Post Profile - Downe House

VACANCY INFORMATION PACK
COMMUNICATIONS MANAGER
ABOUT THE DEPARTMENT
The Foundation Office is situated in the heart of the School. It exists to link past and present
members of the Downe House community through effective communication, a varied
programme of events, the acknowledgement of achievements, collaborative planning and
active fundraising. We promote an atmosphere where all community members benefit from
initiatives which are designed to be informative, enjoyable, valuable and inspirational. By
embracing the principles of our founder, Olive Willis we aim to keep the spirit and ethos of
the School at the heart of all that we do.
The Marketing and Communications function at Downe House falls under the Foundation
Office umbrella and the Communications Manager will work as a member of the wider team.
Increasingly more schools are recognising the importance of strong PR and marketing in the
highly competitive independent sector, and there is a high expectation from our ‘customers’
(both current and future) that we are able to produce quality information and communicate
effectively in a variety of ways. In addition we are operating in a competitive marketplace
and the success of the School relies upon us continuing to develop a proactive Marketing
and PR strategy.
The Marketing and Communications Team are also key in supporting and promoting a
number of exciting initiatives. For example the School has a ‘Ten Year Vision’ which focuses
on enhancing, expanding and developing our facilities in an ambitious but measured way
and ensuring that we are able to recruit and retain the best staff . Some of the key projects
that form part of the ‘Downe House Vision’ that are under consultation and development
are:
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A new Lower School Boarding facility - creating pastoral unity opening in 2015
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A centre for learning - creating a heart and soul for our community for sharing
learning and enrichment
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An enhanced Music School- significant improvements for our talented musicians
and staff
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A new Creative Arts Centre - bringing together Art and Design in an inspirational
setting
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Staff Accommodation - enhancing the provision for residential staff and their
families
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Bursaries and Legacies - broadening access to Downe House
Communications Manager
April 2015
ABOUT THE ROLE
As Communications Manager you will help to ensure we retain our position as a major
player in the independent education sector and help to continue to develop our brand
globally. This is a pivotal role and the post-holder will take the lead in developing and
delivering outstanding communications and public relations material and will build and
maintain excellent relationships with all key stakeholders, both internal and external.
Your success will require excellent communication skills, the ability to think strategically and
to work within a dynamic and developing team. You will need to be able to communicate
your vision to a wide audience and be capable of building confidence in your approach and
insight into communications and PR issues.
In return, Downe House offers a diverse, creative and supportive working environment,
generous annual leave, pension scheme and a strong commitment to your ongoing personal
development.
The post holder will work closely with the Director of Admissions, the Admissions
Department and the Foundation Office. In total there is a team of 12 members of staff who
have a direct and important role to play in the School’s external relations function.
The Communications Manager will report directly to the Assistant Headmistress
(Foundation) and will work closely with the Leadership Team to deliver the School’s
Strategic Development Plan.
Communications Manager
April 2015
JOB DESCRIPTION
JOB TITLE
Communications Manager
LINE MANAGER
Assistant Headmistress (Foundation)
PRINCIPAL RESPONSIBILITIES
As well as having an instinctive ‘feel’ for the market, the Communications Manager will need
to keep abreast of matters relating to education in general, to the independent sector and
to Downe House in particular.
a) To support the needs of staff and pupils to communicate effectively and market
themselves and the School to the best possible advantage.
b) To develop, manage and oversee the Downe House strategic communications plan and the
Department’s annual operational plan.
c) To oversee the communications and PR activity across all departments (teaching and nonteaching) providing guidance, ideas and direct input as appropriate.
d) To work closely with all front facing departments to ensure that the Downe House brand is
used appropriately and effectively, and that our PR activity clearly communicates the vision
and values of the School.
e) To work closely with the Director of Admissions to deliver and develop the Prep School
Marketing strategy and to assist in the development of key overseas markets and agency
relationships.
f) To support and guide the staff, School-wide, to ensure effective and high quality internal
and external communications including identifying opportunities for stories and events.
g) To be the custodian of the Downe House Brand and to refine and add to the School’s
marketing and communications collateral where required.
h) To liaise with and answer enquiries from media, individuals and other organisations with
sensitivity and suitable judgement.
i) To lead the preparation of press releases, regular liaison with local and national press, and
coordination of copy production for marketing supplements and educational magazines.
j) To oversee and further develop the use of Social Media (School-wide) as a means of
communication and PR.
k) To complete market and competitor research and analysis by conducting regular market
audits, benchmarking and analysis.
