Communications and Public Affairs Team Assistant - England Rugby - Closing date 27 May 2022

  • SportsJobFinder
  • London, UK
  • May 14, 2022
Full time, permanent Assistant Communication

Job Description

Job Title : Communications and Public Affairs Team Assistant
Department : CEO Office
Reports To : Communications Director
Job Level : Core
Location : Twickenham

Nature and Scope:

As Team Assistant you will be responsible for providing an effective and efficient administration service across the Communications and Public Affairs teams.

To be an ambassador for the department and the RFU at all times, contributing to its aims and promoting these wherever possible, internally and externally.

To be a key first point of contact for the Communications and Public Affairs teams, dealing with a wide range of enquiries, callers and visitors and directing them to the appropriate individual.

This role requires a passionate and proactive individual, who is able to manage multiple priorities and build strong relationships across the business.

The role would ideally be suited to someone who has a strong knowledge of office administration and events.

We believe hiring people from underrepresented groups into positions at all levels is vital to creating spaces and initiatives that better support those identities. We would love to see applications from disabled people, LGBTQ+ people, people from ethnically diverse communities, people of faith, people from lower socio-economic backgrounds, and women and non-binary people.

Accountabilities:
Providing support to the team with the daily administration, including:
• Dealing with general enquiries, fan mail, correspondence and invitations
• Dealing with general correspondence and invitations, purchase order management and processing, expenses and coordination of travel
• Supporting the team with the collation and distribution of media summaries and coverage reports
• Working to organise all general office administration for the team, working at all times to maximise productivity of the team, including:
o Ensuring that filing and administrative systems are adhered to, kept up to date at all times and to recommend improvements as appropriate;
o Maintaining up to date holiday records;
o Arranging room bookings for meetings, co-ordinating diaries; and
o Ensuring that all daily correspondence is promptly dealt with
o Assist in greeting visitors and ensuring they are pre-registered on internal security system

Match Day/Events Delivery:
Alongside Communications and Public Affairs teams, provide the logistics to deliver successful media access and events:
• Managing guest lists, invitations and collating and processing all requirements of guests
• Processing media access requests
• Table and seating plans
• Event logistics
• Organising gifts as required
• Providing briefing documents in a timely manner
• Helping with pitch side presentations and media access
• Match Day host; greeting guests, ensuring the day and guests run to time
• Escorting VIPs when required, helping team with the overall event delivery.

Person Specification

Qualifications and Experience:
• Previous administration experience with PA and or events experience would be advantageous
• Must be educated to a minimum of 'GCSE' standard or equivalent. With at least five GCSEs at grade C or above.

Skills and Personal Attributes:
• Must be expert in the use of Microsoft Office applications (Word, Excel and PowerPoint)
• Must demonstrate the highest professional standards of operation and service
• Must have excellent organization and communication skills, and able to apply these to office systems and processes.
• Must demonstrate a thorough approach to work, showing attention to detail and work accuracy.
• Must be able to organise him/herself effectively and use time efficiently.
• Must be “customer service” driven, with an orientation towards serving the needs of others providing a consistent, high quality service at all times.
• Must be able to communicate effectively with employees from all parts of the company, and be able to present a highly professional image when representing the Company in person or by phone.
• Must be an effective team member with sufficient flexibility and willingness to take on roles outside his/her normal functional responsibility when required.
• Must be able to effectively balance and prioritise the administrative needs of the department.

Additional Information:
• All Role Holders must maintain an appropriate standard of confidentiality. Any disclosures of confidential information (including personal information kept on computer or other media) made unlawfully outside the proper course of duty will be treated as a serious disciplinary offence
• Personal circumstances must allow the candidate to work extended hours on occasion during times of peak activity
• The role description, person specification, role grade and role title may be subject to change at the discretion of the RFU and in accordance with business developments. Any changes will be communicated to the role holder as appropriate
• This is a full time (40 hours per week) role, that requires approximately 10 Event Days per year.
• Ambassador of the England Rugby values; Teamwork, Respect, Enjoyment, Discipline, Sportsmanship
• Personal circumstances must allow the candidate to work extended hours on occasion during times of peak activity
• Roles holders not based at the Twickenham headquarters must be available to work from there as and when required

If you would like to find out more about our diversity and inclusion work or the culture at England Rugby, please visit our website here: https://www.englandrugby.com/about-rfu/rfu-policies/diversity-and-inclusion/our-approach