Assist with a variety of OEA publications and mailings, including mail merged documents and working with mailing houses as required. Assist the Clerk to the OEA by providing full administrative support. Adhere to strict protocols to protect the confidentiality of the database. Research using the OEA s archives, reference materials. Assist in the planning of OEA and Development events both at the College and around the country/world. Considerable telephone and in-person contact with OEs, parents and friends is expected. Some evening work may be involved for these events. General additional admin support for the OEA Department as and when required. Including opening and distributing mail, banking cheques, filing, drafting replies to correspondence, reports, expense records and briefings. Assisting with accounting and banking. Liaise with the Provost and Fellows, the Head Master s Office, the Bursar s office, members of the teaching staff, alumni, parents and friends and develop strong links throughout the Eton community. Work on allocated projects and reports as directed by the Clerk to the OEA. Deal with all incoming telephone calls in a polite and timely manner. Contribute to the design and production of newsletters, brochures and web pages that will increase interest in and awareness of Eton amongst Old Etonians, parents and friends. Ensure all printed and electronic media are of the highest quality and produced in a timely manner. Assist in editing, writing and producing regular magazines, newsletters and other publications for Old Etonians, parents, friends, prospective donors and volunteers. Annually this should include 3-5 major projects The OEA Review, Eton News & Events, solicitation pieces and a number of minor projects (e-news bulletins, volunteer newsletters). Work with the Masters who are indispensable supporters of, and contributors to, Eton publications.

3 Coordinate all parts of the production process including graphic design and image production, to ensure deadlines are met. Organise the delivery and mailing of publications. Ensure the OE section of the Eton website is up to date. Work with other Eton offices, including the Provost, Admissions, the Bursary, the Head Master, and IT to produce high quality and consistent content in respect of graphic and editorial branding standards. Maintain and update the OEA s presence on social media; Participate in relevant professional organisations to develop skills and adopt best communications practices. Undertaking training when necessary Other duties as may be reasonably requested. Knowledge and Skills The following list is not exhaustive but is intended to clarify the essential attributes required to perform this role. Demonstrates excellent writing and editing ability Educated to at least A level standard Experience of producing quality print and electronic publications Excellent interpersonal skills Able to work alone or in a team Good, administrative, IT and typing skills. Experience of Word and Excel essential, Knowledge of databases such as In-Touch, Donor Strategy or Raiser s Edge useful. Experience of desktop document and web publishing desirable. Some bookkeeping experience would be desirable. Excellent telephone manner Proactive, flexible and adaptable Good attention to detail and accuracy Good time management and the ability to prioritise workload Able to work under pressure and to deadlines Appointment Date To start as soon as possible subject to completion of recruitment checks. Salary 20,000 per annum for full time year round. Hours Monday Friday, 9.00 am to 5.00pm (35 hours per week). Holiday Four weeks paid holiday per annum, plus Bank Holidays which are also paid. When a Bank Holiday falls during a School term you will be required to work on that day and you will be

4 entitled to an additional day off in lieu. You are required to take your paid holidays (including any additional days in lieu) during the school holidays. Notice period The notice period for this post is 4 weeks. Benefits Many of the School s extensive recreational and sporting facilities are available to employees and their families (swimming, golf, tennis, theatre, library). Eligibility to join the College pension scheme requires the satisfactory completion of 12 months service. Eton College makes a contribution of 11% of your annual contributory salary and you are required to pay 4.9%, although you can opt to pay a higher percentage if you wish. There is a (non-contributory) life assurance scheme which all staff join on starting their employment. The College also provides a Stakeholder Pension Scheme through Standard Life which staff may join at any time whilst employed at the College. The College provides a Childcare Voucher Scheme through Edenred. We have available an Employee Support Programme which is for all staff and their immediate family. This is a confidential telephone helpline provided by Corporate Support Limited who can advise on a range of issues. These particulars do not form any part of an offer of employment. Full details of terms and conditions will be provided when employment starts. Application Process Application must be made on the College s application form which is available to download from the College website. Completed forms should be returned either by post or to the HR Department, Eton College, Windsor, Berkshire, SL4 6DJ. Application forms received after the closing date will not be considered. The closing date for this position is Friday, 5 October Applicants who are invited to attend an interview at the College must note that references will be taken before they attend their interview. Applicants are required to read the Invitation to Interview notes before attending as it contains information regarding the documents that they will need to bring with them. An offer of employment with the College will be subject to two satisfactory references, a satisfactory medical report and an Enhanced Disclosure from the Criminal Records Bureau. In addition, the College is required to contact all employers where the applicant has worked with children. It is the post- holder s responsibility for promoting and safeguarding the welfare of children and young persons for whom s/he is responsible, or with whom s/he comes into contact, will be to adhere to, and ensure compliance with, the school s Child Protection Policy Statement

5 at all times. If in the course of carrying out the duties of the post, the post-holder becomes aware of any actual or potential risks to the safety or welfare of children in the school s/he must report any concerns to the Deputy Head (Lower Master) or to the Head Master.

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