JOB DESCRIPTION. Director of Corporate Communications. Communications Officer. Editorial Assistant (Alumni and Public Relations) - 0.

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1 JOB DESCRIPTION 1. JOB TITLE: Alumni and Development Manager 2. HRMS REFERENCE NUMBER: HRMS/ ROLE CODE: 4. DEPARTMENT: Corporate Communications 5. ORGANISATION CHART: Director of Corporate Communications CORPORATE EVENTS PUBLIC RELATIONS ALUMNI CORPORATE PUBLICATIONS & UNIVERSITY OF CHESTER PRESS Corporate Events Manager Senior Communications Officer Alumni and Development Manager Corporate Publications Co-ordinator Administrative Co-ordinator Communications Officer Alumni Officer Managing Editor of University of Chester Press 0.4 FTE Editorial Assistant (Alumni and Public Relations) FTE Editorial Assistant (Alumni and Public Relations) FTE 6. JOB PURPOSE: (i) In conjunction with the Director of Corporate Communications, to direct alumni-related activities at the University, and to lead an alumni section within the Department. (ii) To develop and implement a strategy, which will re-launch the alumni function and which primarily seeks to identify and exploit opportunities to share, and benefit from, expertise involving former students.

2 (iii) (iv) To help uphold and enhance the image of the University as a centre of choice for cultural and intellectual activity. To help underpin the University s growth and success, according to its institutional priorities and mission. 7. BACKGROUND INFORMATION: The Corporate Communications Department was established in 2004 and provides a centralised service for both internal and external communication, combining public relations and public events expertise. A small team is responsible for media relations, stakeholder liaison and public events (inaugural lectures and other cultural activities, such as festivals,) principally co-ordinating key messages and channels of information on behalf of the institution. This includes the production of corporate publications and branded merchandise, in conjunction with teams of graphic designers, photographers, printers and other suppliers. Within Corporate Communications sits the University of Chester Press, which publishes books and conference papers by the institution s academics. In addition, the Department is responsible for arranging the publicity and public relations aspects for two graduation ceremonies each year and for developing the relationship between the University and its alumni, as the number of new graduates rises by approaching 3,000 annually. 8. WORK PERFORMED AND/OR KEY RESULT AREAS: 8.1 Communication Integrating all alumni activity across University faculties and Chester Students Union under the banner of the University of Chester Alumni Association. Finding appropriate methods to engage with diverse existing groups of former students. Co-ordinating all written and verbal communication with alumni and building and sustaining relationships with as many former students as is practical. Further developing an interactive, online service for alumni. Reporting progress to monthly departmental meetings. Producing written reports or presenting to the Senior Management Team and University s committees, as appropriate, on the development of alumni relations. Initiating ideas for content material to be included in corporate publications (such as the twice yearly alumni newsletter) or promotional material for internal and external distribution, both printed and online. At all times, the highest standards of accuracy and attention to detail should be applied. Liaising with photographers, graphic designers, printers and direct mail companies to complete artwork, printed materials and online resources. As a web editor, working with the web team and other alumni relations colleagues to re-design, provide material for, and manage the alumni section of the alumni web pages, linked from the corporate website.

3 8.2 Teamwork and Motivation Within a department of 10, reporting to the Director of Corporate Communications. Heading up the alumni section (a team of 1.6 staff,) with direct line management of the full-time Alumni Officer and of 0.6 of the activities of the Editorial Assistant (Alumni and Public Relations) post. Maximising the day-to-day working relationship with the Senior Communications Officer, Communications Officer and Corporate Events Manager. Representing the Director, as required, for alumni purposes. 8.3 Liaison and Networking Recruiting future alumni from the current student body and managing day-to-day contact with existing alumni. Working with the Corporate Events Manager, International Office and other departments, to identify opportunities, through which the University s alumni could contribute to high profile events such as international expos, recruitment fairs and other public engagement activities. Fostering commercial partnerships with external organisations, for example, expanding the online alumni benefits portfolio. Representing the University at the annual conference of the Council for Advancement and Support of Education (CASE.) Establishing contacts with other alumni professionals within the Cathedrals Group and at other higher education institutions. Liaising with the University s graphics and photography staff, to compile promotional material and corporate literature. Representing the University on the University of Chester Alumni Association Executive Committee, which is currently the only official forum for former students, and assisting in re-defining the Committee s function, to reflect the interests of a greater cross-section of alumni. 8.4 Service Delivery Taking the lead, in consultation with the Senior Management Team and University of Chester Alumni Association Executive Committee, in determining the nature and scope of the University s alumni offering. Engaging proactively with external stakeholders (chiefly former students) and internal contacts, to maximise both the services available to former students and former students benefit to the University. With the Alumni Officer and Editorial Assistant (Alumni and Public Relations) being a focal point for anyone seeking information and advice concerning how former students can achieve the most productive continuing relationship with the University. Regularly evaluating activity across the alumni website via Google Analytics and other tools and addressing features which are less popular.

