1 BIRMINGHAM CITY UNIVERSITY Schools and Colleges Liaison Officer Marketing and Communications Reference: Location: Leyland House Salary: 29, per annum A. JOB DESCRIPTION Birmingham City University is committed to building formal relationships with its key feeder schools and colleges recognising that these mutual relationships are beneficial to the University, its key feeder schools and colleges and its student body. The Schools and Colleges Liaison Officer posts are critical in engaging with schools and colleges and ensuring that the relationships support the strategic objectives of the University. Responsible to the Partnership Manager (Schools and Colleges Office) the Schools and Colleges Liaison Officers will be key players in helping the University to build partnerships and achieve student recruitment goals by building and nurturing effective relationships with schools, colleges, influencers and relevant agencies/organisations. As a direct representative of the University with some of its most important stakeholders at the critical first stage of the relationship, the post holder guards the University s reputation and image, acting as a specialist advisor and making regular professional judgments on behalf of individuals in respect of the full range of application processes, up-to-date opportunities available within the University and the broader post-18 options available. They must seek to resolve in a professional and timely manner any queries and problems presented by these audiences which may often be unrelated to their own activities. The Schools and Colleges Liaison Officers will take responsibility for account managing a group of schools and colleges, acting as their point of contact within the University. The officers will also hold either a Faculty or Corporate responsibility. The officers with Faculty responsibilities will be tasked with nurturing subject based connections with our targeted schools and colleges increasing subject awareness and raising aspirations. Whilst the officers with corporate responsibility will be looking after Schools and Colleges literature and corporate events and Widening Participation. The post holder will contribute to Schools and Colleges reports by producing monitoring and evaluation feedback for events and producing statistics, reports and data on their assigned feeder colleges and schools. The postholder will be responsible for creating a 12 to 18 month forward plan for both their Faculty or Corporate Role incorporating the schools and colleges that they account manage. They will need to create this plan taking into account the strategic objectives of the University as well as the marketing strategic plan and faculty strategic plans. They will also need to monitor and evaluate the outcomes of their planned objectives demonstrating the ability to adapt as needs arise. The post holder will also be expected to train and supervise graduate placement officers delivering Schools and Colleges activities as well as assisting with the training of Schools and Colleges ambassadors.
2 The post holder will develop and deliver a wide range of events and activities to encourage applications to the University, including HE Conventions, Open Days, visit days, taster sessions, campus visits, master classes, presentations, workshops, conferences, summer schools and mentoring. Highly motivated, much of the Schools and Colleges Liaison Officer s work will be spent off-site working with minimum supervision and acting as an ambassador for the University. Conducting themselves appropriately, they will take responsibility for the health and safety of unaccompanied and accompanied minors participating in such activities acting in loco parentis and will provide advice and guidance to colleagues of all levels within the University on child protection, health and safety issues in association with Schools and Colleges activities. As part of the wider Marketing and Communications Department, Schools and Colleges Liaison Officers will assist and liaise with colleagues to support their activities in marketing, market research, media and public relations, internal staff and student communications, alumni relations and fundraising and student recruitment. 1. Purpose of Post: To increase awareness of the benefits and opportunities provided through Higher Education and to raise the profile of Birmingham City University through targeted Schools and Colleges and faculty subject based activities tailored to different audiences, including younger age groups, school and college pupils, mature learners, members of the community, employers, organisations, education business partnerships, local health authorities, children s services and other education influencers. To account manage a portion of the Universities main feeder Schools/Colleges with the purpose of creating a better partnership between key feeders and University. Taking particular responsibility for either one of the Faculties or responsibility for Education Liaisons corporate role which will involve creating specific literature, workshops, talks and activities to support recruitment To contribute to Schools and Colleges reports and statistics on your account management, faculty and corporate activities To assist the University and its Faculties in meeting targets relating to the core business activity of recruiting full and part-time undergraduate and postgraduate/professional students To provide specialist advice internally and externally on Schools and Colleges and related child protection and health and safety issues, as well as the full range of application process and post-18 options To bear overall responsibility for the health and safety of unaccompanied and accompanied minors as and when Schools and Colleges activities require, acting in loco parentis To adopt a strategic approach to Schools and Colleges using market research, analysis and performance evaluation to inform future planning at both corporate and Faculty level, providing expert advice on competitor activity, current and potential trends, and policies within the sector To supervise student placement assistants and to assist in the training of student ambassadors To input into the universities widening participation activities.
