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Inspiring people, connecting Scotland to the world and the world to Scotland

National Museums Scotlandis one of the UKs leading museum services. It has anational and international reach and operates five museum sites.

A major redevelopment and modernisation programme across our organisation isnearing completion, including a 50 million redevelopment of the National Museum ofScotland. This investment has created new displays, enhanced learning and publicfacilities and provides high quality visitor experiences. A further 12 million of investmentin new displays is being planned for this site.

Marketing and Communications Assistant18,125 to 20,627 per annum plus membership of civil pension scheme

Your role will be to support the Marketing and Communications team in order to facilitatean increase in visitor numbers, improvement to the awareness of the National Museumsbrand, increased income generation and a high media profile for key corporatemessages, events and activities. The role works across a series of promotionalcampaigns for each of the five museums and exhibitions. Your duties will includeresponding to media enquiries, organising photography and filming, preparing anddistributing promotional materials, media releases and monthly visitor statistics.

With a good degree level or equivalent education, you must have excellent verbal andwritten communication skills and be able to communicate effectively at all levels bothinternally and externally. You should be able to manage your time and resources

effectively and efficiently and have the ability to multi task.

Details of this post and of all our vacancies can be viewed on www.nms.ac.uk.

For further information and an application pack, please visit www.nms.ac.uk, telephone0131 247 4094 (answerphone) or email [email protected], stating referenceNMS12/277. Closing date for completed applications is midnight Monday 22 October2012. It is anticipated that the selection event for this post will be held on Tuesday 13November 2012.

National Museums Scotland is committed to being an Equal Opportunities Employer.
http://www.nms.ac.uk/http://www.nms.ac.uk/mailto:[email protected]:[email protected]://www.nms.ac.uk/http://www.nms.ac.uk/


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VACANCY STATEMENT NMS12/277

DIRECTORATE OF EXTERNAL RELATIONSDEPARTMENT OF MARKETING AND COMMUNICATIONS

MARKETING AND COMMUNICATIONS ASSISTANT

The National Museums Scotland invites applications for the post of Marketing andCommunications Assistant (Grade 6) within the Department of Marketing andCommunication. This is a permanent, full time appointment currently based at the OldDental Hospital, opposite the National Museum of Scotland, Chambers Street,Edinburgh. Further details on the post are enclosed.

BACKGROUND INFORMATION

National Museums of Scotland www.nms.ac.uk is one of the UKs leading museumsservices. It has a national and international reach and is responsible for the acquisition,preservation and display of a substantial part of Scotlands cultural, historic and nationalheritage. We have in our care over four million objects and our collections have beenbuilt up over two centuries. They encompass a broad range of internationally importantcollections in subject areas such as archaeology, world cultures, natural sciences,science and technology, decorative and applied arts and Scottish history and culture.

Our prime purpose is to preserve and develop the national collections and enable accessto them for as large and broad an audience as possible. We display our collections atfive museum sites as well as in our growing digital channels and across Scotland andinternationally through loans and exhibitions.

In recent years a key focus has been the redevelopment of the National Museum ofScotland. This has been one of the largest museum redevelopments in the UK in thepast decade. The 50 million project has seen the 150 year old building transformed withsixteen new galleries, new three storey Learning Centre, enhanced public spaces andthousands of new objects on display. The project has been funded by the HeritageLottery fund, the Scottish Government and private sector support. The fundraising targetfor the latter was significantly exceeded.

The redevelopment of the museum will generate an estimated 58m annually in theScottish economy and will support 1,500 jobs in Edinburgh. In the first year of re-openingthe National Museum of Scotland has attracted 2.4 million visitors offering new facilities

for events and other income generating opportunities. The National Museum of Scotlandis now the most visited attraction outside London, displaying 20,000 items across 36galleries. The project has provided:

new street level entrance floor16 dynamic new exhibitionsa 650 square metre gallery for international touring exhibitionsa three storey learning centrenew interpretation and orientation for visitorshigh quality social spaces, with new restaurants, shops and cloakroom facilities


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The project is the centrepiece of a 15-year Masterplan to redevelop the whole NationalMuseum complex. We are now actively planning the final stages of the Masterplan whichfocuses on developing a further 8 vibrant and engaging galleries.

