Student Hub Administration Assistant (Student Staff)


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Student Hub Administration Assistant (Student Staff) Recruitment Pack May 2018

Recruitment Pack Student Hub Administration Assistant (Student Staff)

May 2018 Dear Prospective Candidate Re: Student Hub Administration Assistant (Student Staff) Thank you for your interest in the position of Student Hub Administration Assistant for Greenwich & Kent Students’ Unions Together (GK Unions) partnership at the Medway campus. The Greenwich & Kent Students’ Unions Together partnership is a unique set up in that it provides student union services to students from the universities of Greenwich and Kent studying at the Medway campus. The partnership means that we have close working relationships with each of the students’ unions (Students’ Union University of Greenwich & Kent Union) to ensure the students at Medway have access to services and are represented effectively. Kent Union (the representative body for students of the University of Kent) is the managing partner for the GK Unions partnership meaning that all financial and legal aspects of the partnership are the responsibility of Kent Union’s Board of Trustees, and hence this role being employed directly by Kent Union. About the partners 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 with more than doubling in size to our current £11 million turnover, 500 employees and approximately 2,000+ volunteers. Included in the Sunday Times 100 Best Not-For-Profit Organisations to Work For, for nine years, placed 38th for 2018, we believe we are one of the best students’ unions in the U.K. For further information on Kent Union please visit www.kentunion.co.uk Students’ Union University of Greenwich represents the students of one of the largest London Universities with around 20,000 students across its three main campuses in Greenwich, Avery Hill and Medway. For further information on Students Union University of Greenwich please visit www.suug.co.uk The Student Hub Reception is at the heart of, Greenwich & Kent Students’ Unions Together (GK Unions) partnership 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 and will be the face of a student-led organisation, handling bus ticket sales on behalf of University of Greenwich, and promoting the sale of University hoodies and NUS cards from the reception desk at the purpose-built Student Hub on the Medway Campus. They will be responsible for welcoming students to the Hub and delivering excellent customer service across a range of enquiries including binding services and access to the Advice Centre. The post-holder will offer administrative support to the GK Unions Activities team and will proactively source relevant information for students about events and services on and off campus to promote in person and online. The post holder will play a vital role in achieving our organisational vision of ensuring The Student Hub is the single access point for information on the Medway Campus.

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Recruitment Pack Student Hub Administration Assistant (Student Staff)

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 Jo Hollamby, Reception Supervisor on 01634 888989 or visit http://www.kentunion.co.uk/careers/ I do hope you decide to apply for this integral position within our friendly team, Yours faithfully

Jo Hollamby Administration Supervisor

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Recruitment Pack Student Hub Administration Assistant (Student Staff)

JOB DESCRIPTION Job title:

GK Unions Student Hub Administration Assistant (Student Staff)

Responsible to:

Reception Supervisor

Purpose of the post:

The post holder will ensure exceptional service to our customers, dealing with enquiries and providing administrative support to the department.

Authority and direction is delegated from the Union’s Board of Trustees, via the relevant Director.

Duties and Responsibilities: 1.0

Customer Care & Administration duties 

To ensure that all customers are welcomed, treated in a friendly and polite manner and that customer’s expectations are exceeded at all times.



To act as a first point of contact for the GK Unions Student Hub, incorporating Student Activities and Student Advice Centre, determining the nature of a query arising from a telephone call, email, letter or personal visit and to offer options and signpost to other services when appropriate.



To provide administrative support to the GK Unions team and The Student Advice Centre, including data inputting, website editing, creating & maintaining relevant spreadsheets, typing minutes, letters, memos, reports, filing, stationary orders, binding services and photocopying documents in a confidential manner.



To utilise GK Unions’ communication channels to promote the full range of GK Unions’ services and events, as well as those endorsed by GK Unions for Medway students online and face-toface.



To deal with all customer feedback, in a courteous, efficient and timely manner.



To manage the Student Advice Centre appointment diary, prepare service users for their appointments and send appointment reminder texts, maintaining client confidentiality at all times.

2.0

Health and Safety 

To ensure that Kent Union’s Health and Safety policy, and appropriate Health and Safety legislation is adhered to at all times.

