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Communications Assistant - Communications & Public Affairs Division (CPAD)

10:09:00 AM

Reference: 111200372
Location: London, UK
Closing Date: 13 Jan 2012

General Information

As the principal intergovernmental organisation of the Commonwealth, the Commonwealth Secretariat implements the collective decisions of its 54 member governments. The Communications and Public Affairs Division (CPAD) is responsible for projecting the image of the Commonwealth (and the Commonwealth Secretariat), its values and activities to member governments, the media, specialist groups, young people, and to the general public. It does this through press and media relations, publications production, audio/video production (under the brand, Commonwealth TV), website management and outreach activities.

Job summary

The Communications Assistant provides secretarial, administrative services and video and communications support to the Deputy Director Communications & Public Affairs Division (CPAD), as well as to other CPAD officers as required. S/he reports to the Deputy Director CPAD. Duties include assisting the Division with sensitive and confidential matters, facilitating correspondence and telephone contacts and initiating some correspondence independently (including confidential material), managing the Deputy Director’s diary appointments, facilitating travel arrangements for the team and general filing.

Administrative Task description

Reporting to the Deputy Director CPAD, the post-holder will provide a secretarial service to the Deputy Director and to other CPAD officers.

  • Provide a range of confidential and professional administrative services to the Deputy Director, including typing, drafting correspondence and preparation of briefing material; Arranging travel for the Deputy Director and other professional staff;
  • Preparation and production of documents such as invitations, travel programmes and other documents, including occasional drafting of correspondence independently;
  • Co-ordinating and organising travel and entertainment arrangements for the Deputy Director, CPAD, as well as assist with acquittals and other accountability and administrative requirements for the Director and CPAD officers;
  • Maintain up-to-date databases and lists of relevant contacts;
  • Provide administrative support for meetings, workshops and seminars including taking minutes, collating minutes and other memoranda;
  • Perform other duties as may be required, including general administrative support in CPAD.

Video Production Task Description

Provide administrative and technical support for audio/video production including:

  • Maintain an up-to -date calendar of activities, production records, audio/video catalogue and meeting records
  • Arrange and coordinating production meetings and follow-up
  • Assist with pre-production tasks including research, preparing shot lists, booking crews, talent, flights, accommodation and equipment
  • Liaise with talent and crew on productions and running auto-cue for studio productions
  • Respond to audio/video production enquiries and drafting correspondence, sometimes independently
  • Prepare the necessary documentation for video projects
  • Do rough cut editing of videos on Avid Media Composer or Final Cut Pro and logging shots on some productions
  • Contribute to the overall creative and strategic approach and on-going improvement of Commonwealth TV

Person specification

Education
Bachelor’s degree in communications, media, TV/Video production or broadcast journalism.

Experience
At least three years’ relevant secretarial and administrative experience working in a television or broadcast environment.

Experience using Microsoft Office, especially Word, Excel and Outlook; Non-linear editing experience with Avid or Final Cut Pro. Candidate must be a good organiser; be able to prioritise different tasks, have excellent communication and people skills, be focused on delivering on deadlines while paying attention to detail.

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