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Internal Communications Assistant Woking, Surrey, UK

We are currently seeking to recruit a Internal Communications Assistant.

About the Role

The Internal Communications Assistant works in collaboration with the other members of the IH internal communications team and wider IH and regional communication teams. S/he has no direct budget management responsibilities. The job role of internal communications assistant is a hands-on position that focuses on the maintenance of our intranet – planet. The role’s priorities include making sure that information is kept up to date – liaising with other staff responsible for creating sections of the site, promoting the site to encourage usage from countries across the globe and providing support and training to staff.

Promoting a strong internal communications culture in Plan, developing and maintaining our intranet and encouraging all staff to actively share information and interact across our online presence.

This is a busy and challenging role for a well organised and motivated staff member with internal communications experience – specifically in web editing. The role requires the ability to work with limited supervision and to deliver to deadlines and with a high level of attention to detail.

Typical Responsibilities - Key End Results of Position:

  • Web editing , Upload news articles, quarterly newsletters, and new web pages (in all three languages) to the intranet - planet
  • Maintain the ‘Plan in the media’ and ‘External news’ sections of the site
  • Maintain and promote the Global Events calendar on planet
  • Liaise with ICT, HR and country staff to ensure online staff profiles are kept up to date
  • Maintain the who’s who section on planet
  • Co-ordinate the translation of all internal communications materials
  • Create new buttons to highlight specific areas of the site or documents
  • Develop new sections of the site as required e.g. Global Awards, Team Briefing, Visual Identity, Because I am a Girl campaign pages
  • Upload news articles to the IH intranet and collaborate with other IH staff to ensure the home page is kept lively and engaging for IH staff Keep an overview of all content on planet and highlight problem areas, lack of adherence to our brand and intranet guidelines or out of date information
  • Write news articles and submit for final edit and sign off

User Support

  • Create a community of web editors at IH who work collaboratively to develop and improve their areas of the intranet and encourage peer to peer feedback and support
  • Deliver a planet induction for all new staff
  • Update the How to…guides as required
  • Develop a ‘Help’ section on planet with user friendly and easy instructions on how to develop a workspace or blog

Other

  • Compile a monthly report of feedback from the Team Briefing, highlighting the key issues raised. Help to maintain a forward planner for internal communications
  • Produce a monthly usage statistics report from planet to help determine how people are using the site and where the areas are for improvement
  • Help disseminate internal communications messages through our internal social media tool Yammer.

Dealing with Problems:

  • Complexity of problems handled & the degree of investigation, analysis, & creative thinking required to solve them.
  • The job holder will be required to troubleshoot problems with the intranet – providing guidance and support to staff and liaising closely with our IT colleagues to get answers to more complex problems.
  • The job holder will need to be able to manage their time effectively, juggling priorities to meet deadlines.

Communications and Working Relationships:

  • Internal Communications Editor - to ensure constant flow of high quality information to the intranet and other internal communications channels
  • Network of web editors at IH and in the regions – all responsible for planet pages or workspaces, to support and provide training and guidance
  • HR, IT and Internal Communications staff at IH and in the four regions in order to ensure staff profiles are maintained, staff movers, leavers and starters are kept up to date.
  • Communications staff in countries and at the national organizations to encourage maintenance of the events calendar, and to source additional information for specific news articles, blogs. Translators for the smooth co-ordination of all translation requirements

Knowledge, Skills, and Experience Required:

  • Must have experience working in internal communications
  • Must have experience in web editing on an intranet, creating compelling copy and creating web pages using a content management system
  • Strong planning and prioritization skills
  • Able to work with little supervision
  • Ability to deliver to tight deadlines
  • Ability to provide training and guidance to other staff on the use of the intranet
  • Strong proofing skills and attention to detail
  • Advanced knowledge of Microsoft SharePoint and Adobe Photoshop an advantage
  • A knowledge of French or Spanish would be an advantage

Location: Woking, Surrey, UK

Type of Role: Perm

Grade: 2

Salary: Circa £25, 000 per annum

Closing Date: Monday 6th August 2012

Applicants must be eligible to work in the UK without restrictions


References will be taken and background and anti-terrorism checks will be carried out in conformity with Plans Child Protection Policy. Plan operates an equal opportunities policy and actively encourages diversity, welcoming applications from all areas of the international community.

Your online application form can be saved, reviewed and amended before submission.

Internal Communications Assistant Woking, Surrey, UK