T H E S O N G R O O M : P O S I T I O N D E S C R I P T I O N

J O B D E T A I L S : Position Title: M ARKETING AND COM M UNICATIONS COORD INATOR

P O S I T I O N R E P O R T S T O : Director of Market Development

L O C A T I O N : Prahran, Melbourne

V E R S I O N H I S T O R Y Position Description prepared May 2017

J O B P U R P O S E :

Reporting to the Director of Market Development, and working closely with the Marketing and Communications Manager, the Marketing and Communications Coordinator supports the delivery of The Song Room’s marketing, communications and fundraising strategy. The role has a particular focus on driving digital engagement and growth to generate fundraising and sales income from The Song Room’s social enterprise products; create demand for TSR’s music and arts education programs (in schools and online); and building The Song Room brand and causal awareness. The role requires the development and delivery of quality communications materials including eDMs, web content, fundraising appeals content,

presentations, invitations and social media (both organic and paid) and the reporting on the effectiveness and performance of all campaigns.

The role will provide support for public relations activity and is required to identify opportunities for publicity, draft media releases and monitor publicity

received. The successful coordination of events includes the delivery of fundraisers, performances, and VIP and stakeholder functions.

The Marketing and Communications Coordinator is responsible for general administration and implementing and managing systems to ensure information,

merchandise, video, case studies and photographic assets are appropriately stored, recorded and distributed. The role will manage the development and

maintenance of the image gallery, develop case studies, ensure that audio and video libraries, presentation documents and business documents are

maintained and ensure quality control of TSR’s brand.

K E Y RE S P O N S I B I L I T Y A R E A S

Key Position Accountabilities

% of Total Role

Major Standards

The key activities to be carried out.

Outputs:

What are the expected end results?

Measures: How are these results measured?

1. Communications 10% 1. Identify and implement communications activities which promote organisational growth.

2. Deliver and distribute commmunciations materials, including eDMs, DMs, presentation documents and collaterals, in consultation with Marketing & Communications Manager.

3. Collect regular and appropriate content for internal and external communications across the teams.

1. High quality communications materials delivered on time and to budget

2. Ensure correct branding on all communications materials in line with the the brand guidelines.

3. Ensure consistency and high quality of all TSR external brand identity

4. Maintain TSR’s case study, media library and image library to create useable and searchable resources.

5. Store all photographic and video permissions.

1. Communications outputs produced of a high standard.

2. Measurement and reporting of all electronic communications

3. Consistent use of key messages in line with marketing positioning strategy.

4. Highly organised case study library, media library, testimonial and storybank library sourced from progras team.

The role will promote fundraising activity and generate fundraising income with a particular focus on the delivery and growth of appeals and digital, third

party fundraising initiatives. It requires a focus on careful relationship management with a keen eye on the supporter journey including ensuring

appropriate recognition and acknowledgement of donors and supporters.

Note: The broad allocation of time set out for key responsibilities in this Position Description may vary based on the demand of program timing, scheduling or priorities.

4. Collect the organisation’s media assets, including case studies, image library, video and audio libraries.

5. Coordinate the production of various communications materials and assets

6. Develop written external communications consistently and of a high quality.

KE Y R E S P O N S I B I L I T Y A R E A S

Key Position Accountabilities Name the key areas for which the position is accountable

% of Total Role

Major Standards

What are the key activities or tasks to be carried out?

Outputs:

What are the expected end results?

Measures: How are these results measured?

2. Marketing 10% 1. Coordinate the careful storage and management of the organisation’s brand assets, collaterals, corporate brand and usage guidelines.

2. Marketing outputs are effectively communicated to internal stakeholders

3. Provide design and branding support for communications outputs, in

1. High quality brand campaigns delivered

2. Ensure internal and external communications comply with brand useage guidelines

1. Establishment and maintenance of the brand throughout all internal and external communications

2. Design and brand collaterals produced are strongly aligned to TSR corporate brand guidelines.

3. Growth in brand strength and public profile

consultation with Marketing & Communications Manager

3. Digital Marketing 40% 1. Deliver TSR’s Social Media strategy across all social channels,

2. Ensure the organisation’s websites and other related online presence are kept up to date and engaging.

3. Draft and deliver all eDMs

4. Develop relevant content to keep all online platforms engaging and current.

5. Provide analysis of digital marketing campaigns using known metrics and industry benchmarks.

1. Quality fresh and engaging content delivered across all digital channels

2. Ensure all website content is up to date

3. All digital marketing campaigns and activty reported on for continuous improvement and success measures.

1. Strong reach and metrics for digtial and social media activities

2. Successful acquisition campaigns – reach agreed targets for social media growth

3. Increased website traffic.

4. Fundraising 20% 1. Provide support for all TSR fundraising campaigns and activities including project coordination of the annual PlayAir campaign

