Reporting to / Head of Community Engagement
Employees reporting to role / -
Financial Responsibilities / -
Purpose of Job / To provide administrative support and assistance to the Community Engagement initiative within the Department for External Engagement.
Key responsibilities and accountabilities
General
· To provide general assistance as required for the continued development and growth of the Community Engagement programme.
· Provide PA support to Director of Public Engagement as required.
· Front line representation of the Community Engagement team by email or telephone.
Specific
· Support the Director of Public Engagement with calendar bookings, meeting documents, minutes and document creation.
· Front line representation of the community engagement team, to respond quickly and politely to phonecalls and emails from and signpost them to the relevant member of staff.
· Providing Team administrative support including room and travel bookings, updating mailing lists and event planning.
· Liaising with the Marketing team for copy, images, quotes from suppliers and general marketing collateral.
· Maintaining the Team events calendar on SharePoint, and revising the project plans as required and sharing the revised documents.
· To add purchase orders onto the Purchase Management system for activities relating to Community Engagement and general financial administrative support.
· Create and maintain data files, keeping regional spreadsheets updated and loaded centrally on Sharepoint.
· General events support off-site at Community Engagement events.
· Online survey and newsletter creation, distribution and data analysis using Mailchimp and Survey Monkey.
· Flexibility with some evening and weekend working.
Key contacts and relationships
· Director of External Engagement and Development
· Head of Community Engagement
· Community Engagement team
· Communications and Marketing team.
· Foundation Co-ordinator
· Finance
· Internal and External stakeholders.
Knowledge & qualifications/experience required
· 5 GCSE passes of C or above including Maths and English.
· Flexible and friendly approach to work and people.
· A team player
· Interest in community engagement, events and heritage sector
Competencies & Key Skills (functional/technical)
· Excellent telephone manner.
· Good keyboard skills with a good knowledge of Microsoft Office packages specifically Excel, Word, Outlook, SharePoint and PowerPoint.
· Database knowledge and experience, confident with spreadsheets
· Planning and organisation, ensuring that tasks are completed on time and to the required standard.
· Must be able to work on their own initiative.
Date of Preparation 1
March 2016