3 2. Main Duties and Responsibilities: 1. To ensure that Schools and Colleges and access activities contribute to the pursuit of the University s key strategic objectives, regularly raising its profile regionally, nationally and internationally and underpinning its desired brand position, reputation and image. 2. To act as a specialist advisor internally and externally on up-to-date education liaison, access and related child protection and health and safety issues, as well as the full range of application processes, post-18 options and the opportunities available at the University and its partner colleges. 3. To support the Schools and Colleges Manager to ensure the University stays abreast of current and/or potential new developments, threats and opportunities by monitoring relevant trends, competitor activity, current practices, legislation, national/regional funding opportunities and policy. 4. To protect the University s corporate and individual liability during Schools and Colleges activities, supporting the Schools and Colleges Manager in developing, implementing and adhering to a wide range of professional codes of conduct relating to alcohol, drugs, violent abuse, child protection and other matters that may arise in response to changing policy, legislation or circumstance. 5. To build and maintain a wide range of relationships with individuals involved in education and careers guidance matters at all levels regionally and nationally, including heads of sixth, heads of careers, teachers, careers advisors, learning mentors and representatives within employers organisations, education business partnerships, local education authorities, children s services and other education influencers. 6. To build and maintain effective relationships with the Universities feeder schools/colleges acting as account managers to nurture these partnerships. 7. Creating better continuity between Faculties and Schools and Colleges nurturing a closer working relationship and becoming faculty specialists to improve internal partnerships. 8. To proactively develop, organise and deliver an effective, comprehensive and professional programme of events and activities for schools, colleges, influencers and relevant agencies to support student recruitment and external widening participation initiatives, including Open Days, visit days, taster sessions, campus visits, master classes, presentations, workshops, conferences, summer schools and mentoring. 9. As part of ongoing customer relationship management, to organise and implement VIP treatment before and during University Open Days for visiting schools and colleges. This will involve pre-event promotion, organising travel arrangements and receiving special requests for information/activities, then following up on the day by providing a dedicated welcome and enrolment service, giving presentations, hosting tours, obtaining feedback and ensuring safe departure. 10. To project manage multiple, complicated and often large-scale Schools and Colleges activities and events, such as summer schools and other residential visits, at times seeking external funding in support of such activities and providing feedback and evaluation post-event to such bodies. During the organisation and delivery of projects, the postholder will provide specialist advice, guidance and training to student ambassadors and senior academic/support staff, supervising these and other individuals who may be participating.
