POSITION DETAILS. Centre for Higher Education Development (CHED)

Transcription

1 HR191 JOB DESCRIPTION NOTES Forms must be downloaded from the UCT website: This form serves as a template for the writing of job descriptions. A copy of this form is kept by the line manager and the job holder. Position title POSITION DETAILS Communications Manager Job title (HR Practitioner to provide) Job grade (if known) Academic faculty / PASS department Academic department / PASS unit Division / section Centre for Higher Education Development (CHED) Careers Service Date of compilation Feb 2015 ORGANOGRAM (Adjust as necessary. Include line manager, line manager s manager, all subordinates and colleagues. Include job grades) 17 July 2014 Page 1 of 7 HR191

2 PURPOSE The main purpose of this position is to work with the Careers Service s management team to develop the communication and new media strategies and then take responsibility for the implementation and management thereof. S/he will be responsible for inbound and outbound communications via online and offline channels to ensure messages are conveyed succinctly and professionally with the appropriate tone for the intended audience. The post holder will oversee the marketing and communications function of the Service which will include a heavy emphasis on researching, developing, writing and editing content (online and offline) to enhance the profile and support the work of the Careers Service internally and externally with key stakeholders. S/he will manage the marketing and communications aspect of the Careers Service website and social media platforms integrating with a CRM system with the emphasis on developing the appropriate messages and content for target audiences. S/he will work together with the CS colleagues to ensure that the website, CRM system, social media platforms, UCT APP and other systems are managed in line with UCT guidelines. 17 July 2014 Page 2 of 7 HR191

3 Key performance areas (4 6) (What) Develop and implement a communication strategy for the CS % of time spent JOB CONTENT Activities / Objectives / Tasks (How) 10 To develop, with CS colleagues, appropriate messages and information for different target audiences, benchmarking against leaders in the field. Results / Outcomes (Why) Targeted messages and information are developed; outputs are comparable to best in field Collate and report back monthly on performance statistics for all communications across all channels, using these statistics to plan with CS colleagues how to integrate, refine and improve the communications strategy Performance indicators are monitored and reported and, where opportunities exist, enhancements are planned and implemented 1 Research and keep up to date with changes and advances in social media and websites, benchmark against international best practice and provide advice on new channels and approaches to adopt. Work with CS colleagues to oversee the migration of communications to alternative mediums, as may be required by the communications strategy. Ensure that the communications strategy and its outputs are inclusive and accessible to all Developments are benchmarked, monitored and reported; suggestions made Where necessary, communications are migrated to alternative channels or platforms All CS stakeholders are able to access and participate in communications activities 2 Manage and write Careers Service communications, publications and media 40 To manage, in collaboration with CS colleagues, the research, writing and publishing of all hard copy Careers Service communications and materials, including newsletters for key stakeholders, careers information guides, take away fact sheets, brochures, posters, annual reports, etc. To manage, in collaboration with CS colleagues, the republishing of all on-line content (with a marketing or communications message) to social media platforms, including the website, blog, Instagram, twitter, facebook and any other platforms that may be appropriate for the CS target audiences To manage, in collaboration with CS colleagues, the creation & development of video content for use on the website, UCT advertising sites (videowalls, lightboxes, etc.) and other media platforms Publications would be produced regularly to support the core functions of the Careers Service Online content is produced regularly to support the core functions of the CS Video content is produced in line with the CS communication strategy 17 July 2014 Page 3 of 7 HR191

4 Manage and write Careers Service communications, publications and media (continued) To research write copy, edit, proof, design, outsource printing and dissemination of the hardcopy materials, and the writing, editing, proofing, design and production (including video production) of all on-line material. Ongoing project management of graphic designers, printer and other service providers in video production, publishing or design fields. Communication materials (on and off-line) are produced and disseminated Graphic designers and other service providers in publishing or design fields will be project managed. 2 Develop and implement plans to use communications to generate income for the CS, such as selling advertising space in publications, on lightboxes etc. To oversee the overall project management and production of the annual Careers Service guide involving creation of design look and feel, sourcing article writers, writing & editing copy, stakeholder comments and introduce new ideas/initiatives to the annual publication from inception to sign off/print phase Income is generated for CS Manage and oversee this key annual Careers Service publication 3 Maintain, promote, monitor and protect the CS brand 15 In collaboration with CS colleagues, ensure that the CS presence on digital platforms promotes and protects the CS brand In collaboration with CS colleagues, ensure that all marketing and communications materials reflect the CS brand and that visual imagery and written copy is consistent and reflects the messages to be conveyed Develop communication style guidelines, brand guidelines and writing style guidelines for the different platforms. To maximize attendance at all CS events at UCT by using innovative communications across multiple mediums and spaces (e.g. flatscreens) To advise and support the Careers Service staff to illustrate information in a graphical and statistical manner that can be used for presentations and reporting purposes for internal and external events The CS brand is monitored, protected and promoted on-line and off-line Style, brand and writing style guidelines are developed CS gets breadth of exposure at UCT and elsewhere Graphic visual or other innovative representations of information, data or knowledge will be produced within brand guidelines 17 July 2014 Page 4 of 7 HR191

