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JOB DESCRIPTION

Job Title Deputy Head of Development (Engagement)

DepartmentDevelopment & Alumni RelationsGuildhall School of Music & Drama

Grade F

Location Guildhall School of Music & Drama

Responsible to Head of Development

Responsible for Stewardship & Communications Officer (post to be confirmed)Development Administrator

Development and Alumni Relations at the Guildhall SchoolThe Development & Alumni Relations Office (DARO) at the Guildhall School is responsible for securing revenue and capital income from a wide variety of philanthropic sources including individuals (major gifts and regular giving programmes), grants from trusts and foundations, legacy gifts, corporate support and fundraising events.

It is also responsible for managing and growing mutually-beneficial relationships with alumni of the School, fellows, supporters and other external constituent groups.

The team works closely with academic and administrative departments across the School, partner organisations, the Guildhall School Trust and Development Fund, the Board of Governors and other senior volunteers to maximise support for the School, its students and alumni.

Purpose of PostThe post-holder will lead the work of the Engagement team covering activity relating to a wide range of external constituents, but primarily alumni and supporters of the Guildhall School. In liaison with the Head of Development, the post-holder will be responsible for developing and implementing an institutional strategy for external engagement activity. The post-holder will also manage a vibrant, interactive and measurable alumni and supporter relations programme through which alumni, donors, fellows, retired staff, parents and other external stakeholders can engage productively with the School. In addition, the post-holder will be responsible for regular print, digital and web-based communications on behalf of DARO, stewardship activities and performance invitations, and the organisation of fundraising, cultivation and stewardship events.

Deputy Head of Development (Engagement) / Development / July 2016

As with every member of the team, the Deputy Head of Development (Engagement) will be committed to providing the highest level of service to external and internal stakeholders.

Key Relationships Head of Development (line manager) Stewardship & Communications Officer, Development Administrator (direct reports) Deputy Head of Development (Fundraising) and the fundraising team External Relations Data Manager and the data services team Head of External Affairs and the marketing and communications team Principal and members of the Senior Management Team (Directors of Music, Drama,

Acting and Technical Theatre etc.) Senior volunteers (Trustees and Governors of the School) Alumni, Fellows, supporters and donors

Main Duties & Responsibilities

Engagement Strategy1. To develop, implement and manage an institutional strategy for external

engagement and stewardship activity – primarily alumni and supporter relations – with clear objectives, programme outlines and mechanisms for evaluation

2. To build meaningful and productive relationships with external constituents of the School to foster a strong community of key external stakeholders, in the UK and internationally, and to engage them more closely in the life of the institution

3. To work closely with the Head of Development, the Deputy Head of Development (Fundraising) and the External Relations Data Manager to ensure that the School’s external engagement activity fully supports and is integrated with its fundraising activity

4. To work closely with the Head of Development in order to promote institutional awareness of philanthropy, supporter and alumni engagement

Building community and volunteering5. To lead on expanding the number of addressable members of the alumni community

with whom the School is in active contact (currently c. 8,500) and also to maintain and widen the external communities (e.g. supporters, fellows etc.) with which the School regularly engages

6. To oversee the ‘alumni journey’ and ensure that current students are integrated seamlessly into the alumni community, including a strong programme of engagement for recent graduates in order to ensure an effective transition


7. To work alongside the Principal, Head of Development and Deputy Head of

Development (Fundraising) in managing key relationships with a portfolio of high-profile alumni for the purposes of maintaining and enhancing the School’s external reputation

8. To lead, develop and oversee a comprehensive programme of volunteering activity that is designed to encourage alumni and supporters to give back to the School in non-financial ways

9. To support the development of qualitative and quantitative information held by the department database (Raiser’s Edge), ensuring that it has comprehensive and accurate constituent records, is fit for purpose in supporting fundraising and engagement activity, and complies with current data protection legislation

Events planning and management10. To lead, plan and oversee the annual programme of events for alumni and

supporters (e.g. UK-based and international alumni reunions, Season Opener, Graduation, Supporters’ Evening, Chairman’s Dinner, Student and Staff Thank You Day, Scholars’ Recital, Legacy Tea etc.), working closely with colleagues within the department and across the School and ensuring that all events have a strategic purpose