2. Identify and develop ‘third party’ fundraising opportunities.

3. Generate reports and analytics to further target fundraising opportunities.

1. Enhancement of all TSR fundraising opportunities.

2. Secure fundraising opportunities with community organisations/initiatives (eg. bands, fundraisers).

3. Grow the third party fundraising channel

1. Delivery of PlayAir to budget

2. Agreed targets met for ‘third party’ fundraising.

3. Renewal of fundraising projects and donors

4. Manage third party fundraiser event and provide relationship manangement to third party donors

5. Ensure all fundraising communications materials are of a high quality

6. Develop fundraising comunications materials

5. Events Management 5% 1. In consultation with the external team, develop an annual events calendar incorporating fundraising, marketing and stakeholder engagement events.

2. Ensure consistently high quality and professional management of all events.

3. Develop event invitation process and ensure timely process management and admin

4. Develop inviations and presentation materials for events.

1. All fundraising and VIP events are planned, produced and managed according to the TSR event process and protocols.

2. Events held/participated in that raise The Song Room’s profile.

3. Events held/participated in enhance VIP and stakeholder engagement.

4. Event invitations, guestlists and RSVPs managed according to protocols

1. All fundraising and VIP events are executed smoothly and professionally.

2. An events planning and evaluation process is used for all priority events.

K E Y RE S P O N S I B I L I T Y A R E A S

Key Position Accountabilities Name the key areas for which the position is accountable

% of Total Role

Major Standards

What are the key activities or tasks to be carried out?

Outputs:

What are the expected end results?

Measures: How are these results measured?

6. Online Store 5% 1. Fill all online sales orders

2. Monitor stock levels

3. Coordinate the addition of new product lines and their presentation on the site

4. Deliver the sales strategy

1. Increase sales 1. Online sales met budget

7. Public Relations & Media Support

5% 1. Provide support for media relations as required.

2. Manage the maintenance of media contacts and distribution lists as required.

3. Monitor and collate publicity received

1. Coordinate all public relations events as agreed and scope for new opportunities.

2. Proofing and editing support of all TSR media relations.

1. Rate and quality of exposure and delivery of PR and publicity targets

2. Introduction of exposure metrics to access PR activity.

K E Y RE S P O N S I B I L I T Y A R E A S

Key Position Accountabilities Name the key areas for which the position is accountable

% of Total Role

Major Standards

What are the key activities or tasks to be carried out?

Outputs:

What are the expected end results?

Measures: How are these results measured?

9. Admin and Other Duties

5% 1. Ensure high level of data integrity, processes and reporting

2. Other duties may be assigned based on the needs of the organisation and the employee’s available time.

1. Competent management of additional assigned duties.

1. Evaluation of assigned work by Director of Corporate & Government Relations

S K I L L S , K N O W L E D G E & E X P E R I E N C E :

Qualifications: what are the minimum educational, technical or professional qualifications required to competently perform role

Completion of a degree or higher qualification in a relevant area with at least three years marketing, communications and/or fundraising experience. Event management experience desirable

Experience: Good working knowledge of communications strategies, channels and stakeholder/user groups.

Proficient with a wide range of social media and eMarketing tools

Up to date with social media and digital marketing trends

A good knowledge and understanding of front and back ends of the Adobe creative suite, Microsoft Office, Wordpress,

Experience with fundraising databases and/or CRM systems.

HTML/CSS experience is desirable, but not necessary

Event coordination experience is desirable

Excellent project management and organisational skills, and ability to manage varied and conflicting demands to agreed standards and timelines.

“Can do” attitude when handling complex situations, results oriented with strong problem solving skills.

A keen eye for detail.

A strong appreciation of The Song Room’s vision, mission and values.

Professional Attributes

Attribute or Capability Level or depth required Why is it required?

Personal Attributes

Self-Disciplined Manages own time to achieve key outcomes. Avoids distraction and diversions

Set tasks and areas of responsibility require good time management and application skills

Flexible Adapts to changing circumstances in the workplace. Prioritizes work and addresses what is most important. Takes advantage of new and emerging opportunities

Priorities change within the fast paced and busy Song Room office.