We continue to invest in our other museums and their programmes to broaden visitorappeal and improve care of collections. At the National Museum of Flight, theimplementation of the first phase of a Masterplan has seen 2.5 million of improvementsover two years that resulted in a 24% increase in visits and the award of Visit Scotlandsprestigious five-star visitor status.

Annually, we receive 2.68 million web page views. Beyond our museums, we deliveractivities in all 32 local authority areas in Scotland. Internationally, we continue tostrengthen our links with museums and other organisations in India, North America,Australia, New Zealand, China and Africa, with a wide range of projects in progress or indevelopment. We also have a critically important role within Scotland, supporting andenabling the museum community through sharing skills, training, loans and communityengagement activity.

National Museums Scotland also includesNational Museum of Flight, theNational WarMuseum, theNational Museum of Costumeand theNational Museum of Rural Life.

National Museum of Flight: recognised as the broadest aviation collection in the UKwith an internationally important collection. It is now home to one of the three Concordeaircraft preserved in the UK. With new developments recently completed, a further phaseof the site Masterplan is now being planned.

National Museum of Rural Life: opened in July 2001, the museum enables visitors to

learn about Scotlands rural past on a site which combines a 140-acre working farm,exhibition building and an outdoor events area. Over the past few years our activities atthis site have expanded, especially in relation to large scale outdoor events.

National Museum of Costume: set in Shambellie House in Dumfries this museumcontains costume from the 1850s to the 1950s displayed in period room settings. It offersvisitors a chance to see period clothes with accessories, furniture and decorative art.

National War Museum: explores the Scottish experience of war and military serviceover the last 400 years. Scotland's military history is presented in galleries housed inmid-18th century buildings at Edinburgh Castle.

In addition, the National Museums Collections Centre provides a home for objects notcurrently on display and also houses our new conservation centre and related collectionsactivities. Significant redevelopment is planned at this site, including plans to introducepublic access.

DIRECTORATE OF EXTERNAL RELATIONS

The Directorate has a dedicated role to develop and promote the National MuseumsScotland brand, role and vision and promotional activity across its sites, including online,and to generate income through revenue and campaign fundraising programmes.
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DEPARTMENT OF MARKETING AND COMMUNICATIONS

The Marketing and Communications team is part of External Relations and responsiblefor promoting all of the museums and the corporate body. The teams remit covers:

Brand management and advocacy building and managing the brand in order tobuild awareness, understanding and support among our many stakeholders.

Marketing Communications driving visits to all of our sites through integratedcampaigns with defined objectives, reaching focused target audiences with arange of innovative and high-impact tactics across the marketing andcommunications mix.

Media - responding to some 500 media enquiries each year, covering all aspectsof the organisations work, creating high-profile strategic media campaigns, andproactively managing external messages about activity.

Market and audience research co-ordinating a research programme and

disseminating findings, to help understand its audiences and tailor servicesaccordingly

GENERAL INFORMATION

Salary

The salary range is 18,125 to 20,627 per annum. Salary on appointment will besubject to qualifications and experience and will normally be within the bottom quarter ofthe pay range. Pay, including pay progression, is reviewed in negotiation with therecognised trade unions, with an annual settlement date of 1 August.

Where an internal candidate successful applies for a post which is the same grade astheir current post, they will transfer to the new post on the same salary with payprogression as normal.

Hours

Normally a 5 day week of 37 hours, excluding lunch breaks. Normal hours of attendanceare Monday to Thursday 8.30 a.m. to 5.00 p.m., Friday 8.30 a.m. to 4.30 p.m. As analternative, a flexible working system is in operation.

Flexibility to work outwith normal office hours and at weekends to support events is vital.

Annual Leave

There is an annual leave allowance of 25 days per annum pro rata, rising to 30 days perannum after 5 years service. In addition, all staff receive 11 public and privilegeholidays per annum pro rata.

Probation

Staff are on probation for a period of 6 months from date of appointment.


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Pension

Staff of National Museums Scotland are eligible to join the Civil Service Pensionarrangements, which are a valuable part of the pay package. The pension is secure,

being backed by government guarantee. The organisation pays up to 24.3% in additionto gross salary towards the pension scheme. Members contributions are comparativelylow. The choice of scheme is as follows:

nuvos. This is an occupational pension scheme. As at 1 April 2012, membercontributions range from 3.5% rising to 5.9% according to salary band. As youremployer, we meet the rest of the cost of the scheme.

partnership pension account. This is a stakeholder pension, with a contribution fromourselves. How much we pay is based on your age. We pay this, regardless ofwhether you choose to contribute anything. You do not have to contribute but, if youdo, we will also match your contributions, up to 3% of your pensionable earnings.The contributions are in addition to the age-related contribution mentioned above.