11. To plan and manage bespoke cultivation and engagement events (e.g. receptions, private dinners etc.) in liaison with the Deputy Head of Development (Fundraising) and other members of the fundraising team

12. To oversee the management of guest tickets to Guildhall School performances

Stewardship and Communications 13. To implement a systematic, strategic and targeted programme of printed, digital and

web-based alumni and supporter communications

14. To take a strategic overview of the content and messages that are communicated to alumni, supporters and other external stakeholders through PLAY and other channels in liaison with the Head of Development and the Head of External Affairs

15. To oversee and manage the dedicated administrative and monitoring processes associated with the Scholarships Fund programme, including the annual induction sessions for scholars, and the interaction between student award holders and external supporters


Reporting, benchmarking and sector knowledge16. To work closely with the External Relations Data Manager in the production of

reports, briefings and background information on fundraising and engagement activity when required

17. To create a bespoke framework for the Guildhall School for measuring the outcomes of engagement activity programmes

18. To take responsibility for any benchmarking exercises and alumni surveys on behalf of the School (e.g. DLHE)

19. To keep up to date with sector trends in the area of alumni relations and engagement activity through research, informal and formal networking opportunities and to develop expert knowledge in these areas on behalf of the Guildhall School

Team management 20. To provide leadership and line management for the engagement team in all areas of

recruitment, induction, motivation, appraisal and training of staff to enable them to achieve their full potential

21. To propose and agree annual participatory, impact and other targets for the engagement team with the Head of Development in line with the departmental and School strategy

22. To manage effectively the engagement activity budget to obtain maximum value for money with the resources available

Other23. To deputise for the Head of Development in his or her absence when necessary

24. To take an active role in the Development & Alumni Relations Office by contributing to wider departmental plans and strategy as appropriate

25. To be available to work outside of normal working hours in order to attend events and performances, to cultivate potential donors and to steward existing supporters as may reasonably be required to fulfil the duties of this role

26. Actively seek to implement the City of London’s Occupational Health and Safety Policy in relation to the duties of the post, and at all times give due regard to the health and safety of both themselves and others when carrying out their duties.


27. Actively seek to implement the City of London’s Equal Opportunity Policy and the objective to promote equality of opportunity in relation to the duties of the post.

28. To undertake any other duties that may reasonably be requested appropriate to the grade


PERSON SPECIFICATION

Job Title Deputy Head of Development (Engagement)

Department Development & Alumni Relations OfficeGuildhall School of Music & Drama

Grade & Level F Level: 3

Trent Position Number

Please find below the key skills, experience and core behaviours required to undertake this post.

Technical Skills / Professional Qualifications / Relevant Education & Training

Educated to degree level or equivalent Excellent working knowledge of the Data Protection Act and tax-efficient giving (e.g.

Gift Aid) and their implications in development work Good understanding of the Institute of Fundraising’s Codes of Fundraising Practice or

equivalent Excellent knowledge of Microsoft Office including Word, Excel and PowerPoint Extensive experience of using fundraising/relationship databases, particularly Raiser’s

Edge, and their strategic use to support fundraising and external relations activities

Experience Required

Essential Demonstrable experience of working within alumni relations or a similar professional

network-based environment Experience of developing and supporting fundraising programmes and working closely

with senior volunteers, senior staff and committees Proven project management and event management experience (including organising

and delivering a wide range of fundraising and engagement events) Exceptional verbal and written communication skills and confidence in dealing with

people at all levels. Exceptional attention to detail, and administrative management, including budgetary

management Highly flexible and organised with the ability to prioritise effectively, meet deadlines and

manage more than one project at once


Strong interpersonal skills of the highest calibre and the ability to communicate, build relationships and negotiate effectively at all levels both within and outside an institution

Self-driven, results-orientated with a positive outlook. Experience of creating, developing and implementing strategy. A self-motivated individual with ability to integrate as a core part of the team. A trained and skilled manager and motivator with a track record of helping direct reports

and achieving goals Demonstrable engagement with suitable networks and professional bodies with a

commitment to continued professional development Experience of working in an HE environment or the performing arts industry

Desirable Understanding of and passion for the work of the Guildhall School of Music & Drama and

the performing arts

Other Relevant Information eg. working hours or desirables (only if applicable)

35 hour week per week. Regular out-of-office-hours working in order to meet with alumni and donors and represent the School at performances and events for which time off in lieu may be available

Core Behaviours

Thinking Planning and Organising… Managing time, competing priorities and resources in a structured way.