Communications Manager
April 2015
l) To oversee the content and development of the Downe House website.
m) To liaise with the Admissions and Foundation teams regarding marketing material (print
and digital) for prospective parents and pupils, and to actively contribute to the
preparation and delivery of high quality material to support the future of Downe House.
n) To provide PR and communications expertise for the Ten Year Vision, and assist the
Assistant Headmistress (Foundation) to promote and develop the fundraising efforts of the
School.
o) To develop, collate and edit creative, well-written material (and edit copy written by others)
for a variety of media such as the website, newsletters, press articles, publications and
advertisements and to develop this using the full range of available media.
p) To identify key events in the School’s calendar and liaise with pupils and staff to gather the
relevant details for the website, School newsletters, press releases and other promotional
material.
q) To attend internal and external events throughout the year to support the promotion and
development of Downe House and to report on these events as appropriate.
r) To help prepare and edit content for the weekly electronic newsletters from the School in
collaboration with the Administration Manager.
s) To provide guidance to the School’s Publicity and Media designer to compose, edit, design,
and produce a range of high quality publications throughout the year.
t) To prepare and supervise the production of publicity material including promotional
videos, photographs, presentations and multimedia programmes.
u) To liaise with external design companies and print houses to manage the production
process and ensure that material is produced on time and to a high quality.
v) To ensure the School’s entry in online and printed school directories is up-to-date and
accurate.
w) To work with the Marketing and Communications team to identify, devise and coordinate
photo opportunities and monitor that events are being covered by staff and/or pupils.
x) To manage the workload of the School Photographers (staff and pupils) and to book
external photographers as appropriate.
y) To ensure that the Department manages a well catalogued photographic library, for
promotional use in whatever form.
z) To oversee the archiving of digital and print material in liaison with the School’s Head of
Archives.
aa) To coordinate, oversee and evaluate opportunities in the local and national press and to
seek out editorial space in appropriate magazines and publications.
bb) To manage the annual Department budget effectively and efficiently.
cc) To continue to develop and support the awareness of the importance of effective
communication and PR amongst all staff.
dd) To work closely with the Assistant Headmistress (Foundation) to continue to develop and
evaluate the communications and PR objectives and strategies.
ee) To actively contribute to the wider life of a busy boarding school.
Communications Manager
April 2015
CHILD PROTECTION
Downe House is committed to safeguarding and promoting the welfare of children and young
people and expects all staff to share this commitment and adhere to, and comply with, the
School's Safeguarding and Promoting the Welfare of Children policy and procedures at all times.
HEALTH AND SAFETY
All staff at Downe House are required to remain vigilant, observe all relevant Health and
Safety policies and procedures, take reasonable care of their own and others’ Health and
Safety, report all accidents and incidents, raise concerns through their line managers, and
address minor physical problems by reporting them as maintenance requests through the
School’s internal IT reporting system (MERLIN).
EQUALITY AND DIVERSITY
Staff at Downe House are expected to promote equality of opportunity for all girls and staff, both
current and prospective, and to support an environment that values diversity.
DATA PROTECTION
All staff at Downe House have a responsibility to ensure that data they are responsible for is
accurate and appropriate to the needs of the School, and that they are responsible for ensuring
any personal data processed for any purpose or purposes in connection with their role at the
School, shall not be kept for longer than is necessary for that purpose or those purposes in
accordance with the Data Protection Act 1998.
Note: This job description is not a comprehensive definition of the post. It will be reviewed as
part of the cycle of appraisal, and it may be subject to modification or amendment at any time
after consultation with the holder of the post. Further guidance on the duties and
responsibilities of members of staff is found in the Staff Handbook and on Merlin.
Communications Manager
April 2015
PERSON SPECIFICATION
REQUIREMENTS FOR THE ROLE
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Qualification to degree level and/or relevant professional qualifications.
Public relations, communications and marketing experience is essential.
Knowledge of, and an understanding of the independent schools sector is highly desirable.
The ability to influence, motivate and persuade at all levels.
Vision, creative flair, commercial acumen, confidence and commitment.
An outstanding communicator, a confident and accomplished presenter familiar with all
media both digital and traditional.
Highly literate and numerate, with strong appropriate IT skills and a keen eye for detail.
Meticulous proof-reading skills.
A track record of delivery combined with proven organisational skills, capable of
multitasking and delivering to tight deadlines.
Expertise in developing both strategic and tactical plans, and of managing budgets.
Effective problem solver and flexible team player, with the ability to plan ahead.
Excellent interpersonal skills; discrete with a sense of humour combined with the ability to
remain calm and cope with the unexpected.
