Community Relations Assistant

2 weeks ago

Kew, Victoria, Australia Ruyton Girls' School Full time

Position:
Community Relations Assistant

Department:
Community Relations

Reporting to:
Foundation and Alumnae Relations Manager

Schedule:
FTE0.8 or FTE1.0, Fixed-Term 6 Months

PD Updated:
February 2023

Ruyton Girls' School is a forward-thinking independent K - 12 school with a long tradition of academic
success and co-curricular achievement. Our focus is on preparing girls for a lifetime of learning,
leadership and engagement in our global community.

***The Community Relations Assistant provides high level administrative support to the Community
Relations department. It is a varied role and includes working on specific fundraising projects,
stewardship and school events, requiring exceptional communication skills to engage professionally
with the School community.

The position is a fixed-term 6 months with a potential opportunity for the role to be ongoing.

RESPONSIBILITIES AND DUTIES
Ruyton has a responsive organisational culture and, as such this role may be altered to adapt to the
evolving needs of the School. The Community Relations Assistant's responsibilities include but are

not limited to:

Philanthropy

  • Working closely with the Foundation and Alumnae Manager to ensure the smooth running of the
operational functions of fundraising and the Ruyton Foundation

  • Preparation and distribution of meeting papers for the Foundation Committee
  • Attendance and minute taking at Foundation Committee meetings
  • Data entry and maintenance of donor records
  • Preparing pledge reminders in a timely manner
  • Communicating with the Business Office to ensure donations receipts are correctly recorded
  • Generating mailing lists based on selected fundraising and stewardship parameters
  • Supporting the delivery of and project managing the Annual Appeal
  • Managing the fundraising for Speech Night Prizes and subsequent donor relations
  • Providing administrative support to capital campaigns
  • Maintaining a registry of named spaces throughout the School.

Alumnae Relations

  • Working closely with the Foundation and Alumnae Manager to ensure the smooth running of the
operational functions of the Old Ruytonians' Association (ORA)

  • Preparation and distribution of meeting papers for the ORA
  • Data entry and maintenance of alumnae records
  • Administrative support of the reunion program.

Community Events

Enhance a strong sense of community by:

  • Assisting the Foundation and Alumnae Manager and Community Events Manager to prepare for
School events

  • Providing ontheday support at events.

Marketing and Communications

Increase community engagement by:

  • Working closely with the Communications and Marketing Manager to ensure smooth operation of
the Community Relations office

  • Taking photographs at community events, managing the Community Relations photo library and
sourcing photos for School publications

  • Coordinating staff and guest speaker gifts
  • Coordinating the acquisition of management of School branded merchandise
  • Support the publication of key documents as required.

General Administration

  • Assisting with general administration across the Community Relations teams/office
  • Any other duties as requested by the Principal.

KEY WORKING RELATIONSHIPS

  • Community Relations team
  • Foundation and Alumnae Relations Manager
  • Communication and Marketing Manager
  • Director of Business
  • Responsible to the Principal.

EXPECTATIONS OF STAFF
Ruyton staff members are expected to maintain professional and responsible attitudes, and to
communicate respectfully and effectively.

All Ruyton staff members are required to:

  • Treat each other with courtesy and respect
  • Respect the right of each person to learn/work without disruption
  • Accept responsibility for their own progress and development
  • Accept responsibility for maintaining safe, clean, and pleasant surroundings
  • Demonstrate selfrespect and uphold Ruyton's reputation through their appearance and actions
  • Understand and abide by all child safe principles
  • Notify responsible staff promptly any occupational, health and safety issue/s which compromise
the aim of maintaining a safe school environment

  • Support the vision, ethos, and culture of the School
  • Contribute to and support the strategic directions of the School
  • Support all Ruyton policies
  • Obey the law.

QUALIFICATIONS, SKILLS AND EXPERIENCE

Personal Qualities

  • Well organised and flexible
  • Strong collaboration, communication and timemanagement skills
  • Possess and encourage a growth mindset
  • Patient and relationshiporiented
  • Enthusiastic and conscientious
  • Committed to continual personal and professional growth
  • Professional presentation and manner
  • Actively pursue excellence
  • Balanced approach to life.

Qualifications and Training

  • Must hold, or be willing to acquire prior to commencement, a Working with Children Check
  • Child Safety Training, including Mandatory Reporting provided by the School with our provider
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