Description
Compile, Collate and Coordinate All Internal Communications.
* Collate content and images received from internal customers to conform to communication standards
* Compile the Group CEO and COO messages.
* Generating ideas for content and compiling/copywriting the internal communications (i.e. the Vault, newsletters, etc.)
* Initiate or respond to correspondence regarding material published or being considered for publication.
* Proof- read the final input and agency proofs before publication.
* Oversee the agency designs and provide recommendations to ensure acceptable standards.
* Conceptualizing of content and copywriting of The Vault newsletter before presenting to the Head of Communication for approval.
* Create, compile and coordinate the distribution of electronic and printed versions of communications to both Support Office and Centers.
* Liaise with internal stakeholders to obtain feedback on content and requirements for internal communication.
* Monitor and distribute incoming correspondence sent to the communications and Support Office email addresses to the relevant managers or centers to action
* Manage the following internal communications: Newsflashes
* Compile and distribute information as received from internal customers, timeously and accurately.
* Amend the copy to clarify meaning and to conform to communication standards through verification of facts, dates, statistics etc.
* Messages from the Group CEO and the COO
* Create content, format, publish and distribute appropriate messages in electronic and video format for employees and managers based on business needs.
* Bi-monthly business snapshot Create content, format, publish and distribute the bi-monthly business snapshot based on feedback obtained from various business units. Messages for employees
* Create content and design internal communication messages to raise awareness on the company strategy, culture, brand, corporate governance and corporate social responsibility. International operations.
* Support current and future international operations with internal communication aligned to their strategy and culture. Consulting Company
* Support the consulting company with internal communication requirements for the Education Trust, the Learning Academy and the Training Academy. Source promotional items for the company. Centre Communication Management
* Establish and maintain appropriate contact points at the centres to assist with the dissemination of information.
* Advise centre managers on the distribution of all electronic, digital and printed communications, in order to make it available to all employees
Compile Content and Maintain Digital Platforms for internal Communication
* Mobile Communications platform
* Create messages and distribute these to the service provider.
* Obtain a monthly database from the HR department of employee details and distribute these to the service provider.
* Manage the relationship with the service provider and resolve issues.
* Centre Screens Create content for the playlists and distribute to the relevant vendor to design and consolidate a playlist.
* Compile a schedule of information to be published according to the appropriate design and layout.
* Publish the playlist on the shared drive and notify the centre managers when new content is available.
* Social Media/Employee Platform
* Ensure that the information published by employees on the company’s digital platforms is relevant by monitoring the applicable platform and removing any irrelevant information.
* SBV Intranet
* Manage the information relevant to the communications role on the company Intranet site.
* Compile content, capture and maintain all relevant information, messages and circulars as requested by internal customers.
* General administration arranging user access, addition of new tabs and troubleshooting.
* Update letterheads for all centres and Support Office when required.
* Obtain feedback from internal customers on content and on their requirements.
* Analyse the content on a quarterly basis, to ensure that it meets the needs of our internal customers.
* Liaise with vendors to enhance the intranet site in terms of design and layout.
Customer and industry updates and advisory notes
* Distributes updates, advisory notes and BCM information to the customer and industry database as requested by a Stratco member, the BCM Manager or National Customer Services Manager. Obtains final approval from the COO prior to distribution.
* Updates the customer database on a quarterly basis.
* Coordinates a mail merge for distribution of notifications to the retail client database when required.
Manage and Coordinate Internal Events
* Quarterly Staff Meetings and Other Relevant Support Office Events.
* Provide an end-to-end service when coordinating all relevant Support Office events and meetings including the Support Office year end function and any other events such as contests, sports days, Support Office Appreciation Day etc.
* Verify that insurance, legal, health and safety obligations are adhered to for the various functions.
* Oversee the disassembly of equipment and clearance of the event.
* Generate new structure and topics to be presented at staff meetings.
* Liaise with the appropriate presenters to ensure that they remain within their time parameters.
* Prepare long service awards, awards certificates, new appointments and presentations for the quarterly staff meetings.
* Manage branding and compile invitations for internal functions.
* Source and coordinate awards for internal functions
* Annual Bravery Recognition and Remembrance Ceremony
* Plan and coordinate event specifications according to stakeholder requirements by securing and booking a suitable venue.
* Manage and oversee travel arrangements of award recipients and family members as well as the securing and distribution of financial and non-financial rewards.
* Provide a detailed programme of events and formulate content for the distribution of award categories.
* Employee Appreciation Day and Sports Day
* Contribute toward theme selection and coordination of relevant stakeholder attendance to ensure representation within each region.
