STUDENT ACTIVITIES ADMINISTRATOR RECRUITMENT PACK June 2019
Recruitment Pack – Student Activities Administrator
WELCOME Thank you for your interest in the position of Student Activities Administrator at Kent Union. We are a successful, vibrant and exciting organisation with a bright future ahead of us. We have achieved a great deal in the last few years, more than doubling in size to our current £12 million turnover, 500 employees and 2,000+ volunteers. Kent Union is a great place to work. We were re-accredited with Investor in People Gold status in December 2014, and were accredited with Leaders in Diversity in 2013; we were the first students’ union in the UK to achieve Investing in Volunteers status and have been included in the Sunday Times 100 Best Not-For-Profit Organisations to Work For, for 10 years, placed 58th for 2019. The Student Activities team oversees the running of Kent Union’s societies, community action groups, and student media. The groups under the Student Activities umbrella are diverse and wide-ranging, from a student newspaper and FM-licensed radio station, to musical theatre and Quidditch, and various charitable fundraising groups and the Canterbury Nightline initiative. The Student Activities Administrator is an exciting opportunity to be a part of a growing and thriving team, providing a vital service to enhance the experience of students at the University of Kent. The post holder will have a central role within the team; they will be responsible for the administrative support of all of our groups including finances, memberships, training and inductions, and reward and recognition. This pack should provide everything you need to support your application. It contains:
Job description Person specification Copy of full advert Summary conditions of appointment Summary governance and management arrangements Application and selection process and timetable
If you require further information, please contact James Vesty, Student Media Manager on 01227 816100 or email
[email protected]. More information is available at http://www.kentunion.co.uk/careers/.
Recruitment Pack – Student Activities Administrator
WHY WORK FOR US? We’re Bold You’ll be working for an organisation that is innovative and challenges the status quo to stand up for students and ensure they have the best time at University. You’ll get to directly shape what we do and pioneer new areas of work.
We’re Supportive We offer 37* days of annual leave, time off for volunteering, ability to occasionally work from home and an optional pension scheme. We’re also flexible as we understand that life isn’t 9-5 and we’ll always look at how we can best adapt to meet your needs.
We’re Inclusive We are an organisation that champions equality and diversity and works to embed this in everything we do. We positively encourage applications from all individuals irrespective of their gender, age, ethnicity, sexuality, religious beliefs or disability.
And It’s Great Fun! We are always working hard to improve the student experience but we have a great time doing it. You’ll be joining a team of passionate and friendly people and get to be involved in all the incredibly random fun things we do that make Students’ Unions such amazing and unique places to work.
*Entitled to 23 days’ leave, increasing by 1 day a year to a maximum of 28 days; 6 ‘customary’ days’ leave, normally taken over Christmas; and the 8 statutory leave days for England. Total entitlement is therefore 37 days in year 1, rising to 42 days after 5 years.
Recruitment Pack – Student Activities Administrator
THE ROLE Job Description; Student Activities Administrator Department: Student Activities Reports to: Student Media Manager Role Purpose: The post holder will help empower and support Kent Union’s student groups, providing administrative support for the co-ordination of their various activities. Duties and Responsibilities Financial Responsibilities 1. Support the department with the processing of financial paperwork including invoice requisitions, purchase orders, reimbursements and internal transfers. 2. Provide administrative support for RaG finance processes and ensure that RaG counts are effectively logged. 3. Administer the Access to Activities fund, including financial paperwork and grant allocation. 4. Maintain financial controls and ensure the Finance Department receives all relevant financial information promptly.
Operational Duties 1. Update and maintain the SUMS membership system to effectively record volunteer engagement and training. 2. Assist with general volunteer queries and help with the day-to-day running of Student Activities. 3. Monitor both the CSR mailbox and the Student Activities mailbox and respond effectively to requests and queries. 4. Assist in the planning and executing of the two annual awards ceremonies (KIC Awards and Activities Awards). 5. Keep the Kent Union web pages relating to Student Activities up-to-date. 6. Assist with monitoring administrative processes within student groups, including health and safety and risk assessments. 7. Administer and maintain appropriate systems and processes for all student group operations, including website administration, room booking rights and elections. 8. Assist in the organisation of safeguarding files, keeping in line with GDPR laws. 9. Carry out other duties and activities as required to support colleagues in the team. 10. Deliver targets established in the annual Department Operating Plan.