NB: It should be noted that annual increases in employee contributions to the CivilService Pension arrangements will be advised by the Cabinet Office to NationalMuseums Scotland on an annual basis.

Eligibility to join the main scheme may be affected by such factors such as:

previous service in a Civil Service department, a Civil Service pension already in payment, or having been awarded enhanced benefits on leaving a Civil Service employer

Our Approach to Equality and Diversity

We are committed to promoting equal opportunities; part of this commitment relates toour aim to appoint the best person for the job regardless of their gender, age, genderreassignment, disability, pregnancy, colour, race, nationality, ethnic or national origins,sexual orientation, religion or belief, or because someone is married or is a civil partner.

Impact Assessments have been undertaken to review our Human Resources policies toensure that individuals and groups are not treated adversely and where possible, wehave begun to develop policies that have a more positive impact, to help us attract andretain a diverse workforce. We also undertake Equal Opportunities Monitoring toevaluate the effective implementation of our policies and procedures and to comply with

legislation. Information relating to our Equality Schemes and Action Plans can be foundon our website.

Here are some of our policies that are designed to enable you to balance your work andyour life commitments:

Flexible Working Hours Scheme Special LeaveFlexible Working Arrangements Employee AssistanceMaternity and Paternity Leave Part Time WorkingAdoption and Parental Leave Dependent LeaveChild Care Voucher scheme Gender Reassignment


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Work Life Balance - Career Breaks and Flexible Working

If you have any special requirements either to complete the application form or in orderto attend an interview or selection event or have any other questions then please contact

our HR Team.

Employee Savings

Staff employed by National Museums Scotland have the opportunity to access anexclusive website through which they can access savings and discounts from over threehundred high street and on line retailers. The wide range of goods and servicesavailable at a reduction range from everyday essentials such as food shopping andpetrol purchases to occasional purchases such as white goods and holidays.

This is in addition to employee discounts in our shops, restaurants and cafes and free ordiscounted entry to National Museums Scotland properties and other cultural institutionsand visitor attractions across the United Kingdom.

Retirement Policy

National Museums Scotland does not have a default retirement age. Under the Nuvospension scheme, staff may currently access pension benefits without reduction at age65.

Conditions of Service

Staff of National Museums Scotland are not Civil Servants, since they are appointed by

the Board of Trustees and not by the Crown.

Travel Expenses

We will pay up to a maximum of 150 for reasonable travel and accommodationexpenses necessarilyincurred; there will be no reimbursement for subsistence. Checkswill, therefore, be carried out to ensure that any overnight stay is necessary and thatcheaper travel options have been sought out.

Expenses Guidelines

Travel expenses are provided by National Museums Scotland to assist you in attending a

selection event, please consider the guidelines below before making any travel and/oraccommodation reservations.

Accommodation will be reimbursed up to a maximum of 85 however cheaperhotels should be used whenever they are available at an acceptable standard.

Use of the Airport Shuttle bus between the airport and the city centre isencouraged. If a taxi is taken we will only reimburse at the cost of a return busfare.

If you choose to drive we will pay for the equivalent standard rail fare if less thanthe cost of mileage.

If possible journeys should be done in one day


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150 is the maximum allowance and we reserve the right to reimburse for lessthan this if we feel that the costs arent justified.

Claims of less than 10 will not be reimbursed

Candidates travelling from outwith the UK should note that expenses may be claimedfrom point of entry only.

Background Checks

Any offer of employment will be made subject to the receipt of references which aresatisfactory to National Museums Scotland and cover the full three year period, prior tothe effective date of any appointment.

Disclosure Scotland

It will be a condition of employment that the successful applicant for this post undertakesa Basic Disclosure Scotland check, the result of which must be satisfactory to NationalMuseums Scotland. National Museums will refund the associated costs.

Eligibility to Work in the UK

Employers are required to ensure that any prospective employee is legally entitled to liveand work in the UK. You will be required to provide appropriate documentation asevidence at interview stage, normally in the form of a passport and/or other documentwhich states that you have the right of residence and right to work in the UK.