4 Conducting an alumni survey, to collect baseline data, from which to build future strategy. Supporting the Director of Corporate Communications and other colleagues to maintain expected standards, both within, and when representing, the Department. 8.5 Decision Making The post holder will report on a day-to-day basis to the Director of Corporate Communications, working closely with the Senior Management Team, and will be expected to exercise a high degree of initiative. Based on best practice, the post holder will take decisions independently on which new and innovative communications methods to use in order to engage as many known alumni as possible, from new graduates to the challenge of re-engaging with less recent former students, with whom the University has lost touch. These measures could benefit the University in terms of recruitment, retention, reputation, research and potentially revenue. The post-holder will decide collaboratively the Graduation Office and departments such as Careers and Employability and Research and Knowledge Transfer, how to build up a comprehensive alumni database through the incoming CRM system, to capture qualitative information alumni information which would enable the University to establish regular, monitored contact with its former students and build closer links with the Department of Corporate Communications, for the purpose of delivering key strategic messages. The role holder will give other members of the Alumni and Development team advice on potential themes and subject matter for the twice yearly newsletter, to enable them to make decisions on its content and style, with the aims of being responsive to the needs of the alumni community and of conveying significant information on behalf of the University. 8.6 Planning and Organising Resources Having line management responsibilities for the work and welfare of the Alumni Officer and 0.6 of the time of the Editorial Assistant (Alumni and Public Relations.) Being a key player, along with the Director of Corporate Communications, Corporate Events Manager and other colleagues, in convening and attending a working group and devising and organising activities to commemorate key milestones, such as landmark alumni reunions and the 175 th anniversary of the institution s foundation in Having knowledge of production and print processes and experience of briefing graphics and reprographics professionals. Formulating a longer-term plan to explore the potential for establishing alumni giving, donor relations and fundraising campaigns. Demonstrating considerable organisational skills, from diary management, to prioritisation. Simultaneous management of a number

5 of projects with a range of deadlines, from regularly overseeing web content and the twice-yearly publication of the alumni newsletter, to long-term planning, such as devising strategies associated with alumni development. Showing a creative approach towards initiating, supervising and evaluating campaigns, such as encouraging as many former students as possible to engage in career mentoring. Co-ordinating the alumni relations presence at Graduation, persuading new graduates of the advantages of maintaining contact with the University, and introducing the alumni relations function at other events, such as open days. Identifying an appropriate budget for this role (to be managed by the post-holder) in subsequent years and contributing accordingly to the business planning process. 8.7 Initiative and Problem Solving As a line manager, the post holder would be required to take responsibility for staffing issues within the Alumni Section of the Corporate Communications Department, such as recruitment, induction and performance management. The Department s work is high-profile and fast-paced and requires the post holder to be responsive and quick-thinking. In conjunction with IT and other colleagues, ensuring reliable e- registration on the alumni website and developing a more current and user-friendly database of alumni records. Finding creative ways to encourage all alumni, both to sign up for online membership of the Alumni Association and also to supply up-todate contact details. Creating a culture, in which alumni relations becomes an intrinsic part of the institution. Demonstrating tact and diplomacy at all times. Treating high levels of accuracy and attention to detail as a priority, checking information as a matter of course. 8.8 Analysis and Research Devising systems for collating information concerning alumni activities and former students contact details from across the University, to help build up a comprehensive database, and making judgements on when information could be shared (with the individuals consent and within Data Protection guidance) with other departments, such as Careers and Employability and Research and Knowledge Transfer. Establishing, with University faculties and departments, systems for tracking alumni progress and keeping in touch with successful former students. Keeping abreast of current best practice in the field of alumni relations and, where possible, introducing pioneering work. Investigating the scope for a University fund, to be launched during the University s 175 th anniversary year in 2014.

6 Exploring other potential means of fund-raising through the alumni community, for example for student bursaries, or specific projects. Increasing revenue from corporate gifts, through effective marketing to alumni. 8.9 Sensory and Physical Demands The post holder will operate a PC at an individual workstation, using word processing software including Excel and Powerpoint, and a laser printer. A mobile phone will be provided. Physical effort will be largely as expected for office work. Some light physical effort, such as gentle lifting and stretching, may be needed when setting up events (eg erecting a display stand.) For more strenuous activities, the University s Housekeeping team will help. Travelling to and from off-campus engagements will be required Work Environment The post holder will be based routinely in an office on the Main Campus. It will be necessary to attend meetings and functions on a regular basis at other sites and occasionally off campus, for which the University provides transport. There will be occasions when the post holder will need to attend appointments outside normal working hours. Flexible working arrangements are in place within the Department Pastoral Care and Welfare To provide day-to-day support and guidance to the Alumni Officer and Editorial Assistant (Alumni and Public Relations), as required, or to direct them to an appropriate source of help, as identified in University procedures Team Development Being responsible for the induction, training and advancement (including undertaking annual personal development reviews and setting and monitoring SMART targets) of staff in the alumni section of the Department. Arranging mentors for those staff, as requested. Using previous experience of working within an alumni relations environment, delivering training on aspects such as database management Teaching and Learning Support No specific requirements for academic teaching. Raising awareness of the alumni relations function across the University, including through the use of presentations and workshops, as necessary.