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Recruitment Pack Student Hub Administration Assistant (Student Staff)



To assist in the preparation of trip lists and emergency contact lists for Give It A Go activities and events held off Campus in accordance with the risk assessments.



To help to ensure the health and safety of all customers, suppliers and visitors to Kent Union’s premises.



To maintain standards of cleanliness in both customer and staff areas and that any maintenance needs are reported immediately.



Reporting internal repairs including Fire Alarms to Facility Management and/or Campus Security.

3.0

Cash and Stock Controls 

Monitoring stock levels for University Hoodies and NUS Extra cards



To ensure that cash control systems are adhered to at all times.



Adhere to Kent Union’s cash handling policies and procedures at all times.

4.0

Other Duties 

To adhere to Kent Union’s operating systems, policies and procedures at all times.



To abide by the Union Constitution, policies and procedures at all time.



To contribute to the positive image of GK Unions, Students Union University of Greenwich and Kent Union with other students, the University and the local community.



To attend meetings as required.



To undertake other tasks and responsibilities, compatible with the level and nature of the post, as required. This may include working in other Kent Union offices.

Notes This Job Description does not form part of your contract of employment.

May 2018

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Recruitment Pack Student Hub Administration Assistant (Student Staff)

Person Specification Job title: Student Hub Administrator Essential

Desirable

Tested at interview

Tested at Application

Qualifications Health and Safety Qualification

X

X

First Aid Certificate

X

X

GCSE Maths and English or equivalent

X

X

Experience Experience of general administrative work

X

X

X

Experience of working/volunteering in a customer focused organisation

X

X

X

Knowledge Best practice with regards to dealing with customers

X

Knowledge of best practice in office administration systems

X X

X

Skills Excellent communication skills, with the ability to relate to people at all levels

X

X

X

Excellent ‘Time Management’ and prioritising skills

X

X

X

A confident, resourceful and creative individual who can operate in a challenging environment

X

X

X

Evidence of commitment to continuing personal and professional development

X

X

X

Commitment to equality of opportunity who values diversity and removes barriers to equality

X

X

Values/attitudes

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Recruitment Pack Student Hub Administration Assistant (Student Staff)

A strong commitment to working in a democratic and student led environment

X

X

X

A commitment to high standards of customer care

X

X

X

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Recruitment Pack Student Hub Administration Assistant (Student Staff)

Student Hub Administration Assistant (Student Staff) Starting from £6.94 per hour (inclusive of holiday pay) Thank you for your interest in the position of Student Hub Administration Assistant at GK Unions (Medway). About the Partners Kent Union 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 9 years, placed 38th for 2018. Students’ Union University of Greenwich represents the students of one of the largest London Universities with around 20,000 students across its three main campuses in Greenwich, Eltham and Medway. For further information on Students Union University of Greenwich please visit www.suug.co.uk The Student Hub Reception is at the heart of, Greenwich & Kent Students’ Unions Together (GK Unions) partnership 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 welcoming service users, selling campus bus tickets on behalf of The University of Greenwich, offer administrative support to GK Unions activities and Sports team by delivering excellent customer service, administrative and financial support. To apply please email [email protected] with your completed application and equal opportunities form. Closing date for applications:

Monday 14 May 2018

Interviews will be held on:

Monday 21 May 2018

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Recruitment Pack Student Hub Administration Assistant (Student Staff)

Summary Conditions of Appointment Salary Current rate of pay starts from £6.60 per hour (inclusive of holiday pay). 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 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 Approx. 10-15 hours per week. The post-holder may be required to work weekends and evenings as part of their shift pattern. 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. 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 Student Hub Administration Assistant (Student Staff)

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 provides strategic and political direction through the Union’s democratic structures, including referenda, the Annual General Meeting, Union Council, four debating zones and seven elected Trustees. Page | 10

Recruitment Pack Student Hub Administration Assistant (Student Staff)

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 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 Recruitment and Selection Timetable Monday 30 April 2018 Monday 14 May 2018 Monday 21 May 2018

Advertise position Applications close Interviews in Medway

Applications To apply please email your completed application form to [email protected], 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 long-listing. Completed applications must be received by Monday 14 May 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 further information or any questions about this opportunity, please contact our HR Department on 01227 824220.

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