Marketing Image Licence Records Assistant

Office Administration | Marketing Assets | Remote
£28.25–£30.50 hourly · Full-time or part-time

Teams may have access to photographs and graphics supplied by a photographer, stock service or partner. Before an asset is reused, the marketing owner needs to know where it came from and what use was approved. This position keeps the supporting record organised. You would link an image to its licence or permission note, record supplied restrictions and flag a missing source. You would not interpret a licence legally or declare a new use permitted when the record is uncertain.

Identify the asset precisely

An image may exist in several sizes or crops. Check the file name, preview and source reference before connecting it to a licence entry. A folder labelled “approved images” may contain an old version, so use the employer’s register and ask the owner about a mismatch. If a colleague requests an asset for a new campaign, you can identify what the existing record says and route a scope question to the authorised marketing or legal contact. Do not assume permission for every channel because the image appeared once on a website.

Your administrative work could include recording the supplier name, purchase reference, usage note and expiry or review date as provided by the owner. If an attachment with the terms will not open, flag it rather than transcribe a guess from the filename. An asset awaiting approval stays separate from a file ready for use. When an updated permission arrives, link it to the specific image and note which earlier record it changes.

A practical example

A team member asks for a photo used in last year’s online newsletter to appear on a printed leaflet. You would find the image’s record and check whether the supplied usage note addresses print. If it does not, leave the request pending and ask the owner to verify permission. Sending the image because it has been published before may cause a problem later. A concise answer explains what record was checked and which decision remains open without pretending to give legal advice.

Customer service habits help when replying to internal requests. Colleagues need a clear status and a route for questions, not a silent folder link. Keep the exchange in the approved online system, especially when a third party’s name or terms are involved. If a file is missing, record the missing source and do not replace it with a visually similar picture that has a different licence. The role is careful office administration supporting marketing, rather than graphic design.

What you may be assigned

Each image needs to be connected to the right source and a licence or permission document that actually opens. Record the dates and restrictions supplied by the owner without interpreting their legal effect. A missing or conflicting source should remain pending. Keep alternate crops tied to the underlying asset, and note when an approved file was supplied to a colleague. If someone proposes a new use, send that question to the authorised decision maker. Update the record when a new approval is supplied, not when a requester assumes it will be granted.

The job is remote, carried out from a home office with online asset folders and a tracking system. The employer will teach its file names, categories and escalation rules. You do not need an intellectual-property qualification. Previous marketing experience is helpful but not essential; accuracy and comfort comparing records are the starting points. The hourly pay band is above, and the company will confirm the schedule.

If the licence record names a photographer but the image file has been renamed several times, use the supplied identifier or preview to trace it and ask the owner when the match remains uncertain. A description such as “office team smiling” is not enough to establish that two files share a licence. When an asset is withdrawn from the approved library, update the permitted status and notify anyone whose assigned request still points to it. You do not have authority to decide how existing published uses should be handled; the owner needs that question.

Apply for consideration

Tell us what you would do if an image had been used online but a colleague now wanted it in print. You can use an example of checking permission in another setting. We welcome applicants starting in marketing support. Those who progress may be asked to complete an application on the hiring company’s website. Training in the asset register will be provided.