Recruitment

Recruitment Role Profile Form (Template)Version 1.0Last amended: February 2011

THE UNIVERSITY OF NOTTINGHAMRecruitment Role Profile Form

Job Title: Alumni Relations Officer

School/Department: Campaign and Alumni Relations Office (CARO)

Salary: £22029 – £26274 per annum, depending on skills and experience. Salary progression beyond this scale is subject to performance.

Job Family and Level: Administrative, Professional & Managerial Level 3Contract Status: Permanent

Hours of Work: 36.25 per week

Location: Portland Building, University Park, The University of Nottingham

Reporting to: Alumni Relations Manager

Purpose of the New Role:This key position in the Campaign and Alumni Relations Office (CARO) will provide essential project management support to the Alumni Relations operation, enabling a greater level of departmental alumni engagement. Acting as a first point of contact for all enquiries from professional and academic departments, this role will deliver tailored alumni relations and communications activity.

This activity will deliver increased alumni engagement and inspire alumni to make contributions to employability, the student experience, teaching and learning and internationalisation. The Alumni Relations Officer will play a key role in transforming our approach to departmental alumni engagement, improving the alumni offer, encouraging increased levels of contribution – both financial donation and volunteering.

Main Responsibilities % time

per year

1. Support for schools and departments

Primary contact for all enquiries from academic or professional services departments, providing support for all tailored alumni engagement activity.

Proactively build relationships with colleagues at a faculty, school and departmental level involved in alumni relations and promote the work of CARO. Work closely with colleagues from External Relations and the Careers and Employability Service (CES), both centrally and based in schools, to co-ordinate on all activity involving alumni.

Provide practical assistance with relevant departmental events involving alumni, assisting with the event planning and delivery, co-ordinating the invitation and registration process, and support during the event.

Work closely with the Head of Volunteering to support colleagues seeking alumni volunteers, advising them on procedures, promoting these opportunities to alumni, to recruit the volunteers needed. Build relationships and contacts within the alumni community to create a bank of knowledge around suitable volunteers. Ensuring the processes for

50%

recruiting and stewarding volunteers are upheld. Assist with developing best practice guides, service level agreements and

support material for colleagues in schools and departments. Record and monitor the level of departmental enquiries and activity and

contribute to the development of related systems and procedures.

2. Project management for departmental projects

Provide project management support for the delivery of key pilot projects with academic schools and internal departments and expansion of activity with these and/or other academic schools moving forward.

Arrange meetings, record minutes, update schedules, give project status updates and provide general support for each of the pilot projects.

Co-ordinate and deliver activity for the resulting bespoke alumni and volunteer engagement plans to support student recruitment, teaching and learning, the student experience and employability.

20%

3. Departmental information and communications

Liaise with colleagues in the CARO Communications teamto deliver segmented alumni communications on departmental or volunteering matters.

Responsible for scheduling all departmental communications via email, social media, online and in print as well as building and broadcasting emails using our online system Net Community in agreement with the CARO communications team.

Support departmental social media activity and develop, update and maintain relevant webpages.

Respond to requests from departments for information, liaising with the Information Management Team to create reports of alumni and volunteer data.

Ensure that alumni updates are added to the Raiser’s Edge database in a timely and efficient manner and all alumni engagement and volunteering activity is recorded.

Ensure all work carried out is done in accordance with Data Protection legislation, University policies and best practice. Refer issues to the Head of Information Management as appropriate.

20%

4. Student and recent graduate engagement

Support alumni relations activity at the University’s Open Days, Welcome Week and other initiatives connecting alumni to student groups.

Represent the Alumni Relations team at Graduation and provide practical support for the delivery of the recent graduate careers project.

Contribute to plans for developing increased student engagement activity.

5%

9. Other Duties Continually review existing working practices and make recommendations

for improvement to Alumni Relations provision, in accordance with Data Protection legislation.

Provide general support to members of the Alumni Relations team and carry out any other duties as may be required.

5%

Knowledge, Skills, Qualifications & ExperienceEssential Desirable

Qualifications/ Education

A Level, or equivalent, plus experience of working in an

Educated to degree level

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administrative support role OR considerable relevant experience in a comparable role

Skills/Training Proven written communication skills, with excellent copywriting ability

Good verbal communication and interpersonal skills with evidence of an approachable and professional attitude

Proficient in MS Office with excellent working knowledge of Word, Excel and Outlook

Excellent attention to detail, the candidate should be meticulous in their approach

Good organisational and time management skills with ability to prioritise workloads and deliver on multiple activities simultaneously

Ability to work in a team and under own initiative

Evidence of a positive and enthusiastic approach and willingness to learn

Knowledge of Raiser’s Edge or a similar CRM database

Knowledge and experience of updating web content using a CMS application

Building and broadcasting emails using an html template

PRINCE2 or project management qualification

Experience Previous experience in a project management role

Experience dealing with a wide range of internal stakeholders

Experience of working with large, complex databases and mining data to create reports

Evidence of an interest in alumni relations, volunteer management and fundraising

Previous experience in an alumni relations or volunteer management role

Previous experience working in a higher education establishment

Experience of planning and delivering events

Experience of project management

Statutory/Legal Knowledge or experience of handling sensitive data and an understanding of Data Protection legislation

Awareness of University procedures and relevant legislation

Decision Makingi) taken independently by the role holder Dealing with routine enquiries and re-directing enquiries from alumni as appropriate Organisation and prioritisation of own day-to-day workload. Updating the Raiser’s Edge

database to maintain accurate alumni records, ensuring compliance with the Data Protection Act

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ii) taken in collaboration with others Complex enquiries Event planning and delivery, support on initiatives and projects Running queries and exports on the Raiser’s Edge database, in conjunction with the

Information Management team, to inform programme design

ii) referred to the appropriate line manager by the role holder Any new working practices or procedures Prioritising workload if clashes of deadlines occur

Additional InformationThe role is pivotal to the efficiency and effectiveness of the Campaign and Alumni Relations Office. The role will assist CARO in achieving its objective of increased levels of contribution, both financial donation and volunteering for the University in a professional and co-ordinated manner.

The Alumni Relations Officer will enable an increased and deeper level of departmental alumni engagement and provide much-needed support to colleagues in academic and professional service departments across the University. With the alumni community now consisting of250,000 individuals across the world, this role will enable interaction with an increased number of alumni through tailored alumni relations and communications activity. In turn, this activity will inspire more alumni to support the student experience, internationalisation, student recruitment, employability and teaching and learning. The Alumni Relations Officer will play a key role in transforming our approach to departmental alumni engagement, improving the alumni offer, encouraging increased levels of contribution – both financial donation and volunteering for the University.

Head of School/Department (or nominee):

Debbie Henthorn

Date completed:

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