Expected Behaviours 1. Attend training sessions, and appropriate meetings as and when required by Kent Union. 2. Contribute to the positive image of Kent Union with students, University and the local community. 3. Demonstrate understanding of the organisations democratic structures. 4. Act as an ambassador for Kent Union and show loyalty to the organisation, abiding by the Union’s Constitution, policies and procedures at all times. 5. Undertake other tasks and responsibilities compatible with the level and nature of the post as required by your manager from time to time.
Summary of terms
This is a full-time, permanent position; The contracted hours are 35 hours per week, with the potential for flexibility around working hours and times. Working time will roughly be split: student media (60%); societies (20%); community action groups and RaG (20%) This post will be based at University of Kent, Canterbury Campus.
This job description does not form part of the contract of employment.
Recruitment Pack – Student Activities Administrator
WHAT WE’RE LOOKING FOR Person Specification Essential requirements should be demonstrated before appointment and maintained in post. Desirable elements should be developed and maintained once in post as needed. Qualifications
Essential
Educated to GCSE standard: Maths and English or equivalent
X
Desirable
Tested at Interview
Tested at application X
Experience Experience of working or volunteering in a busy customerfocused organisation
X
X
X
Administrative experience
X
X
X
Experience of working in and forging successful partnerships with external and internal stakeholders
X
X
X
Experience of working with, supporting and empowering volunteers
X
X
X
Experience of working within a democratic organisation
X
X
X
X
X
X
X
X
X
X
X
Knowledge Knowledge of best practice in office administration systems. Skills and Abilities Excellent communication skills with the ability to relate effectively with people at all levels and from all backgrounds A committed user of IT enabling efficiencies and improved service through the use of technology
X
A self-motivated person who can operate individually or as part of a team
X
X
X
Sound judgement and ability to handle competing priorities and a challenging workload
X
X
X
Recruitment Pack – Student Activities Administrator
A quick and efficient administrator with the ability to remain highly organised and meet deadlines in a fast paced and time pressured environment
X
X
Evidence of a personal commitment to continuing professional development
X
X
A commitment to equality of opportunity; someone who builds a culture of inclusivity and removes barriers to diversity
X
X
A team player, who helps others build a successful team, celebrates others’ success and supports others to achieve individual and team goals
X
X
An effective individual who is determined, robust and resilient enough to cope with the demands of the role
X
X
Values & Behaviors
X
Recruitment Pack – Student Activities Administrator
A BIT ABOUT US Summary Governance and Management Arrangements Why we’re here – our mission We are a charity that supports students at the University of Kent; we:
Stand up for students Help them have the best time at Kent Prepare them for life after Kent
Why we do it – our beliefs We believe every student at the University of Kent should have the opportunity to try out new experiences, have fun, make new friends and be part of a community; we believe every student should have the opportunity to fulfil their potential in life, have a voice in society and make a difference. We believe that Kent Union is integral to empowering students to realise this belief.
Where we’re going – our vision Our vision is for students at Kent to have one of the best student experiences on the planet, to be the best students’ union in Europe and to be a world class employer in the Not-for-Profit Sector; we know this is ambitious, but our strategic plan, our culture, our values and our mission will help us achieve our vision.
How we’re perceived – our values
Bold – we are brave and courageous; we stand up for students’ rights; we are innovative and we challenge the status quo. Inclusive – we welcome all people and appreciate their uniqueness; we are champions of equality and diversity. Supportive – we look out for people; we want students to succeed in life so we offer transformative experiences for them to get involved in; we ensure our staff have a healthy work-life balance.
Legal Status Kent Union is an unincorporated association and a registered charity. The Union has a Board of Trustees, which is legally responsible for all aspects of the organisation.
Recruitment Pack – Student Activities Administrator
Democratic Structures Kent Union is a membership organisation; all students at the University of Kent are automatically members of Kent Union. The membership provides strategic and political direction through the Union’s democratic structures, including petition and feedback mechanisms, all student votes, referenda, the Annual General Meeting, a Campaigns Forum, Executive Committee and seven elected Trustees.
The Trustees The Trustees of Kent Union are the five ‘sabbatical officers’, four ‘external’ trustees and four ‘student’ trustees. The sabbatical officers and two of the student trustees are elected each year by and from the student membership of Kent Union. The sabbatical officers take a year out of their studies (or immediately after graduating) to serve as a trustee; they can stand for re-election for a second year if they choose, but can serve for no more than two years. Unlike the trustees of most registered charities, the sabbatical officers are paid a living allowance and work a normal working week. The four student trustees have all the responsibilities of being a trustee, but are still studying and fulfil their duties on a ‘part-time’ and voluntary basis. Two of the four student trustees are elected by cross-campus ballot and take office on 1 July each year; the other two student trustees are selected via a recruitment process in the October of each year.
