Operations and Communications Executive - Exeter

Marketing and Communication
Ref: 96 Date Posted: Monday 04 Jan 2021
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Operations and Communications Executive, Central Exeter

Working Hours: 24 hours per week

Location: Exeter, Devon

Salary: £22,000 - £25,000 FTE, pro-rata equivalent, (depending on experience) + Pension & benefits

The Organisation:

Originally established in 1864, the National Institute of Medical Herbalists is the UK’s leading professional body and voluntary regulator of herbal practitioners, promoting the benefits, the efficacy and safe use of herbal medicine.  The Institute carries out a range of activities to help ensure that their members offer the highest standards of herbal medicine practice, thereby benefiting the thousands of patients treated each year.

As well as supporting its members by setting standards and codes of conduct, running a system for accrediting training and driving professional development, the Institute also works extensively to promote herbal medicine, organising internationally recognised events, working as part of political groups and running PR campaigns.

The organisation has undergone a process of modernisation in line with patient and practitioner needs and expectations, and is now looking for a talented and flexible individual to fulfil the newly created role of Operations and Communications Executive.

The Role:

This is a dynamic and creative opportunity for you to not only contribute to the smooth and efficient running of operational and administrative processes, but also to promote brand awareness through delivering engaging internal and external communication.

Reporting to the Chief Executive Officer, you will hold responsibility for screening incoming phone calls and emails, and dealing with queries and escalating information to the team where required, ensuring an excellent level of customer service at all times. You will also proactively maintain paper and electronic filing systems and manage and distribute any incoming and outgoing post, as well as support applicants when applying for their individual accreditation, ensuring that all the requirements are met. It will be important for you to proactively review administrative processes on a continuous basis to enhance efficiency where possible.  

Another key responsibility will be to maintain the membership database, manage the new membership application process and the membership renewal process, liaising closely with the Council on approvals, processing payments and undertaking the required due diligence to ensure a smooth and efficient service. In addition, you will hold responsibility for critical processes including maintaining the organisation’s insurance policy, processing the monthly payroll, coordinating and distributing merchandise orders and managing the invoicing process.

Alongside the operational responsibilities, this is a varied role, and you will play a key role in the coordination and management of a range of events, both physical and virtual, to promote the organisation’s offering, including those in relation to CPD. This will involve preparing members’ certificates, updating the attendance list, and liaising with prize givers and recipients, as well as coordinating with speakers, sponsors and exhibitors to create powerful and engaging events.

Engaging existing and prospective members and promoting the organisation’s events and brand will also be crucial. You will use your creativity and initiative to develop our social media platforms and website content (words and graphics), and to draft insightful press releases, so that the Institute continues to be the ‘go to’ professional association for medical herbalists. Liaising with the media and supporting with the production of external magazines and newsletters will also be your responsibility, as well as maintaining an up to date list of Mailchimp audiences, to maximise our outreach.

The Person:

With significant experience in a range of administrative duties, you make the most of the time and resources available to fulfil your role, priding yourself on your efficiency. You also ensure a proactive approach to your work, using your initiative to review process efficiency, making suggestions when you identify room for improvement, and prioritise processes effectively to ensure they are completed by the required deadline.

In light of the evolving nature of the organisation, it is important that you have a flexible approach and are able to learn and adapt to new tasks and processes in a timely manner. Your strengths lie in your excellent customer service skills, as well as listening, verbal and written communication, enabling you to contribute significantly towards progressing the organisation in line with its strategic goals. 

Alongside your administrative, efficient and proactive nature, you are a creative individual who has experience in developing an organisation’s brand, taking advantage of a range of social media platforms, and in editing and producing engaging website content (words and graphics). It is also essential that you have gained some experience in drafting engaging and creative press releases and in liaising effectively with the media, to promote brand awareness and an organisation’s offering.

Whilst not essential, ideally you will have an interest in herbal practices and experience in working within a small organisation, to enable you to adapt quickly to the environment at the Institute. It is also desirable that you have some experience of holding financial administrative responsibilities, ideally in payroll and invoice processes, and working with an accounting software, such as Xero.

It goes without saying that, in this role, confident use of IT systems and packages, including Microsoft Office, as well as a commitment to teamwork, are imperative.

The Rewards:

In return, we offer a competitive salary package and an exciting chance to get involved in an evolving organisation.

 

If you possess the experience, passion and attitude to make this role a success then we would love to hear from you. Please apply by submitting your CV and a covering letter.