Representation Coordinator (Academic Communities) Recruitment Pack October 2017
Recruitment Pack Representation Coordinator (Academic Communities)
October 2017 Dear Prospective Candidate Re: Representation Coordinator (Academic Communities) Thank you for your interest in the position of Representation Coordinator (Academic Communities) 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 £11million 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 8 years, placed 24th for 2017. The Representation and Democracy Department is fundamental to Kent Union, giving our members a voice in the University, their local community and nationally. We represent their interests and campaign on important issues both with and for them. The department has had significant change over the last two years with the implementation of a new democratic system in 2015 that sits at the base of our policy formation. On the back of a review of our representation structures and academic rep programme in 2015, we negotiated funding to expand the academic representation function in the department which has allowed for two new staff posts. We also commissioned the creation of a new piece of software to collate feedback and utilise this to develop education policy. We have also expanded our work to influence local decision makers arranging meetings between members and MPs, contributing to consultation responses and supporting our officers to shape the agenda for the benefit of the membership. As a democratic organisation, we oversee and run hundreds of elections across the year ranging from the election of the officer trustees to the elections across all student group committees. As Representation Coordinator (Academic Communities) you will be key in implementing these exciting changes. This role will coordinate our activity to create, support and develop academic communities at Kent outside of the classroom; they will shape spaces for students to discuss their teaching and learning experience and coordinate the activity of academic based societies. The successful candidate will have good experience in working with volunteers, a track record in coordinating multiple projects and a demonstrable passion for supporting students to change the world. This is an incredibly exciting post and an opportunity to shape and shake up one of our most important areas of work. I hope that you will consider applying and take up the chance to work with inspiring student leaders in a dynamic and vibrant organisation. 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
Recruitment Pack Representation Coordinator (Academic Communities)
Summary governance and management arrangements Application and selection process and timetable
If you require further information about the role please contact Victoria Edwards 01227 824915. Yours faithfully
Victoria Edwards Head of Representation & Democracy
Recruitment Pack Representation Coordinator (Academic Communities)
Job Description – Representation Coordinator Department: Representation and Democracy Reports to: Academic Representation and Policy Manager Direct reports: None Role Purpose: The post holder will empower students to create academic communities outside of the classroom, shaping spaces for students to discuss their teaching and learning experience and coordinating the activity of academic based societies
Duties and Responsibilities Financial Responsibilities: 1. To be responsible for the security of all resources including stock and cash, and to follow all Kent Union’s financial procedures. Responsibility for People: 1. To effectively communicate individual, team and organisational goals to all people. 2. To encourage open feedback and debate from people. 3. To effectively coach and mentor people to help achieve potential, and lead by example on continuous personal development. 4. To work with the Head of Volunteer Development and Support to align our volunteers behind Kent Union’s charitable purpose, implementing best practice in volunteer management, including although not limited to inducting and training volunteers, performance management of volunteers, reward and recognition and provide regular support to our volunteers. 5. To ensure that Kent Union’s procedures on the employment and ongoing management of Tier 4 Student staff is adhered to at all times. Responsibility for Representation 1. To be aware of University structures and support student representation on University committees. 2. To support representatives with finding a resolution to problems or issues that they bring to your attention. 3. To provide administrative support for academic meetings and events. 4. To develop and maintain strong stakeholder relationships with University Faculties and Schools and other University departments. 5. To support the delivery of Kent Union’s Education Strategy.
Responsibility for Academic Communities 1. To work towards establishing an academic society in each school at the University of Kent.
Recruitment Pack Representation Coordinator (Academic Communities)
2. To support academic societies to develop and fulfil their aims, by providing operational and administrative support. 3. To liaise with a designated staff member in each school to ensure the society is appropriately supported. 4. To coordinate the creation and development of student led spaces that create academic communities and innovative environments for students to develop their learning. 5. To coordinate the support of academic based student groups with the student rep system 6. To support Education Forum and other structures to support student led representation on education matters. 7. To work with academic societies and student representatives to ensure all students have a fair and accessible means of offering feedback on their academic experience. 8. To coordinate initiatives to celebrate good teaching at the University. Responsibility for Democracy and Campaigns 1. To support the delivery of Kent Unions democratic structures. 2. To support the planning and delivery of the annual Leadership Elections and all other elections. 3. To support the planning and delivery of campaign activity by elected officers. 4. To support projects and initiatives of the Representation & Democracy department. Expected Behaviours 1. To attend training sessions, and appropriate meetings as and when required. 2. To contribute to the positive image of Kent Union with students, University and the local community. 3. To lead by example and demonstrate a full understanding of the organisation’s democratic structures. 4. To ensure systems are in place to reduce Kent Unions’ impact on the environment. 5. To 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. 6. To undertake other tasks and responsibilities compatible with the level and nature of the post as required by your manager from time to time to support the achievement of Kent Union’s Plan.
Summary of terms
This is a full time, permanent position Hours of work – 35 hours per week Normal place of work – Canterbury This job description does not form part of the contract of employment.