7 8.14 Knowledge and Experience Qualifications/Education Graduate. Experience Extensive experience (at least two years) in a senior organisational role involving strategic planning. Experience of working within alumni relations in higher education. Issuing direct mail to large distribution lists. Campaign management. Management of a team of staff. Knowledge, skills and abilities Excellent project management skills. Budget management. Problem-solving and willingness to use high degree of initiative. Outstanding written and verbal communication skills. High standards of literacy and numeracy. Meticulous accuracy and attention to detail. Highly proficient IT skills, with good working knowledge of spreadsheets and word processing packages. Awareness of fundraising processes. Events management. Knowledge of production and printing processes. It is also expected that the role holder would demonstrate continuous specialist development by further developing the relevant skills and competencies required for the role through either a Master s degree via the Work Based and Integrated Studies route, or with an Institute of Supervisory Management Certificate, both offered by the University. Other Specific Attributes Full driving licence (maximum of five points) and use of own car. Familiarity with working with large databases and Data Protection issues associated with their use. Excellent inter-personal skills, enabling relationships to be formed and maintained (particularly with potential donors and knowledge transfer partners). Innovation and creativity. Enthusiasm and a well-motivated approach, to ensure this key new role s success. High standards of governance. Use of tact and diplomacy in challenging situations. Flexibility to work occasionally outside of normal working hours (within flexible working guidelines). Other Protecting and enhancing the University s reputation in all duties performed. Observing strict confidentiality in respect of the Department s and the University s business.

8 Any other reasonable duties, as identified by the Director of Corporate Communications General To undertake any other duties commensurate with your grade, and/or hours of work, as may reasonably be required of you To take responsibility for upholding and complying with the University s Equality and Diversity policies and for behaving in ways, which are consistent with fair and equal treatment for all To comply with all University Health and Safety policies.

9 PERSON SPECIFICATION Job Title & Department: Alumni and Development Manager, Corporate Communications Criteria Qualifications: 5 GCSE s grade A*-C (or equivalent) including English and Maths. At least 2 A levels (or equivalent). Degree. Communications or marketing qualification. OR Method of identification (i.e. application form, interview, test) Selection Panel use this section to match your skills and abilities to the criteria outlined Proven Experience: At least two years in a senior organisational role involving strategic planning. Working within alumni relations in higher education. Management of a team of staff. Campaign management. /interview /interview /interview Knowledge, skills and abilities: Problem-solving and willingness to use high degree of initiative. Budget management. Knowledge of production and printing processes. Awareness of fundraising processes. Events management. Highly proficient IT skills. /interview /interview /interview Other Attributes: Excellent inter-personal skills, tact and diplomacy. Interview/Presentation Requirements are those, without which, a candidate would not be able to do the job. Applicants who have not clearly demonstrated in their application that they possess the essential requirements will normally be rejected at the shortlisting stage. Requirements are those that would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements.

10 SALARY SCALE UNIVERSITY OF CHESTER TERMS & CONDITIONS OF EMPLOYMENT CORPORATE COMMUNICATIONS ALUMNI AND DEVELOPMENT MANAGER University Scale OS8, points 27 26, 27,428-29,972 per annum, payable monthly in arrears. RESIDENCE REQUIREMENT It is a requirement of this post that within 12 months of appointment, the post-holder should live within a 30 mile radius or within a one hour travelling time by public transport from the University. HOURS OF WORK Monday to Thursday Friday 9.00am 5.30pm 9.00am 4.30pm (less one hour lunch break each day) A flexible approach to work will be required as there may be occasions when it would be necessary for you to work additional hours as dictated by the workload. Corporate Communications operates a flexi time policy. ANNUAL LEAVE 22 days per annum, pro rata (pro-rata during the commencement and cessation years), rising to 27 days pro rata after five years' continuous service. Two extra statutory days during the Christmas period. MEDICAL EXAMINATION Successful candidates will be required to complete an Occupational Health questionnaire, and may be required to undergo a medical examination. ESSENTIAL CERTIFICATES Short-listed candidates will be asked to bring to interview, proof of qualifications as outlined on the Job Description and Person Specification provided. Upon appointment, copies of essential certificates will be required by HRM Services. PENSION SCHEME The University is an admitted body to the Cheshire County Council local government pension scheme. All support staff are eligible for membership of the scheme, and upon appointment, will be asked to indicate whether or not they wish to join the scheme. EQUAL OPPORTUNITIES The University has a policy of equal opportunity aimed at treating all applicants for employment fairly. SMOKING POLICY The University operates a No-Smoking policy. PROBATIONARY PERIOD A nine months' probationary period applies to all University posts. CLOSING DATE Completed application forms should be returned to HRM Services, University of Chester, Parkgate Road, Chester, CH1 4BJ, no later than Thursday 29 th September 2011, 12 noon quoting reference number HRMS/10189.

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