Marketing Assistant Job Description & Person

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Marketing Assistant Job Description & Person Specification Norwich Theatre Royal is East Anglia’s premier theatre, presenting a high quality mix of drama, musicals, opera, dance, comedy, music, children’s and family shows all year round. Each year, it sells around 400,000 tickets for approximately 420 performances of over 90 separate events, averaging 75% of capacity. With 1300 seats, the Theatre Royal is the largest theatre in Norfolk, and plays an active part in the cultural life of the region. NTR’s new Learning & Skills Centre, Stage Two, opened summer 2016. The theatre is a registered charity (No. 262259) with education as its focus. Any surplus generated is dedicated to improving the theatre’s facilities and to supporting an extensive Learning & Participation programme. The Marketing Department is responsible for all marketing activity, running the Friends scheme, media relations and graphic design. The Marketing Assistant plays a key part in in the department’s work, with particular responsibility for administering the Friends scheme (with 11,500 members) and managing the hundreds of thousands of items of printed material coming through the building each year, which are distributed in a variety of ways.

JOB DESCRIPTION Job title:

Marketing Assistant

Reporting to:

Marketing Director

Salary:

£16,902 pa

Hours:

37.5 hours a week Overtime is not payable but time off in lieu can be taken

Holiday Entitlement:

4 weeks plus statutory holidays rising to 5 weeks after five years

Pension:

Auto enrolment to Personal Pension scheme with up to 5% employer matched contribution

Notice:

4 weeks

RESPONSIBILITIES Friends scheme administration 

Friends administration – daily printing of cards and mailing packs

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Friends reminder renewals and follow ups

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Extracting specialist Friends information for analysis and promotion. Extracting sales figures on request.

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Providing reports on Friends memberships to the Marketing Director as and when required.

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Organising and hosting Friends events.

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Responding to requests from internal queries, external companies and general public. Action any email enquiries.

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Reconciliation of daily operator statements (ADDACs and BACs changes)

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Processing set ups for all new Direct Debit applications.

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Responsibility for requesting and processing Direct Debit payments for Friends, Ambassadors and other donors.

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Processing Direct Debit applications and filing in the appropriate monthly folders.

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Keeping all Direct Debit information up to date on database using Audience View software (including changes of status, 1st payments to regular etc.)

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Running the renewal utilities for all membership categories.

Print management and distribution 

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To manage the delivery, storage and distribution of all printed marketing material, including brochures, leaflets, posters, pull-up banners, stickers and any other material as required To maintain print storage areas in a safe and timely manner, including recycling any print not required To maintain poster archive To manage the collation and distribution of leaflets and brochures via the external Arts Round-Up service To maintain the contact list for, and manage the distribution of, A3 posters to the theatre’s external display list

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To ensure mailing of new brochure (three times a year) to list of accommodation providers in Norwich To manage and carry out the distribution of posters, brochures and leaflets to the theatre’s city centre distribution outlets To produce discount vouchers using MS Access to accompany the external distribution of the what’s on brochure and poster mailings, maintain accurate records for this, and liaise with Box Office on setting up specific discounts

Displays 

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To maintain and enhance displays of posters, pull up banners, photographs and any other material as necessary inside and outside the theatre building To manage the installation of the large format vinyl banner in the lightbox on the front of the theatre (usually 4-6 times annually) To liaise with Norwich bookshops and central library, creating competitions and displays, and dealing with winners

General  

To support the overall effective running of the Marketing Department Any other duties as may reasonably be required by the Marketing Department to promote and develop Norwich Theatre Royal.

PERSON SPECIFICATION           

Excellent administrative skills Excellent written and verbal communication skills. Accurate, methodical and numerate – good attention to detail Experience of working to targets and deadlines. Experience of data processing and an understanding of data protection Ability to handle financial information discreetly Good customer service skills Good working knowledge of Microsoft Office - Word, Excel, Outlook and Powerpoint. Basic knowledge of Audience View software, or other database management software, desirable – but full training will be given Well organised – a natural tendency to work in an ordered fashion A creative and proactive approach to all areas of work with a ‘can do’ attitude, in line with the charity’s values

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Strong team working orientation with a flexible and adaptable approach to work demands across the whole organisation but also effective working alone some of the time Excellent interpersonal skills and ability to relate to people at all levels internally and externally Ability to lift, carry and support the unloading of boxes of brochures and leaflets Ability to move these and other bulky materials around the theatre premises and up and down stairs Ability to work at limited height (when installing lightbox) Able to carry out these duties regularly and alone