5 4 Manage Stakeholder Relationships 10 Engage with key stakeholders including UCT internal stakeholders, including students, potential students, faculty leadership, CMD, ICTS All external vendors e.g. graphic designers, printers and video production companies External stakeholders such as employers and parents of students. Conceptualise and manage communication events such as the launch of the CS guide, including liaison with potential stakeholders Attend and contribute to UCT committees concerned with marketing and communications issues, to ensure that the CS is able to identify opportunities and participate in activities which may be arranged by other UCT units (e.g. CHED communications and marketing committee, etc.) Management of stakeholders to communicate Careers Service core business, functions and needs Stakeholders are included in events in order to use face-to-face communication approaches Meetings are attended and information used for the benefit of CS 5 Communicate monitoring and evaluation activities of the service to key stakeholders 15 Collect, review and assimilate service and user data into concise and meaningful weekly / monthly reports and produce CS/CHED annual report for use by: CS staff and management teams to continually integrate, refine and improve the communications strategy CS staff and management teams for annual strategic planning events and quality standards compliance CS staff and management teams for reporting to donors and in fundraising CS staff and management teams for reporting to key stakeholders such as employers & academics Work with key stakeholders and professional bodies to develop processes and procedures to support the collection of Careers Service data and controls to ensure high quality service delivery Research and implement tools and techniques to enhance the metrics and automate the data analytics & communication processes end to end To monitor website and other social media and respond as appropriate to posts by stakeholders. Where there is the potential for reputational risk to CS or UCT, to escalate the information to the CS Director, or management team. Analytics are developed, monitored and used to amend the communications strategy, CS strategy, quality standards as necessary Metrics are developed and data is collected; quality is high Tools and techniques are implemented and automated Online media is monitored and posts from users are answered appropriately. 17 July 2014 Page 5 of 7 HR191

6 6 Supervision of staff 5 Oversight and supervision of the Communications and Design Assistant (in collaboration with the Careers Advisor responsible for interns) The Communications and Design Assistant is assigned work and monitored to ensure that work produced is of a high standard Continuing Professional Development & Ad Hoc Careers Service Functions 5 To engage in appropriate, continuous professional development to include ongoing currency of knowledge and technical expertise required for the post There is an awareness of emerging media trends and participation in training / development to implement same 7 Benchmark, research and Identify/support new, existing and potential projects within the Careers Service to enhance existing provision Contribute to the CHED Communication & Marketing strategy & committee activities Undertaking any other duties as identified by the Careers Service Management team Careers Service operations will continuously improve. 17 July 2014 Page 6 of 7 HR191

7 MINIMUM REQUIREMENTS Minimum qualifications Relevant Bachelor s degree or equivalent qualification Minimum experience (type and years) Requirements include: Relevant Bachelors degree or equivalent qualification Minimum 5 years experience in new media, marketing and / or communications Proven experience of researching, writing and developing corporate/organizational or educational communications / public relations materials and copywriting/editing, promotional writing Experience in contributing to strategic work Working experience of a web content management system Exposure to a communication or CRM system Demonstrated knowledge and ability to work across multiple social media platforms Strong understanding of integration of new media and traditional communication channels Ability to assimilate, analyse and present data and information Exceptional oral and written communication skills Ability to successfully multi- task and prioritise High level of attention to detail Experience of working on cross functional multiple projects Advantages include: A relevant post-graduate qualification Experience in the educational sector particularly Higher Education Knowledge of UCT systems Knowledge of Drupal Presenting information for educational purposes to assist learning. COMPETENCIES Competence Level Competence Level Analytical thinking / Problem solving 3 Information management 3 Client/student service and support 2 Professional knowledge and skill 3 Conceptual thinking 2 Written communication 2 Impact/Influence 2 AGREED BY PRINT NAME SIGNATURE CONTACT NO. DATE Job Holder Line Manager HOD 17 July 2014 Page 7 of 7 HR191