Marketing and Communications Administrator

Job description

Job responsibilities

Enquiry handling

o Dealing with incoming enquiries from across the organisation and externally to signpost to the right team in an efficient way.

o Point of contact for clinical administrators attending meetings, feeding back to marcomms team on activities and helping to keep lines of communication open between teams.

o Providing cover on press inbox if needed.

o Working with the team to create and send our weekly news round up.

Team support, admin and planning

o Facilitating the local induction and training of new staff to support new starters to feel welcomed, achieve compliance, and get up to speed in their roles.

o Arranging booking of regular Marketing and Communications team meetings.

o Maintaining the team sharepoint site.

o Supporting the team with planning and helping to monitor tasks that come in.

o Supporting the Digital Manager with managing tickets and enquiries to our web developers.

Resources and collateral creation and management

o Supporting the Marketing and Communications Officer to manage the collateral review and management process and assist with archiving.

o Assisting with intranet updates.

o Fulfilling printing and laminating requests.

o Creating posters and templates for retail.

o Creating resources for events eg name tags, signage.

Project-based work

o Working as part of a wider team on projects taking on administrative duties including desk research that supports the smooth running of the project and ensure projects keep to time and budget.

o Managing onboarding of new suppliers and assisting with processing of new contracts, maintaining and renewing of existing contracts and insurance renewals for Marketing and Communications team.

o Raising POs and credit card requests as needed.

Record keeping and reporting

o Supporting the team to compile reports and collect data required for planning, evaluation, and regular performance reporting.

Data Governance

o Handling all data securely and in line with Childrens Trust policy and appropriate legislation.

All staff are expected to:

o Attend and contribute to regular team and directorate meetings and briefings.

o Participate in learning and development, as requested by the Line Manager.

o Work as a supportive member of the team, working on projects that benefit the whole section or Group, providing cover for and training other team members and volunteers, as required.

Management of self and others

o Provide support and guidance to wider members of the team

o Maintain a positive environment

o Role model the behaviours which support the Promises of The Childrens Trust.

o Communicate The Childrens Trust strategies and polices to staff; including coaching, training and developing them, whilst ensuring that they receive regular performance and development reviews

o Adhere to the policies and procedures of The Childrens Trust

o Maintain professional boundaries and professionalism at all times

o To undertake other or additional duties that are within your skills and abilities, as the organisation may reasonably require from time to time Professionalism

o Takes action and raises concerns

o Committed to demonstrating the organisations values and behaviours at all times

Professionalism

o Takes action and raises concerns.

o Adhere to the policies and procedures of The Childrens Trust.

o Maintain professional boundaries and professionalism at all times.

o Committed to demonstrating the organisations values and behaviours at all times.

Health and Safety

o Adheres to all Health and Safety guidelines, principles, and regulations to perform your role and comply with The Childrens Trust policies and procedures.

o Provide evidence of all vaccinations (or medical exemption) required for the post.

o Adhere to manual handling procedures and complete mandatory manual handling training.

o Promotes the health and safety of others.

o Uses the incident reporting and risk assessment system (IRAR), to identify and report risks and incidents/actions if directed.

o Responsible for identifying and mitigating risk within the work environment.

Wellbeing and Emotional Resilience

o Maintains a positive approach and outlook when dealing with change and overcoming challenges and problems.

o Recognises own limitations, develops realistic goals, and uses support network resource when or if necessary.

o Treats challenges and problems as a learning experience.

o Remains organised and focused when under pressure.

o Responds appropriately and effectively to all constructive feedback.

o Motivates self and other.

Person Specification

Qualifications

Desirable

• Educated to A-level equivalent or above.

Experience

Essential

• Administrative experience
• Experience of using Sharepoint and MS Office applications such as Word, Excel and Powerpoint

Desirable

• Customer service experience
• Experience of working with senior staff and with different teams across an organisation
• Experience of creating action plans with timelines
• Experience of using project management systems and planners

Skills & Abilities

Essential

• Excellent attention to detail
• Highly organised with an ability to work to deadlines
• Comfortable reacting to changing priorities
• Ability to work unsupervised & prioritise own workload, seeking guidance where required
• Ability to act with discretion and keep information confidential

Personal Qualities

Essential

• Commitment to the vision and values of The Childrens Trust.
• Flexible and can do attitude to competing commitments in workload.
• Highly motivated and reliable.
• Ability to cope working in a demanding environment.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

The Children's Trust

Address

The Childrens Trust

Tadworth Court

Tadworth

Surrey

KT20 5RU

Employer's website

https://www.thechildrenstrust.org.uk/jobs (Opens in a new tab)