4 11. To actively conduct monitoring and evaluation, producing statistics and feedback on the relationships with feeder colleges and faculties. Inputting to Schools and Colleges reports with feedback from activities and projects. 12. To supervise and train Schools and Colleges graduate placement assistants and to contribute to the training and managing of student ambassadors. 13. To conduct and oversee relevant risk assessments prior to all activities and take direct responsibility for the health and safety of unaccompanied and accompanied minors acting in loco parentis and guarding corporate and individual liability, as well as the reputation of the University. This will require the post holder to make critical and influential judgments when dealing professionally and promptly with any behavioural issues or emergencies that arise and intervene confidently when concerned by the supervision or handling of participants by internal colleagues/senior management, as well as external parties. 14. To frequently attend national Higher Education Conventions involving travel and time away from home where the post holder will act as the University s direct representative, often without supervision, remaining calm in this high pressured environment where multiple enquirers may be queuing, to provide professional and impartial advice on the full range of education, access and application issues, as well as the up-to-date course opportunities within the University. 15. To address and advise prospective students, parents, influencers and other constituents on issues relating to student recruitment, outlined previously, where performance and the outcomes of the advice given will directly affect the image and reputation of the University with its key stakeholders at the first critical stage of the relationship. 16. In a professional and timely manner, the post holder must respond and seek to resolve any queries and problems directed to them as a member of University staff on site by prospective students and their influencers; these may at times be unrelated to their own activities where, for example, individuals have been dealing with other parts of the organisation, such as Admissions, the International Office, Student Services or Faculties. 17. To proactively advise, instigate and contribute to a range of online and offline marketing communications spotting opportunities and gaps in the market commissioning work via the Creative Services unit and supervising projects from concept to production. This includes inputting to the Schools and Colleges Communications and social media. 18. To manage the budgets of the Schools and Colleges activities and projects you lead on, following University and, where appropriate, external agency financial regulations and practices at all times whilst ensuring value for money. Specifically, under the supervision of the Schools and Colleges Manager, the post holder will at times be responsible for coordinating work and budgets on behalf of external agencies, such as HEFCE. 19. To work with the Market Research unit to build evaluation and review into all Schools and Colleges activities to inform future planning and enable ongoing return on investment analysis, acquiring market intelligence, conducting market research where necessary and appropriate to underpin and better inform corporate and Faculty Schools and Colleges activities. 20. To develop contacts within the University and its Faculties to ensure appropriate representation on relevant University or Faculty committees and forums.
5 21. To support and assist colleagues within the Department to notify them of any PR opportunities and help to maintain a library of up-to-date key facts and unique selling points, providing targeted content for online and offline marketing collateral, including UCAS entry profiles, directories, prospectus, website, annual review and other publications. 22. To support the wide range of activities undertaken within the Department of Marketing and Communications in support of student recruitment, including Higher Education Fairs, Open Days, Visit Days, business/community events, Clearing call handling and the production of marketing collateral. 3. Supervisory Responsibility: To train and supervise graduate placement officers and student ambassadors 4. Supervision Received: To be Line Managed by the Schools and Colleges Manager 5. Contacts: Stakeholders - Schools, Colleges, Internal academics, external academics, Aimhigher partnership, careers advisors, prospective pupils, mature learners, members of the community, employers, organisations, local education authorities, faculties, children s services and other education influencers B. REQUIREMENTS OF POSTHOLDER: 6. Work Experience/Formal Qualifications: Qualifications : Honours degree or equivalent, ideally in Teaching or a related subject. A relevant professional or postgraduate qualification in Information Advice and Guidance, counselling and guidance, youth work or youth leadership qualification is preferred, however significant relevant experience will be considered as experience. 7. Skills/Abilities: Considerable experience of working with young people, children s services and/or education-related organisations in an advisory or teaching capacity is essential. Proven experience of the delivery of activities and/or services in consideration of child protection, health and safety issues. Experience of acting in loco parentis is desirable. Experience within the Higher Education sector would be an advantage.
6 Proven track record of corporate representation, highly professional conduct and the delivery of work involving significant responsibility and frequent influential judgments under pressure and unsupervised. Experience of delivering formal presentations, workshops and seminars to customers/clients as part of marketing, promotional, advisory or teaching activities. Because of the large-scale and regular events management associated with this post, previous experience of events management and organisation is essential. Owing to the significant project management responsibility required by the post, applicants must demonstrate considerable project management experience, including large-scale, multiple and complicated projects involving large numbers of individuals. Previous management and production of marketing communications would be an advantage. Experience of forming and nurturing effective and professional working relationships and networks. Ability to travel between campuses and to off-site events Personality/Disposition: The Post holder will be required to present themselves to the highest level of professional presentation as an external ambassador for the University with a direct influence on its reputation and image. Experience of delivering formal presentations, workshops, seminars with the confidence to network with personal from a variety of backgrounds engaging with our stakeholders. 