Student Activities Receptionist (Student Staff) Recruitment Pack April 2018
Recruitment Pack Student Activities Receptionist (Student Staff) April 2018 Dear Prospective Candidate Re: Student Activities Receptionist (Student Staff) Thank you for your interest in the position of Student Activities Receptionist 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 Student Activities department 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 have a central role within the team, they will be responsible for the administrative support of Kent Union volunteers by delivering excellent customer service, administrative and financial support. They will help to resolve issues and advise students in relation to sports, societies, volunteering, RaG and our democratic structures, as well as providing wider support to the Activities and Representation and Democracy departments with key events throughout the year. 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 our HR Department on 01227 824220 or visit http://www.kentunion.co.uk/careers/ I do hope you decide to apply for this position. Yours faithfully
Tom Aldus Clubs and Societies Manager
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Recruitment Pack Student Activities Receptionist (Student Staff) Job Description – Student Activities Receptionist (Student Staff) Department: Student Activities Reports to: Clubs and Societies Manager Role Purpose: The post holder will empower and support Kent Union’s student-led groups and students engaged in our democratic structures by providing administrative support for the coordination of their activities. The post holder will also be expected to provide excellent customer service to all who come in to the Student Activities Centre to ensure they leave feeling supported and empowered. Duties and Responsibilities Financial Responsibilities: 1. To be responsible for updating committees with their accounts. 2. To support the department with the processing of financial paperwork including reimbursement forms, invoice requisitions, purchase orders and internal transfers. 3. To maintain financial controls and ensure the Finance Department receives all relevant financial information promptly. Responsibility for People: 1. To administratively support the department with volunteer management, including training and reward and recognition. Responsibility for Health and Safety 1. To support and administer the health and safety systems for the department, including tracking the completion of training, risk assessments, safety checks, inventories, event planning and trip lists in line with Kent Union’s Health and Safety Policy. Responsibility for Operations 1. To administer and maintain appropriate systems and processes for all student group operations, including website administration, room booking rights and elections. 2. To support the Activities and Representation and Democracy Department with events throughout the year that help to showcase, network and empower our societies. 3. To provide general administrative support to the department, including database support, account auditing, creating event packs and filing. 4. To ensure excellence in customer service, making sure that customers’ expectations are exceeded whenever possible. 5. To deliver targets established in the annual Department Operating Plan. Responsibility for Development 1. To provide administrative support for the co-ordination and delivery of training and development programmes for committee members. 2. To administer Kent Union’s quality mark scheme Sports and Societies Stripes. Expected Behaviours 1. To attend training sessions, and appropriate meetings as and when required by Kent Union 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. Page | 3
Recruitment Pack Student Activities Receptionist (Student Staff)
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 part-time student staff position which will require 8-12 hours a week during term time dependant on your availability, desired number of shifts and size of the reception team. Normal Place of work – Student Activities Centre, Canterbury This job description does not form part of your contract of employment.
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Recruitment Pack Student Activities Receptionist (Student Staff)
Person Specification Job title: Student Activities Receptionist (Student Staff) 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
GCSE Maths and English or equivalent Experience Experience of working/volunteering in a busy, customer-focused organisation Experience of working with, supporting and empowering volunteers Experience of working within a democratic organisation A record of working with and forging successful partnerships with a range of stakeholders Knowledge Understanding of the democratic operations within a Students’ Union. Understanding of best practice in the management of Volunteers Knowledge of best practice in office administration systems Skills & Ability 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 Excellent customer service & 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 Values, Attitudes and Personal Style 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 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 A strong commitment to working in a democratic and student led environment and who encourages others to commit to Kent Union’s values.
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Tested at interview
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Recruitment Pack Student Activities Receptionist (Student Staff)
Student Activities Receptionist From £6.94 per hour (inclusive of holiday pay) Thank you for your interest in the position of Student Activities Receptionist 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 Student Activities department 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 have a central role within the team, they will be responsible for the administrative support of Kent Union volunteers by delivering excellent customer service, administrative and financial support. They will help to resolve issues and advise students in relation to sports, societies, volunteering, RaG and our democratic structures, as well as providing wider support to the Activities and Representation and Democracy departments with key events throughout the year. To apply please email
[email protected] with your completed application and equal opportunities form. Closing date for applications: 19 May 2018 at midnight Interviews: 11 June 2018 Start Date: Week commencing 10 September 2018
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Recruitment Pack Student Activities Receptionist (Student Staff)
Summary Conditions of Appointment Salary Current rate of pay is £6.94 per hour (inclusive of holiday pay). Kent Union will consult with Staff Council on the general review of pay that applies each year. This review will normally be linked to inflation but will also depend on Kent Union’s financial situation. The final decision about the general pay review is taken by the Board of Trustees. Probationary arrangements This post is subject to a 9-month probationary period, with 1, 3 and 6-month reviews. Notice Period The notice period for this position is one-month. Holiday Pay Student staff receive a basic hourly rate plus holiday pay, which gives the total hourly rate (this is known as ‘rolled-up holiday pay’). You can request that you just receive your basic rate for the hours you work; your holiday pay would then be calculated on the hours that you have worked each quarter and paid to you as a lump sum. Quarterly calculations and payments will be made each September, December, April and June. Pension The post-holder is entitled to join the Superannuation Arrangements of the University of London (SAUL), CARE pension scheme in which Kent Union contributes 13% 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 A minimum of 2 weekday shifts per week, approx. 8-12 hours per week. 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. Page | 7
Recruitment Pack Student Activities Receptionist (Student Staff)
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 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 Page | 8
Recruitment Pack Student Activities Receptionist (Student Staff)
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 1 July each year; the other two student trustees are selected via a recruitment process in the October of each year. Application and Selection Process and Timetable Closing date for applications: 19 May 2018 at midnight Interviews: 11 June 2018 Start Date: Week commencing 10 September 2018 Applications To apply please email
[email protected] with your completed application form, please ensure that you pay particular attention to detailing how you meet the requirements of the person specification. Candidates are also required to complete the Equal Opportunities Monitoring Form, which will be separated from applications prior to short-listing. Completed application forms must be received by Friday 19 May at midday. 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 our HR Department on 01227 824 220.
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