* Compile and distribute various levels of messaging according to the identified theme and specifications of the event.
* Operations Conference Gala Awards Evening Identify and secure speakers, performing artists and other key functions such as audio and visual, award trophies, photographer etc.
* Plan and coordinate the programme of events and distribution of awards.
Coordinate Awards, Certificates and Corporate Gifts for SBV.
* Assist Human Resources with the framing of Support Office and centre management long service award certificates and distribution thereof.
* Design updates to the long service and other award certificate templates as per the corporate identity requirements.
* For Support Office Awards, arrange for the relevant vouchers to be issued and for the printing of award certificates.
* Assist the various business units with the sourcing of promotional items as required, obtain quotes from suppliers and liaise with suppliers to source appropriate items.
* Process purchase orders and invoices on the purchase order system and maintain a filing system either in electronic or in paper format including the photo gallery.
* Update and forward the corporate gifts schedule to the Finance Department at the end of each month.
* Coordinate the packaging and distribution of promotional items, printed materials etc. to the centres and support office
Provide Communication Support to the Business Regarding Organisational Initiatives
* Create new ideas for awareness communication for monthly and yearly campaigns and compile and distribute communication to raise awareness on the relevant initiative.
* Upload and manage content on digital employee engagement platform, reports obtained from the quarterly survey and liaise with Stratco and the senior management team, to provide feedback on results.
* Assist the centre managers with campaigns to promote the relevant initiative within the centres.
* Compile monthly communication and align it back to the SBV Values, Vision and Mission
Climate Survey
* Coordinate the annual climate survey and liaise with the HR teams and external provider to design the questionnaire, coordinate the distribution and the collation of the feedback.
* Contact point between SBV and the service provider to ensure the facilitation and compilation of feedback.
* Consults with the HR team to compile the final reports for presentation to the business.
* Compiles internal campaigns related to the survey
Governance
* Subscribe and align to SBV Services' ISO 9001:2015 Quality Management Standards, ensuring the department’s processes and quality management system is at all times in compliance with the standard.
* Support SBVs ESG journey, reporting on and managing the ESG requirements to ensure a positive reflection and outcome
Annual Communications Audit
* Development of questionnaire for the annual communications audit to obtain feedback on the effectiveness of the internal communications channels and media, communication preferences and the effectiveness of the content used for internal communication.
* Work with the appointed service provider to design, establish and facilitate the survey.
* Compile report on the findings of the survey.
* This survey may be incorporated into the annual climate survey depending on the requirements.
Internal Corporate Identity Management
* Conduct an audit on templates and branding material once a year to ensure that the logo is applied correctly and that all the appropriate templates are used by the centres.
* Update all the relevant templates as per the agreed standards.
* Manage relevant brand guidelines and the visual identity manual and make available for use on the intranet.
* Check communication (i.e. pictures) sent from centres to ensure that the signage is representative of the SBV corporate identity and liaise with centre management regarding the acquisition of new signage, if required.
Create, Plan, Organise and Implement Relevant Projects and Campaigns.
* Utilise the company communication channels and media to communicate all internal campaigns.
* Participate in conceptualising, planning, coordinating and implementation of initiatives, copywriting and creation of content such as presentation templates, videos, reference guides, posters etc. for special operations projects as required as well as the distribution thereof.
* Provide input and assist the Head of Communications with company-wide campaigns.
* Conduct research on business requirements, marketing and internal communication trends, etc. to remain relevant within the communication discipline.
* Collaborate with the Head of Communications to provide support with marketing activities, external communication and external events on an ad-hoc basis.
* Establish and build relationships with stakeholders including internal, clients, service providers and suppliers.
Lead as an Ambassador and executor of Change.
* Act as a change management architect in periods of change to ensure business continuity.
* Manage the integration of business units into a seamless end to end solution for customers.
* Effectively communicate and embed new processes and procedures as they occur, addressing or escalating matters/ concerns to the SME’s (subject matter experts) when required.
* Facilitate the necessary presentations, workshops, or forums to ensure consistent and accurate communication is given across one’s portfolio
Requirements
* 5 Years’ experience in a similar position within a corporate environment in a marketing and or communications department. Of which:
* 5 Years’ experience in written communication (internal and external).
* 2 Years’ experience in the design of flyers, posters, electronic mailers etc.
* 2 Years’ Digital Content management and social media experience
Minimum Requirements: Education
* Degree in marketing or communications.
Work Level
Management
Job Type
Temp
Salary
Market Related
Duration
Short Term
EE Position
No
Location
Houghton #J-18808-Ljbffr