University of London Job Specification

Transcription

1 University of London Job Specification Job Title: Department: Section: Level: IT ommunications and Engagement Officer Information and ommunications Technology (IT) IT usiness hange and Quality Assurance 05 (TS) This role is based in the Information and ommunications Technology Department and liaises with colleagues and stakeholders at all levels throughout the University to communicate the work of the IT Department and engage with people about IT projects and initiatives. Job Purpose: The role is designed to help ensure the success of IT work by engaging with stakeholders about new developments, encouraging participation in initiatives and supporting colleagues through the process of change. This role forms part of the IT usiness hange function whose aim is to allow stakeholders to fully exploit the advantages of IT-related change by helping to ensure maximum acceptance of new technology and by minimising resistance to new ways of working. Job ontent: The post holder will develop and deliver a range of engaging communication materials in order to publicise the work of the IT Department to stakeholders and explain how technologyrelated changes are likely to affect them. The post holder will work closely with the Senior IT usiness hange Manager and other colleagues to assess the business benefits arising from IT programmes, projects and initiatives and document these in a format suitable for a range of intended audiences. The post holder will also provide practical assistance to colleagues within IT with organising meetings and events, supporting change management activities, servicing a range of formal and informal meetings and undertaking general administrative duties. 100%

2 1. reation of ommunications Materials 1.1. To research, create, design and edit written content for IT communications, using the intranet/web, updates/newsletters, print-based publications, event invitations and social media (as appropriate) to support engagement with stakeholders and internal audiences, using judgement to ensure content is in line with the IT Department s key messages, strategic priorities, the University s accessibility policies and visual identity and writing guidelines and established good practice To plan, coordinate and schedule communications output from the IT Department, establishing and managing a calendar and liaising with colleagues within the team and the wider University as required, to ensure targeted, timely and effective delivery of communications content To research and employ effective, up-to-date techniques to create engaging and accessible content for IT communications and engagement activities, using innovating and creative approaches in order to maximise reach and audience engagement To implement appropriate methods to gauge awareness of IT communications and engagement activities, to measure their impact and effectiveness and to feed the outcomes of this analysis into future work To work proactively with the Senior Management Team to elicit content for communications and to provide regular updates on communication and engagement activities, alongside evaluations of impact and feedback from participants/recipients To create high quality and well-designed presentational materials for IT meetings and events. To also sense-check and review for inconsistencies committee papers, presentations and formal reports, as required, on behalf of the IT Senior Management Team. 2. Support for Meeting and Events 2.1. In collaboration with colleagues, to support the organisation and delivery of IT meetings and events, including managing practical arrangements such as room bookings To provide administrative support for meetings, including the collation and distribution of papers, note-taking and production of accurate and timely minutes. 3. Stakeholder and hange Management 3.1. To research and analyse stakeholder groups, being cognisant of impact and influence across IT programmes, projects and services in order to ensure that communications are targeted appropriately and are effective as possible To develop an understanding of specialist hange Management theory, techniques and tools in order to inform communication and engagement activities.

3 3.3. To work with the Senior IT usiness hange Manager to assess change readiness and areas of potential change fatigue to develop appropriate tactics for communications and engagement activities To manage processes for the elicitation of feedback from stakeholders and end users and coordinate the delivery of action plans for responding to their input. 4. Project Awareness 4.1. To proactively engage with project and programme managers and other IT colleagues to understand developments across the IT Portfolio and to keep abreast of news that should be disseminated to stakeholders and colleagues in the wider University. 5. enefits Management 5.1. Working with senior colleagues, to support the process of mapping and reporting on intended benefits from IT initiatives programmes, projects and initiatives, so that decision-makers are kept informed of the progress of benefits realisation and evaluation. 6. General 6.1. To act as an ambassador for the IT Department and as a champion for change where appropriate, in order to build the profile of the team and raise awareness of IT work and the role of the IT usiness hange and QA team To engage with team development and individual capability building activities, participating in appropriate learning opportunities and sharing good practice and information from the external environment To undertake general administrative duties in support of the IT Senior Management team, as required To actively follow and promote the University of London policies, including the University's Dignity at Work and Equal Opportunities Policy To maintain an awareness and observation of fire and health and safety regulations To undertake any other duties consistent with both the grade and scope of the post To undertake any other duties reasonably required of the post-holder by the reporting manager. Reports to: Responsible for: Additional demands of the role: Senior IT usiness hange Manager N/A N/A

4 EXPERIENE & PERSONAL QUALITIES Person Specification Essential: Experience of writing engaging content for a diverse range of communications, ideally including online content. The ability to understand the impact of change in a complex/large/international organisation with a diverse set of cultures and divergent departments/sites. Strong political awareness and business sensitivity, with the ability to work effectively with diverse groups of colleagues and stakeholders at all levels. Also, the ability to understand differing perspectives and work with colleagues whose professional objectives may differ from your own. The ability to assimilate new/technical information quickly, understand the implications of IT-related change and translate this for a lay audience. Outstanding interpersonal skills, including the ability to work collaboratively with colleagues as part of a team and to build effective working relationships across the wider organisation. Very strong planning and organisational skills with the ability to manage time effectively, and deliver multiple projects with competing deadlines. Excellent attention to detail, with the ability to spot inconsistencies in visual and written content. The ability to think creatively and develop new ways to communicate with colleagues and stakeholders. Proactivity in contributing new and innovative ideas, identifying opportunities for enhancement and owning and resolving problems to their conclusion. An interest in the aims of higher education. An enthusiastic and professional approach, with the ability to act as an ambassador for the Department. Desirable: An interest in new technologies (including digital communications and educational technologies) and how these can be used to benefit people and organisations. Previous experience of working in a higher education institution, or comparable sector. TEHNIAL KNOWLEDGE & SKILLS Essential: Exceptional communication skills, including excellent written English and the capacity to manage all interactions in a professional manner using sensitivity, diplomacy and tact. Strong IT skills and ability to use appropriate specialist design software (e.g. Adobe Photoshop), content management systems and communications software, along with standard word processing and spreadsheet software, such as Microsoft Office Word and Excel. Excellent proof-reading skills, with the ability to spot errors and ensure accuracy. Minute taking skills and the ability to summarise key action points accurately and convey complex information succinctly. Data visualisation and/or design skills. Excellent presentation skills.

5 Desirable: An understanding of change management theory, tools and techniques. An understanding of Information and Educational Technology solutions used within higher education. Knowledge of specific corporate systems currently used by UoL. EDUATION & PROFESSIONAL QUALIFIATIONS Essential: Educated to degree level in a relevant subject, or equivalent professional qualification, or relevant comparable work experience. Desirable: A recognised communications and/or design qualification, or equivalent professional experience. A professional proof-reading qualification.

6 ompetency Requirements Essential Desirable Adapting to change reativity and innovation ustomer focus Interpersonal understanding Organisational commitment Proactivity and planning Problem solving and decision making Resilience Self-development and commitment to learning Striving for excellence Working collaboratively with others ompetencies are scored on an A-D scale, with D representing the highest demonstration of the competency. For further information on each of the competencies and relevant levels, please us at ulrecruit@london.ac.uk