Involves others in planning, putting self in the shoes of stakeholders Build sufficient time in plans to manage both process requirements and stakeholder

engagement needs Accurately estimates resources and time requirements required to achieve plans Uses appropriate programme and/or project management methodologies to ensure

outcomes and promises are met

Analysis and Problem Solving… Analysing information logically, drawing on one’s knowledge and experience base and calling on other references and resources as necessary to generate appropriate and/or creative solutions.

Interprets complex data isolating key issues – sharing analysis with others Uses logical, rational and intuitive approaches to develop options and strategies to

resolve issues Generates imaginative, creative or innovative solutions to new and/or longstanding

problems Involves others in problem solving, seeking multiple perspectives and solutions


Building Relationships

Communication and Influence… Presenting information and arguments verbally or in writing to improve understanding, influence outcomes and foster engagement and support.

Raises pertinent issues with manager or management team in a concise way without going into unnecessary detail

Thinks through audience and personal impact, using appropriate communication style, body language, and sense of dress to suit the situation

Uses an inclusive style when running meetings, clarifying understanding, minimising the use of jargon and summarising key points

Delivers effective presentations through detailed planning and preparation

Team Working… Using appropriate interpersonal skills and working cooperatively to contribute to the development and management of positive and cohesive teams and partnerships within CoL and beyond.

Demonstrates that s/he genuinely values others’ input and expertise and is willing to listen and learn from others

Encourages the team to share ideas, solutions and new approaches Works across teams, departments and traditional silos – building relationships in

pursuit of common interests Works hard to share information, engage others and build a sense of team spirit

Self-Managing

Accountability… Being responsible for one’s own actions, seeing things through, doing what we say we will.

Oversees structured meetings that run to time Holds self and others accountable for adherence to CoL policies, procedures and

responsibilities Ensures that projects within areas of specific responsibility are completed on time

and within budget Monitors and evaluates plans, addressing risks, keeping all stakeholders informed of

any changes

Achieving

Customer Focus… Understanding and responding to customer needs (either internal or external customers), demonstrating a passion for high quality customer service, and placing the customer at the very heart of what we do at CoL

Keeps abreast of changing customer needs, proactively adapting own service accordingly

Regularly gets feedback from diverse customer groups to monitor and improve performance

Raises the standards of those around through role modeling the highest possible customer service practices

Takes time to keep up to date with new developments in the service and changes in best practice


Leading

Leading and Empowering… Creating a compelling future for colleagues; motivating and encouraging commitment and involvement through delegation, support and coaching.

Has a clear strategy, goals and outcomes for the team Delegates tasks, releasing authority and risk, accepting mistakes may be made Opens up personal networks to others, creating new connections and relationships Engages with, communicates and supports corporate decisions

Developing and Recognising Others… Nurturing the skills, behaviours, talent and potential of individuals and teams through training, development, coaching and feedback – acknowledging and valuing the contribution they make

Encourages growth and development and growth internally, across departments and beyond CoL

Creates a supportive and challenging environment, helping team members to maximise their potential

Takes time to coach, support and encourage staff and teams to reflect on and improve performance

Develops a variety of team-based reward ideas

Managing Business Performance… Setting and managing clear and stretching performance expectations for individuals, teams and partners – accepting accountability for own results and those of the team

Maintains constant focus on current performance and future goals regardless of circumstances

Changes roles, responsibilities and processes to deal with issues Takes accountability for improving performance of the team Manages projects, risk, finances, and other resources effectively

Recruitment – Note to Applicants

These key skills and core behaviours will be used in the decision making process for recruitment. Please give examples of how you have exhibited these behaviours in your previous role(s). It is essential you address each of these on the application form on the section for supporting information.

Be as specific as possible, we cannot guess or make assumptions, but will assess your application solely on the information provided. Try to provide evidence, by examples, where possible, of skills, knowledge and experience contained in this person specification.


web view · 2016-08-23to build meaningful and productive relationships with external ......

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