Recruitment Pack


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Volunteering Projects Co-ordinator (Medway) Recruitment Pack December 2017

Recruitment Pack Volunteering Projects Co-ordinator (Medway)

November 2017

Dear Prospective Candidate Re: Volunteering Projects Co-ordinator (Medway) Thank you for your interest in the position of Volunteering Projects Co-ordinator at GK Unions (Kent Union). 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 £10million 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. Greenwich and Kent Students’ Unions Together (GK Unions) is a unique partnership that provides Student Union services to students from both the Universities of Greenwich and Kent studying at the Medway campus. The collaboration at Medway started in 2005, however we rebranded in 2013 as GK Unions and this marked a change in our partnership’s strategic aims and direction. Students’ Union, University of Greenwich and Kent Union are the representative bodies for students at the Universities of Kent and Greenwich and provide a range of services to students at each of their campuses. Kent Union is the managing partner for the GK Unions Partnership meaning that the financial and legal aspects of the partnership are the responsibility of Kent Union’s Board of Trustees, hence this role is directly employed by Kent Union. Students’ Union, University of Greenwich (SUUG), our partner in GK Unions, represents the students at London’s largest University including around 20,000 on-campus students of which about a quarter study at the Medway campus. SUUG has been improving its contribution to student experience at the University every year, demonstrated by increasing student engagement in an ever-expanding range of activities and services, and improving student satisfaction scores in the annual National Students Survey. For more information about SUUG please visit www.suug.co.uk The Student Activities Department which covers sports, societies and volunteering is at the heart of Kent Union, giving students the opportunity to get the most out of their University experience, as well as providing them with the opportunity to develop their skills. The post holder will be part of the wider Volunteering Team which covers both Canterbury and Medway campuses and focuses on the delivery of volunteering activities. This includes RaG, who are on track to raise £175,000 this year, Student Committees of which we have 9 representing 6 colleges, graduates, international students and students at Medway. Specifically, the role of the Volunteering Projects Co-ordinator will be responsible for developing and supporting student led volunteer projects which will involve empowering our members to plan, build relationships with local organisations and charities and recruit volunteers for projects. Last year we had 150+ students engaged in projects and we’re looking to build on this year on year, it’s an exciting time to be joining the team! The post holder will work closely with the Medway Volunteering Committee, Medway RaG and engage and support volunteer societies with the co-ordination of their activities. This pack should provide everything you need to support your application. It contains:  

Job description Person specification

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Recruitment Pack Volunteering Projects Co-ordinator (Medway)

   

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 Hewitt, Volunteering & Fundraising Manager on 01227 824 780 or visit http://www.kentunion.co.uk/careers/ I do hope you decide to apply for this position. Yours faithfully James Hewitt-McEyeson Volunteering & Fundraising Manager 01227 824 780

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Recruitment Pack Volunteering Projects Co-ordinator (Medway)

Job Description – Volunteering Projects Co-ordinator (Medway) Department: Student Activities Reports to: Volunteering & Fundraising Manager Role Purpose: The post holder will develop, co-ordinate and support volunteering projects and activities both on and off campus, which will empower students to fulfil their potential. Duties and Responsibilities Financial Responsibilities: 1. To be responsible for expenditure under the Medway Volunteering budget (as well as the setting of the budget), ensuring value for money at all times and that Kent Union’s financial procedures are adhered to. 2. To maintain financial controls and ensure the Finance Department receives all relevant financial information promptly. 3. To oversee the RaG financial procedures and manage all fundraising donations, maintaining up to date records. 4. To work with the relevant sabbatical officers from partner Students’ Unions and relevant student-led committees to allocate grants and funds as appropriate. Responsibility for People 1. To work with the Head of Volunteer Development and Support in aligning volunteers behind the partner Student Unions’ charitable purposes; implementing best practice in volunteer management, including although not limited to inducting and training volunteers, performance management of volunteers, rewarding and recognising volunteers and providing regular support to our volunteers. 2. 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 Health and Safety 1. To co-ordinate the health and safety of volunteering projects, including the maintenance of safety records for activities and the provision of training and briefings to volunteers, in line with Kent Union’s Health and Safety Policy. 2. To ensure adherence to Kent Union’s Safeguarding Policy and provide advice and support for groups wishing to work with children and vulnerable adults. Operational Duties – Volunteering Projects 1. To identify, develop, coordinate and support volunteering projects and one off volunteering opportunities, which are accessible to students and take place both on and off campus, enabling students to develop their skills, knowledge and experience, and increase the profile of University students in the community. 2. To provide regular reports regarding equal opportunities data, statistics regarding volunteering impact upon the local community and other data as requested. 3. To promote volunteering and its benefits to students through a range of effective communication channels. 4. With support build relationships with relevant University departments, providing them with guidance in best practice of volunteer management and where appropriate support with the recruitment of volunteers. 5. To take the lead in organising events for Student Volunteer Week in Medway, sharing ideas and best practice with events at the partner campuses.

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Recruitment Pack Volunteering Projects Co-ordinator (Medway)

6. Take the lead on the recruitment and training of Fresher Week Volunteers for arrivals week in September. 7. To be the contact for community organisations looking to set up volunteering projects involving Medway students, ensuring they are of a high quality and beneficial to our students. Operational Duties – Student Groups (RaG, Medway Volunteer Committee, SAM, Volunteer Societies) 1. To support the running of RaG week in Medway, sharing ideas and best practice with events at the partner campuses. 2. To endeavour to empower RaG, Medway Student Committees and Medway Volunteer Committee to run their own groups effectively, through the provision of training, advice, information and support. 3. To endeavour to empower volunteer societies to run their groups effectively, through the provision of training, advice, information and support.