Collaborative Works with others to achieve common goals. Engenders a spirit of teamwork. Inspires trust.

Will be part of an administrative services team, and a key member of the broader Song Room staff team.

Creative and innovative Finds ways to work better and smarter. Generates options and ideas. Is open to change and alternatives.

TSR has a relatively flat structure in practice and relies on quality improvement input from all as a crucial element to ensure the organisation works optimally.

Capabilities (Level 2) Area Description

Professionalism

Time Management Manages time and uses tools effectively to assist with planning and organising

Taking Responsibility Takes responsibility for work outcomes and assists others to understand role and responsibilities

Communication

Verbal & Written Articulates clear and respectful messages and information to clients/members and colleagues

Writes accurate, clear and informative reports and communications that meet the needs of their intended audience

Leadership & Teamwork

United Understanding Generates ideas for innovation and enhanced working practices to achieve organisational mission

Stategic Focus Contributes to team plans and relates teamwork to strategic objectives

Program management and policy development

Achieving Results Ensures clarity of understanding of required work, fulfils program and project responsibilities, and achieves performance targets

Change and responsiveness

Technology Supports the use of new technology and develops skills to master new technology

Multi-skilling Works collaboratively with people from different disciplines and shares skills and knowledge

Governance and compliance

Strategy Contributes to team work plans and ensures that own work outcomes are achieved

Quality Contributes to enhancement of quality practices and ensures that own work meets quality requirements

Capabilities (Level 2) Area Description

Technical Skills

Microsoft Office & other publishing applications

High level of skills required, including particularly use of MS Excel and other publication software

Adobe software, including Photoshop and InDesign

Skills required to create and maintain communications and design outputs.

Event Administration & Management

Skills and experience in planning and managing events.

Database, Website and Social Media Management for business promotion and development

Comprehensive understanding in the use of databases, websites and social media in a small office environment including proficiency and experience in data entry, website content management and management of a range of social media tools.

K E Y W O R K I N G R E L A T I O N S H I P S : Who is this role is expected to interact with on a regular basis?

Internal Who is this role expected to interact with on a regular basis within TSR?

Role the position interacts with

Frequency Purpose/Nature of contact

CEO As required

Director, Market Development

Daily For direction and support implementing marketing, communications and fundraising projects.

Marketing and Communications Manager

Daily For consultation and support implementing marketing and communications projects.

Donors, fundraising and communications partners, potential partners and other key support stakeholders, media

As required To contribute to building and maintaining networks of supporters, donors, and professional and collegiate networks.

Internal Communications Regularly To contribute to External Team and Communications meetings. To plan and collaborate on organisational priorities and key activities.

Director of Programs Regularly To plan stakeholder engagement events and to input into the event planning and management strategy & events timetable as required.

Range of Staff Members Monthly To oversee quality branding and the delivery of communications materials across the Digital Education, Programs and External teams.

Admin Team As required

D E C I S I O N M A K I N G A N D A D V I C E :

Decisions this role makes alone What types of decisions does this role decide without seeking approval?

This role takes direction from senior staff members but has some discretion in how they go about their roles as well as allocation of her/his own time in the completion of outstanding or urgent tasks as set out in their work plan and organisational priorities.

Advice/ recommendations What types of advice or recommendations does this role provide to other roles to enable those other roles to make decisions?

This role provides advice and recommendations to the Director of Market Development and the Marketing and Communications Manager and the wider External team to enable decisions to be made.

S C O P E :

Financial accountability: Does this role have accountability for or influence on budget/revenue/assets

Direct accountability ($) None. Responsibility for expenditure under the direction of the Director of Market Development.

People responsibility: Does this role have any direct reports or indirect reports (through direct reports)

No. of direct reports None No. of indirect reports – None

FY16 Budget = To be advised

A D D I T I O N A L I N F O R M A T I O N : is there any additional information that needs to be understood to explain this role?

This is a full time position with no paid overtime. However where agreed, additional hours required in the course of work may be taken as time in lieu.

There is no on-site parking available for motor vehicles. The area is well served with public transport.

New appointments to The Song Room undertake a 3 month probationary period.

Duties will be those outlined in this position description. Direct costs incurred in the course of your prescribed duties, such as mileage (other than to / from work) & parking will be reimbursed upon presentation of required documentation. You will be paid on a monthly basis into your nominated bank account retrospectively.