Marketing Assistant 1 JOB DESCRIPTION

Transcription

1 1 JOB DESCRIPTION Faculty / School or Division: Faculty of Social Sciences and Law: Bristol University Press/Policy Press Faculty/School or Division Address: Bristol University Press/Policy Press, 1-9 Old Park Hill, Bristol BS2 8BB Job Family: Professional & Administrative Services Grade: D Salary range: per annum Hours of work: 35 hours per week Contract type: Open ended Work pattern: Full time Vacancy Reference Number: SUPP Main Job Purpose The role of the is to provide general administrative support to the Team with particular emphasis on assisting the with digital tasks. 1.2 Main Statement of Responsibilities Analysis, Reporting and Documentation Gathers data from team activities for monthly Team report for Manager to present at monthly Management meeting Routine setting up relevant files once titles are contracted. Records marketing activities in publishing database. Customer Services & Support Author Services and Team Support Page 1 of 6

2 Provides administrative help to the Team including database updating, printing and sending flyers, maintaining documents on the share drive, record keeping. Sends out and log review copies to journals and magazines, including for rights purposes as requested. Sends out requests for marketing questionnaires, and chase for responses. Respond to requests for publicity materials to be sent out. Gathers testimonials for promotional material, sending out typescripts as required and chasing for responses. Assists with the administration of direct mail campaigns, including updating the contact database with new details and sending back mailing returns. Maintains the prizes spreadsheet with suggested prizes to submit books. Assists with maintaining the e-newsletter database and other website tasks as directed by the. Logs, circulates and publicises book reviews as received, notifying the authors and our marketing partners. Prepares monthly announcements of forthcoming titles for interested third parties, such as library databases and event partners Prepares the monthly e-newsletter under the supervision of the and responsible for ensuring this is distributed. Prepares subject e-marketing and listserv posts for team members using templates Schedules routine monthly social media posts and special promotions on request Produces marketing publicity materials (standard flyers and adverts), including checking details on publicity materials against the database, arranging printing where relevant. Chases authors using template for outstanding Abstract and Keywords lists for triannual uploads to ebook platform Providing administrative support for journal marketing within standard procedures, including logging journal contributor records on database, sending out marketing promotional materials, scheduling monthly social media for journals. Provides any other administrative assistance to the Team as required. Planning & Organising Prioritises own day-to-day work within defined parameters to ensure deadlines are met. Juggles multiple deadlines in many areas of the work, prioritising those most urgent and seeking guidance where there are conflicts. Conference logistics: books exhibitions, packs and sends display materials to events and conferences and arranging collection afterwards. Maintains the conference and book launch schedule in liaison with the Manager. Assists with the administration Page 2 of 6

3 of special promotions, displays and/or inserts of flyers at conferences and in journals or via external organisations mailings/websites, all following established procedures Manages the book and conference equipment stock in Policy Press s storage room and help with archiving as required. Liaison Builds working relationships with colleagues internally and externally including authors, editors, suppliers and conference organisers and communicates effectively Liaises with colleagues to contribute to the achievement of work objectives. Good communication skills as often first point of contact with authors for routine enquiries Decision Making Responds to regular and routine queries and prioritises own tasks as necessary. Problem Solving Resolves routine problems within his/her area of work, drawing on clear guidelines or a choice of established procedures, requesting support from colleagues as needed. Continuous Improvement Works with line manager and colleagues to develop administrative abilities and competence. As part of the Team, contribute to the improvement of marketing administrative processes People Management N/A 1.3 Relationships Line manager: Manager Line manager to (where appropriate): N/A Page 3 of 6

4 1.4 Organisation Charts Chief BUP/PP Head of Commissio ning Journals Director Finance Manager Director Sales and Director Publisher/Seni or Commissionin g Editor x 3 Journals Data Manager Sales Manager Manager Commissionin g Editor x 2 Journals Senior Editor x 2 Sales Associate Commissionin g Editor/Assista nt Editor x 2 Administrative Editor x 1 Sales Administrator x2 Coordinators x 2 (+2) Editorial x 2 Sales 1.5 Job Hazards/Safety Critical Duties (Pre-employment health screening) NOT APPLICABLE 2 PERSON SPECIFICATION 2.1 Relevant Experience, Skills and Knowledge Proven experience of support for conference and event organisation Proven experience of managing a busy event schedule Proven experience of working in an administrative or clerical role in a busy office environment Good organisational skills Proven ability to work to deadlines Page 4 of 6

5 Good levels of literacy and numeracy Experience of data entry and/or using database systems Accuracy and attention to detail Proficiency in Microsoft Office, especially Word and Excel. Experience of work in a publisher or similar environment (e.g. academic department) Some experience of marketing work Interest in marketing Experience and knowledge of social media 2.2 Relevant Qualifications Education to GSCE level or equivalent 2.3 Communication and Interpersonal Skills Good written and verbal communication skills Ability to communicate with people at all levels Good team work skills Good customer service skills Strong social media skills 2.4 Additional Criteria Motivated, enthusiastic and conscientious Willing to provide support across a range of diverse tasks Page 5 of 6

6 3. Key Contacts Contact Type Kathryn King, Manager Jo Greig, Sales & Director Page 6 of 6