A good listener who encourages dialogue; receptive to new ideas.
Sensitive to culture with the flexibility to adapt, initiate, build, cultivate and nurture
effective relationships.
Gravitas and credibility with the presence necessary to earn the respect of those within
and beyond Downe House.
Stamina, resilience, a balanced approach, a sense of humour and intellectual flexibility.
Determination, initiative and tenacity to champion Downe House with passion and
conviction to all audiences.
Strong work ethic and sense of responsibility.
A full understanding and commitment to the lifestyle of a busy full boarding school.
Availability and willingness to commit to the hours/demands of the job (including
occasional overseas travel).
Flexibility and desire to make an active contribution to the wider life of the School by
attending events and getting under the skin of what it means to be a ‘Downe House girl’.
Commitment to own professional development and learning.
Communications Manager
April 2015
TERMS, CONDITIONS AND BENEFITS
Downe House offers a range of benefits and competitive terms and conditions as outlined
below.
Salary
You will be paid on the Downe House pay scale, and your salary will be circa £35,000£40,000 per annum dependent on your experience and agreed on appointment by the
Headmistress. The School normally reviews salaries on an annual basis and any pay awards
agreed by the Board of Governors’ are implemented annually in September.
Salaries are paid by direct transfer into your bank account by the Bursary on the last Friday
of the month.
Working Hours
Due to the nature of the role the Communications Manager will be expected to work flexibly.
Normal office hours will be 37.5 hours per week Monday to Friday, but there will be a
requirement to work evenings and weekends from time to time to support School events.
Where significant additional hours are required then time off in lieu will be given, but not
necessarily on an hour for hour basis.
This post will work throughout the year including school holidays.
Probation period
During your first 6 months of employment you will be on a probation period . This period is
designed to give both you and the School the opportunity to assess your suitability for the role.
You will meet with your line manager (the Assistant Head - Foundation) on a regular basis and
receive feedback on your progress and discuss your training and development needs.
Notice period
Your notice period during the probation period will be two weeks on either side. On successful
completion of your probation period this will increase to two months on either side.
Pension
After successful completion of 3 months employment, you will be automatically enrolled into
the School’s Group Stakeholder Pension Plan with Aegon Scottish Equitable to which the
School will contribute the equivalent of 9% of your salary if you contribute a minimum of 3% of
your salary. Lower contributions are also available in line with statutory guidance.
Communications Manager
April 2015
Holidays
You will be entitled to 25 days’ annual leave per year plus public holidays that fall within the
School holidays (normally seven of the eight public holidays).
In addition there may be additional holiday during the Christmas period if the School closes
between Christmas and New Year. This will normally be three additional days and you will not
be required to use your annual leave entitlement. It should be noted that this Christmas
holiday is non-contractual and cannot be guaranteed.
Sick Pay
On successful completion of the 6 month probation period, you will be eligible for sick pay
under the School’s occupational sick pay scheme. This will be as follows
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Up to two weeks full and two weeks half pay during your first year of employment.
Up to one month full and one month half pay in your second year of employment.
Up to two months full pay and two months half pay in your third year of employment.
Up to three months full pay and three months half pay in your fourth year of
employment onwards.
Meals and Refreshments
During term time we provide freshly prepared, nutritious meals in the Main Dining Hall and
the Sixth Form Dining Hall, and a wide choice is normally available. Refreshments are also
available throughout the day. Meals and refreshments are free of charge.
Parking
There is plenty of free on-site parking available.
Smoking
Smoking is not allowed in any of the School buildings or on the School site. A designated
smoking area is situated on site next to the Estates Department and this is the only area in the
School grounds where staff are permitted to smoke.
Disclosure and Barring Service checks (DBS)
Due to the nature of your role working in a boarding environment with young people, you will
be required to undergo an Enhanced Level DBS check. During your employment it will also be
important for you to keep us fully informed of any changes that take place that could affect
your DBS status.
Communications Manager
April 2015
Staff Facilities and Social Events
Various sports facilities are available on site that can be used by staff at agreed times during
the week. Activities include swimming, gym, tennis and squash. In addition you will be invited
to a number of school social events and functions that run throughout the year.
Induction and Staff Training and Development
You will receive initial induction training when you first join us, with ongoing support and
guidance. Following induction, you will be expected to demonstrate continuous professional
development by attending appropriate internal and external training courses, seminars and
conferences.
We look forward to receiving your application. If you require any further information then
please do not hesitate to contact the HR Department on 01635 204712. Alternatively please
email the HR Director, Kate Tuttle on tuttlek@downehouse.net
Communications Manager
April 2015