Recruitment Role Profile Form (Template)
Version 1.0
Last amended: February 2011
THE UNIVERSITY OF NOTTINGHAM
Recruitment 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 3
Contract 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
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
% time
per year
50%


2.
Project management for departmental projects



3.







9.
20%
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.
Student and recent graduate engagement

20%
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.
Departmental information and communications

4.
relationships and contacts within the alumni community to create a bank of
knowledge around suitable volunteers. Ensuring the processes for
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.
5%
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.
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.
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5%
Knowledge, Skills, Qualifications & Experience
Essential
Qualifications/
A Level, or equivalent, plus
Education
experience of working in an
administrative support role OR
considerable relevant experience in a
comparable role
Skills/Training
Desirable
Educated to degree level
Proven written communication skills,
with excellent copywriting ability
Knowledge of Raiser’s Edge or a
similar CRM database
Good verbal communication and
interpersonal skills with evidence of
an approachable and professional
attitude
Knowledge and experience of
updating web content using a
CMS application
Proficient in MS Office with excellent
working knowledge of Word, Excel
and Outlook
Building and broadcasting emails
using an html template
PRINCE2 or project management
qualification
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
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
Statutory/Legal
Previous experience in an alumni
relations or volunteer
management role
Previous experience working in a
higher education establishment
Experience of planning and
delivering events
Evidence of an interest in alumni
relations, volunteer management and
fundraising
Experience of project
management
Knowledge or experience of handling
sensitive data and an understanding
of Data Protection legislation
Awareness of University
procedures and relevant
legislation
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Decision Making
i)
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
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 Information
The 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 of
250,000 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):
Date completed:
Debbie Henthorn
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