Operational Duties – Volunteer Management 1. To administer the volunteering module (KSCV Platinum) at the Medway campus and act as a mentor for a small number of students, with guidance from the Head of Volunteer Management and Graduate Employability 2. To promote our volunteer reward and recognition schemes, including Volunteer of the Month and organise the volunteering awards. 3. To promote the toolkit and manage the review process at Medway 4. To provide regular reports and data about engagement in our reward and recognition schemes and other data as requested. Expected Behaviours 1. To attend training sessions, and appropriate meetings as and when required by GK Union 2. To contribute to the positive image of GK Unions with students, partner Universities 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 GK Unions’ impact on the environment. 5. To act as an ambassador for GK 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 GK Union’s Plan.

Summary of terms  This is a full time, permanent post.  The normal place of work will be at the Medway campus, however some work may be required at the Canterbury campus.  35 hours a week, typically 9am-5pm. The nature of the post will, at times, require additional commitment over and above normal office hours and this will be recompensed through a TOIL system.

This job description does not form part of the contract of employment

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Recruitment Pack Volunteering Projects Co-ordinator (Medway)

Person Specification- Volunteering Projects Co-ordinator 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 Desirable Tested at Tested at Interview application Appropriate volunteering qualification X X Appropriate training qualification X X First Aid/Health & Safety Qualification X X Experience Experience of working in an democratic environment Experience in working with a range of IT systems A demonstrable record of working with, supporting and empowering volunteers Evidence of co-ordinating or leading membership groups. A track record of working in and forging successful partnerships with a range of internal and external stakeholders. Experience of managing a budget Experience of working/volunteering in a busy, customer-focused organisation. Knowledge

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 A good understanding of best practice in volunteer management. A good knowledge of health and safety legislation and best practice. Skills and Abilities

X

X

X

X X

X X

Ability to operate effectively in a complex environment, with the political skills and acumen to develop productive relationships with a range of people Excellent communication skills, with the ability to relate to and communicate effectively with people at all levels Able to handle competing priorities and a challenging workload. Values & Behaviors

X

X

X

X

X

X

X

X

X

Evidence of a personal commitment to continuing professional development A commitment to equality of opportunity; someone who builds a culture of inclusivity and removes barriers to diversity A team player, who helps others build a successful team, celebrates others’ success and supports others to achieve individual and team goals A strong commitment to working in a democratic and membership organisation, with the ability to empower and build constructive relationships with elected officers

X

X

X

X

X

X

X

X

X X X X

X X

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Recruitment Pack Volunteering Projects Co-ordinator (Medway)

Volunteering Projects Co-ordinator Annual Salary £19,276 per annum 35 hours per week, 52 weeks of the year Generous Pension and benefits Thank you for your interest in the position of Volunteering Projects Co-ordinator 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 £10million 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. Greenwich and Kent Students’ Unions Together (GK Unions) is a unique partnership that provides Student Union services to students from both the Universities of Greenwich and Kent studying at the Medway campus. The collaboration at Medway started in 2005, however we rebranded in 2013 as GK Unions and this marked a change in our partnership’s strategic aims and direction. Students’ Union, University of Greenwich and Kent Union are the representative bodies for students at the Universities of Kent and Greenwich and provide a range of services to students at each of their campuses. Kent Union is the managing partner for the GK Unions Partnership meaning that the financial and legal aspects of the partnership are the responsibility of Kent Union’s Board of Trustees, hence this role is directly employed by Kent Union. Students’ Union, University of Greenwich (SUUG), our partner in GK Unions, represents the students at London’s largest University including around 20,000 on-campus students of which about a quarter study at the Medway campus. SUUG has been improving its contribution to student experience at the University every year, demonstrated by increasing student engagement in an ever-expanding range of activities and services, and improving student satisfaction scores in the annual National Students Survey. For more information about SUUG please visit www.suug.co.uk The Student Activities Department which covers sports, societies and volunteering is at the heart of Kent Union, giving students the opportunity to get the most out of their University experience, as well as providing them with the opportunity to develop their skills. The post holder will be part of the wider Volunteering Team which covers both Canterbury and Medway campuses and focuses on the delivery of volunteering activities. This includes RaG, who are on track to raise £180,000 this year, Student Committees of which we have 8 representing 6 colleges, graduates and international students. Specifically, the role of the Volunteer Projects Co-ordinator will be responsible for developing and supporting student led volunteer projects which will involve empowering our members to plan, build relationships with local organisations and charities and recruit volunteers for projects. Last year we had 150+ students engaged in projects and we’re looking to build on this year on year, it’s an exciting time to be joining the team! The post holder will work closely with the recently established Community Action Committee who will oversee all projects and in addition the role will engage and support our 15 volunteer societies with the co-ordination of their activities. For an informal conversation about this opportunity, please contact our James Hewitt-McEyeson on 01227 824 780. For an application pack, please visit http://www.kentunion.co.uk/careers/ Closing date for applications: Sunday 7th January Interviews: Tuesday 16th January

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Recruitment Pack Volunteering Projects Co-ordinator (Medway)

Summary Conditions of Appointment Salary This post is at Grade 4 of Kent Union’s pay scale with a starting salary of £19,276. 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, some weekend and evening work is required across the year. 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.

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Recruitment Pack Volunteering Projects Co-ordinator (Medway)

Summary Governance and Management Arrangements Our Belief 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. 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

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. 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

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Recruitment Pack Volunteering Projects Co-ordinator (Medway)

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 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 w/c 4 December 2017 Advertise position 7 January 2018 Applications close 8 January 2018 Short-listing 16 January 2018 Interviews in Medway 12 February 2018 Anticipated Start Date 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 7 January 2018. 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 James Hewitt in the Student Activities Department on 01227 824 780.

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