Recruitment Pack Representation Coordinator (Academic Communities)
Person Specification
Essential
Desirable
Tested at interview
Tested at application
Essential requirements should be demonstrated before appointment and maintained in post. Desirable elements should be developed and maintained once in post as needed Qualifications Educated to degree level An appropriate qualification in working with or managing volunteers A training qualification (for example Train to Train) Experience
X X
X X
X
X
A track record of designing, planning and delivering effective campaigns and projects, both personally and through empowering others, ideally volunteers Experience of building strong and productive relationships with external stakeholders to deliver shared objectives A demonstrable record of working with, supporting and empowering volunteers and/or elected officers to deliver organisational objectives Experience of developing, planning and delivering training programmes, in particular soft skills training Experience of supporting elections in students’ unions or similar organisations Experience of working with volunteers within the representation sector Experience of successfully managing projects to deliver organisational objectives Knowledge
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
A thorough understanding of the current issues affecting higher education institutions and students and how this impacts upon the role A good knowledge of how to run effective campaigns utilising a range of tactics and communication tools A good understanding of best practice in student representation and engagement in a learning environment Skills and Abilities
X
X
X
X
X
X
X
X
X
The ability to operate effectively in a complex environment, with the skills and acumen to develop productive relationships with a range of internal and external stakeholders A skilled and committed user of IT, enabling efficiencies and improved service through the use of technology A firm commitment to standards of excellence, thoroughness, perseverance and good attention to detail
X
X
X
X
X
X
X
Recruitment Pack Representation Coordinator (Academic Communities)
Excellent communication skills, with the ability to communicate clearly and concisely, in a positive way, choosing the most appropriate method of communication for the audience Sound judgement and ability to handle competing priorities and a challenging workload in a pressurised environment An effective and highly capable individual who is punctual, friendly and has a positive attitude, takes pride in own work and that of team members and provides the highest standards of customer service Values and Behaviours
X
X
X
X
X
X
Evidence of commitment to continuing personal and professional development A firm commitment to equality of opportunity; an individual who values diversity, shows respect for all people and works well with people who have different ideas, perspectives and backgrounds A team player, who helps others to build a successful team, celebrates others’ successes and supports others to achieve individual and team goals A responsible individual who is committed to Kent Union’s values, will take steps to reduce the organisation’s impact upon the environment and support efforts to give something back to society A strong commitment to working in a democratic and membership organisation; the ability to empower and build constructive relationships with elected officers
X
X
X
X
X
X
X
X
X
X
Recruitment Pack Representation Coordinator (Academic Communities)
Representation Coordinator (Academic Communities) Annual salary £19,276 35 hours per week 37 days annual leave rising to 42 after 5 years Generous pension and benefits Kent Union is 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 £11million 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 8 years, placed 24th for 2017. The Representation and Democracy Department is fundamental to Kent Union, giving our members a voice in the University, their local community and nationally. We represent their interests and campaign on important issues both with and for them. The department has had significant change over the last two years with the implementation of a new democratic system in 2015 that sits at the base of our policy formation. On the back of a review of our representation structures and academic rep programme in 2015, we negotiated funding to expand the academic representation function in the department to include two new staff posts. We also commissioned the creation of a new piece of software to collate feedback and utilise this to develop education policy. We have also expanded our work to influence local decision makers arranging meetings between members and MPs, contributing to consultation responses and supporting our officers to shape the agenda for the benefit of the membership. As a democratic organisation, we oversee and run hundreds of elections across the year ranging from the election of the officer trustees to the elections across all student group committees. This role will be key in implementing these exciting changes. They will coordinate our activity to create, support and develop academic communities at Kent outside of the classroom; they will shape spaces for students to discuss their teaching and learning experience and coordinate the activity of academic based societies. The successful candidate will have good experience in working with volunteers, a track record in coordinating multiple projects and a demonstrable passion for supporting students to change the world. This is an incredibly exciting post and an opportunity to shape and shake up one of our most core areas of work. We hope that you will consider applying and take up the chance to work with inspiring student leaders in a dynamic and vibrant organisation. For an informal conversation about this opportunity, please contact Victoria Edwards on 01227 824915. For an application pack, please visit http://www.kentunion.co.uk/careers/ Closing date for applications: Interview:
Monday 20 November 2017 midday Tuesday 28 November 2017
Recruitment Pack Representation Coordinator (Academic Communities) Summary Conditions of Appointment Salary The post is at Grade 4.1 of Kent Union’s pay scale with a salary of £19,276 per annum. 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 the Superannuation Arrangements of the University of London (SAUL), 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 per week; additional hours where deemed necessary with occasional evenings or weekends. 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 Representation Coordinator (Academic Communities) 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. Democratic Structures Kent Union is a membership organisation; all students at the University of Kent are automatically members of Kent Union. The membership provide 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.
Recruitment Pack Representation Coordinator (Academic Communities) 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 crosscampus ballot and take office on 1st 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 360 student staff, who work whilst completing their studies at the University of Kent; and approximately 140 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 Director Group, who in turn manage staff through the 15 senior managers, each of whom is responsible for one of the Union’s Departments or a strategic function. Application and Selection Process and Timetable Recruitment and Selection Timetable 25 October
Advertise position
20 November
Applications close midday
28 November
Interviews
Applications To apply please download and complete an application form from our recruitment website http://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 midday on 20 November 2017 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 For an informal conversation, further information or any questions about this opportunity, please contact Victoria Edwards, Head of Representation and Democracy on 01227 824915.