8. Other Requirements (including special items) The University is in an exciting phase of its development. Phase 1 of the expansion of our City Centre Campus opened in 2013, and several other major construction projects are either under way or planned. This will ensure the University remains competitive in the marketplace and maintains the popularity it has developed in recent years. It is central to our strategic vision and commitment to improve the student experience and enhance the student community. As a university, our mission is to transform 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 informed 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
7 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-formers. All of our staff also help to uphold and promote the University s core values of Excellence, People Focused, Partnership Working, and Fairness and Integrity. All staff are required to 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. Special Conditions Some evening and weekend work will be required and the post holder may be required to work away from home to cover events. All Schools and Colleges Liaison Officers are required to support Open Day and Clearing activity, so restrictions are in place relating to the booking of holiday during mid-august and on other key days of the year. Confirmation of appointment will depend on the post holder undergoing a police check through the Criminal Records Bureau under the Protection of Children Act. The post holder will be required to travel extensively. NB: 1. 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 services. 2. Staff are liable to serve at any of the University's places of employment as may be required July 2014
8 PERSON SPECIFICATION Job Title: Schools and Colleges Liaison Officer Salary: 29, per annum Post Ref: School/Section: Faculty/Department: Marketing and Communications Reports to: Partnerships Manager (Schools and Colleges) Essential Desirable How Identified 1. Physical High level of professional presentation Interview 2. Qualifications 3. Experience Honours degree or equivalent in Teaching or Information Advice and Guidance or relevant experience. Considerable experience of working with young people, children s services and/or in an advisory or teaching capacity A relevant Postgraduate Degree or Postgraduate counselling and guidance, youth work or youth leadership. Application form/production prior to appointment plus production of portfolio Proven experience of the delivery of activities and/or services in consideration of child protection and health and safety. Experience of acting in loco parentis Experience of Health and Safety and the creating is risk assessments Experience within the Further Education and Higher Education sectors Experience in writing strategic forward planning documents with the ability to incorporate a variety of existing strategic objectives to form a collaborative forward plan
9 Proven track record of corporate representation, highly professional conduct and the delivery of work involving significant responsibility and frequent influential judgements under pressure and unsupervised. Experience of delivering formal presentations, workshops and seminars to customers/clients as part of marketing, promotional, advisory activities. Significant previous experience of events and project management, involving large no s of individuals Experience of forming and nurturing effective and professional working relationships and networks To supervise, coach and train student placement assistants and student ambassadors Previous experience of production management Budget management experience 4. Training 5. Special Knowledge Detailed knowledge of the UK education system and application process for HE Knowledge of the general curriculum, post-16 curriculum and post 18 options and the variety of progression routes
10 6. Circumstances 7. Personal Skills 8. Practical and Intellectual Skills Excellent interpersonal skills with the ability to adapt to the needs and requirements of different audiences Team player, capable of working with minimum supervision, frequently independently away from home in high pressured environments A caring, empathetic, considered approach with the inclination and confidence to handle difficult and sensitive situations in a confidential manner Highly articulate with the ability to think on feet and problem solve Highly confident and professional with the capacity to act in loco parentis and take charge of situations, intervening where necessary regardless of seniority and position Ability to conduct themselves appropriately and professionally and be a positive role model to minors Ability to work towards tight deadlines and to prioritise workloads Tact and diplomacy and the ability to work collaboratively To keep calm under pressure and to be sensitive to FE and HE environment Appropriate level of clearance by DBS Detailed knowledge of the UK education system and application process for HE
11 A passion for working with young people, mature learners and influencers with the ability to understand the needs of these groups An understanding of different socio economic groups and how to work and communicate with them An understanding and appreciation of the responsibility and impact of working in loco parentis Excellent written and verbal communication skills Outstanding presentation and public speaking skills Monitoring and evaluations skills with the ability to compile reports Proven complicated project management and events management skills Highly organised with the ability to plan innovative, targeted operations and events, set and achieve goals with minimum supervision High level of numeracy and literacy Computer literate, proficient in Microsoft Office Knowledge of the general curriculum, post-16 curriculum and post 18 options and the variety of progression routes Training skills and the ability to create training programmes 9. Legal Requirements N/A
12 10. Other Requirements July 2014 Demonstrates a commitment to the University s core values of Excellence, People Focused, Partnership Working, Fairness and Integrity. Willingness to travel offsite Ability to work evening and work away from home