Staff and Management Structure Kent Union employs approximately 500 staff to provide services for its members. Staff are of two types – approximately 350 student staff, who work whilst completing their studies at the University of Kent; and approximately 150 career staff – professionals who have made working at Kent Union part of their career. The Board of Trustees oversees the work of staff through the Chief Executive and Senior Leadership Team, who in turn manage staff through the 8 senior managers, each of whom is responsible for one of the Union’s Departments or a strategic function.
Recruitment Pack – Student Activities Administrator
THE IMPORTANT HR BIT Summary Conditions of Appointment Salary This post is Grade 3.1 of Kent Union’s pay scale £17,899. Staff normally move up one incremental point annually, subject to performance. Probationary arrangements This post is subject to a 6-month probationary period, with 1, 3 and 6-month reviews. Notice Period The notice period for this position is one month. Annual Leave Entitlement The post holder is entitled to 23 days’ leave, increasing by 1 day a year to a maximum of 28 days; 6 ‘customary’ days’ leave, normally taken over Christmas; and the 8 statutory leave days for England. Total entitlement is therefore 37 days in year 1, rising to 42 days after 5 years. Pension The post holder is entitled to join Kent Union’s Career Average Related Earnings (CARE) pension scheme with salary sacrifice, in which Kent Union contributes 16% and employees contribute 6% of salary. Alternatively, the post-holder can join a personal pension scheme through Scottish Equitable, in which Kent Union contributes 6% and employees contribute 3% of salary. Hours of Work The contracted hours are 35 hours a week, with flexibility over work hours and times. Work-Life Balance Kent Union is committed to facilitating a healthy work-life balance and has cutting edge flexible working policies, including extensive maternity, paternity and grand-parent leave; generous adoption and parental leave entitlement; facilities for sabbatical leave; the option to work from home on occasion and time off for volunteering. Equality of Opportunity Kent Union is committed to the principles of equality of opportunity and will endeavour to meet the needs of any candidate who fulfils the requirements of the person specification.
Recruitment Pack – Student Activities Administrator
HOW TO APPLY Application and Selection Process and Timetable 5 June 2019 7 July 2019 - midnight 8 July 2019 17 July 2019
Position advertised Applications close Shortlisting Interviews
Applications To apply please download and complete an application form from our recruitment website www.kentunion.co.uk/careers and email it, along with the Equal Opportunities Monitoring form to
[email protected]; please ensure that you pay particular attention in your application to detailing how you meet the requirements of the person specification. The Equal Opportunities Monitoring form will be separated from applications prior to short-listing. Completed applications must be received by 7 July 2019 (midnight).
Website Kent Union’s website contains further background information about Kent Union to help potential applicants. Potential applicants are encouraged to look at the website prior to applying; the website address is www.kentunion.co.uk
Further Information and Questions If you require further information, please contact James Vesty, Student Media Manager on 01227 816100 or email
[email protected], or visit http://www.kentunion.co.uk/careers/.
Recruitment Pack – Student Activities Administrator
JOB ADVERT Student Activities Administrator Annual Salary £17,899 35 hours per week Generous Pension and benefits 37 days’ annual leave (rising to 42 after 5 years)
Thank you for your interest in the position of Student Activities Administrator at Kent Union. We are a successful, vibrant and exciting organisation with a bright future ahead of us. We have achieved a great deal in the last few years, more than doubling in size to our current £12 million turnover, 500 employees and 2,000+ volunteers. We were re-accredited with Investor in People Gold status in December 2014, and were accredited with Leaders in Diversity in 2013; we were the first student’s union in the UK to achieve Investing in Volunteers status and we have been included in the Sunday Times 100 Best Not-For-Profit Organisations to Work For, for 10 years, placed 58th for 2019. The Student Activities team oversees the running of Kent Union’s societies, community action groups, and student media. The groups under the Student Activities umbrella are diverse and wide-ranging, from a student newspaper and FM-licensed radio station, to musical theatre and Quidditch, and various charitable fundraising groups and the Canterbury Nightline initiative. The Student Activities Administrator is an exciting opportunity to be a part of a growing and thriving team, providing a vital service to enhance the experience of students at the University of Kent. The post holder will have a central role within the team; they will be responsible for the administrative support of all of our groups including finances, memberships, training and inductions, and reward and recognition. If you require further information, please contact James Vesty, Student Media Manager on 01227 816100 or email
[email protected], or visit http://www.kentunion.co.uk/careers/. To apply please download and complete an application form from our recruitment website www.kentunion.co.uk/careers and email it, along with the Equal Opportunities Monitoring form to
[email protected].