Where more than one candidate is successful in passing the Selection Board for a post,

National Museums is obliged to offer the post to an eligible candidate who already hasthe right to live and work in the UK (a settled worker), before considering a candidate forwhom a Certificate of Sponsorship application would be required. This is because anysuch application would need to show that no suitably qualified settled worker is availablefor the post.

Closing Date

Closing date for completed applications is midnight Monday 22 October 2012.

Assessment Process

This successful candidate for this position will be appointed following a competencybased selection process.

Candidates invited for selection event will be required to attend in person. There are noarrangements currently in place to enable participation in a selection event by alternativemeans, for example, video or telephone conference calls.

During the selection event candidates will participate in activities that will enable theassessors to assess performance against our Competency Framework.


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Our competencies are: Building RelationshipsCommunicating & EngagingFocusing on your CustomersImproving & Innovating

Leading & ManagingPlanning for Success

It is anticipated that the selection event for this post will be held on Tuesday 13November 2012.

A large print version of this vacancy statement is available fromthe Human Resources Office, on request.


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JOB DESCRIPTION

Post Title:Marketing & Communications Assistant

Department:Marketing & Communications

Section:Communications

Directorate:Marketing & Development

Grade:6

Hours:37 (net)

Purpose of Post:

To provide assistance to the Marketing & Communications team in order tofacilitate an increase in visitor numbers, improvement to the awareness of the

National Museums Scotland brand, increased income generation, and a highmedia profile for key National Museums Scotland corporate messages, eventsand activities

Key Responsibilities:

Provide support to the Marketing & Communications team to execute a marketingand promotional plan for National Museums Scotland, in line with corporatepriorities

Assist the Communications team with the preparation and distribution of media

statements and releases

Respond to general media enquiries, referring matters to others in theCommunications team where appropriate

Assist with the organisation of press views and photo calls and with thepreparation of press packs

Maintain and report on media coverage internally

Assist the Marketing team to develop print, web and other marketing materialswhich are fit for purpose, attractive and readable for the intended audience, and

which promote a positive image of National Museums Scotland

Collate visitor statistics and liaise with market research partners and others orprepare regular (monthly) visitor statistics for internal and external use

Organise the stock control and distribution of printed promotional materials

Provide support for the Marketing & Communications team as required


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Key Responsibilities cont:

Commit to good health & safety and access practice and ensure familiarity withNational Museums health & safety and access policies, procedures andguidelines

Expected Outcomes:

A growth in overall visitor numbers across all sites and to all projects

A growth of the support base for National Museums Scotland and improvedawareness of National Museums Scotland as an organisation

An effective and efficient media relations / external communications service

Effective and efficient distribution of promotional material

An efficient flow of statistical information to management and Trustees to assist inplanning

High attendance at major exhibitions and other specific project and programmes,as well as new permanent displays

Reports To:

Communications Officer

Facts and Figures:

Budget: None

Staff Managed: None

Indirect Staff Managed: None

Other: None

Thinking Skills (Judgments / Decisions Made):

Promoting the National Museums Scotland brand and its development

Advising museums and other internal clients on most effective marketing ormedia techniques


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Thinking Skills (Judgments / Decisions Made) cont:

Prioritising media enquiries / level of senior sign-off

Communication and Contact:

Internal:

Communications Officers, Marketing Manager, Communications Manager andother members of Department

Director of Marketing & Development and Corporate Management Team (CMT)

All other National Museums Scotland departments

External:

Media

VIP guests and speakers

Trustees

Visitors

General public (enquirers)

Other museums, tourists attractions, partners and related organisations

Suppliers or goods and services

Most Challenging Parts of the Job:

Maintaining responsiveness and a sense of priorities in daily work

Effectively managing a diverse workload in a busy marketing communicationsenvironment

Working to tight deadlines

Attention to detail

Maintaining good relations between staff within and out with the department

Other Requirements e.g. Multi-site Working, On Call, etc:

Must be willing to travel to other National Museums Scotland and other local sitesas required


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Other Requirements e.g. Multi-site Working, On Call, etc, cont:

Must be willing to attend functions and events out of hours

Organisational Chart:

Head of

Marketing &

Communications

Communications

Manager

Marketing

Manager

Administrator

Marketing Officer

Communications Officer

Marketing Officer

Communications

Officer

Marketing &

Communications

Assistant


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PERSON SPECIFICATION

Post Title:

Marketing & Communications Assistant

Department:Marketing & Communications

Section:Communications

Directorate:Marketing & Development

Grade:6

Hours:37 (net)

Knowledge Essential or

desirable

Evidence

assessed by

Minimum educational qualifications of 3Highers or equivalent, one of which mustbe English

Essential Certificate /Application

Degree or equivalent, e.g. a marketing orpublic relations qualification (e.g. Instituteof Marketing)

Desirable Certificate /Application

Knowledge of marketing andcommunications activities in a large

organisation

Desirable Application /Selection Event

Skills Essential ordesirable

Evidenceassessed by

ICT skills in Microsoft Word, Excel andOutlook

Essential Certificate /Application /Selection Event

Creative thinking and lateral thinking ability Essential Application /Selection Event


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Experience Essential ordesirable

Evidenceassessed by

Experience in a public relations, marketingor media relations setting

Essential Application /Selection Event

Experience of using databases, mailmerges and spreadsheets


Experience of working in a largeorganisation


Relevant experience in a cultural,educational, leisure or charity setting


Experience of preparing press releases Desirable Application /Selection Event

Experience of working with statistics andpreparing reports



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National Museums Scotland has a Competency Framework with five competencies.Individuals for this job are expected to demonstrate competence in all five competenciesthrough assessment from the Application Form and, if you are invited to attend, at the

Selection Event.


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Competency Level Detail

Building

RelationshipsWorks effectivelyand professionallyas part of their teamand with othersacross theorganisation;collaborates andnetworks for specificoutcomes andprojects; formspartnerships,nationally andinternationally formutual benefit.

2 Collaborates with Others

Understands other National MuseumsScotlands roles and functions, includinginterdependencies and the impact these haveon own area of work.

Promotes and raises awareness of own role,department and function, internally orexternally

Encourages co-operation betweendepartments, sites and directorates.

Considers and sees different perspectives onissues, between people, across departments

or organisations for mutual benefit. Works with external stakeholders and

organisations to deliver objectives.

Communicating &EngagingUses interpersonalskills flexibly tocommunicate,influence and

negotiate bothinternally andexternally to ensurea sharedunderstanding andcommitment to act.

2 Influences and Engages Others

Communicates regularly, accurately, timelyand appropriately.

Facilitates two way communication,encouraging dialogue and exchangethroughout and outwith the organisation.

Adapts own style of communication to suitdifferent peoples needs.

Demonstrates empathy and understanding inall communications.

Confidently influences others, rather thanmanipulating or imposing ideas.

Focussing on yourCustomers

Places the customerat the heart of whatwe do, engages,listens andresponds to createan outstandingexperience and aculture of serviceexcellence, bothinternally andexternally.

2 Is Proactive In Understanding Customer Needs

Is open and receives feedback fromcustomers in a positive way.

Is able to read quickly what a customer wantsand gets straight to their needs.

Anticipates customer concerns and reactions;and pre-empts these by addressing themupfront.

Offers a bespoke service and solution to thecustomer, meeting any special requirements

Responds, calmly, tactfully and firmly whendealing with difficult situations to resolve theissue.


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Competency Level Detail

Innovating &ImprovingBuilds personal and

organisationalcapability tocontinuouslyimprove to enableNational MuseumsScotland to exceland lead within thesector.

1 Develops personally and professionally.

Willing to learn, building up knowledge andkeeping up to date with advances and issues

in their own area of work and within NationalMuseums Scotland.

Positively responds to feedback, learningfrom experience and mistakes.

Challenges status quo, existing norms andunacceptable behaviour constructivelytheway we do things around here

Uses initiative and imagination to makeconstructive suggestions for improvementsand innovations.

Flexible thinking - open to, accepts and

adapts to new or different ideasPlanning forSuccessRealistically planstasks, programmesand projects inconsultation withstakeholders andexisting resources;making decisions foreffective delivery.

2 Implements plans

Prioritises own workload to meet conflictingdemands.

Implements plans for delivery, building inflexibility to cope with last minute demands.

Consults with relevant stakeholders to ensurethe output, the outcome and the plan to meettheir needs.

Takes into consideration the impact of actionsand decisions on others and puts in placemeasures to minimise them.

Thinks ahead to identify potential obstaclesand proactively solves issues to minimisethe impact on delivery.

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