Student Hub Adminstration Assistant Recruitment Pack March 2019
Recruitment Pack Student Hub Administration Assistant
March 2019 Dear Prospective Candidate Re: Student Hub Administration Assistant Thank you for your interest in the position of Student Hub Administration Assistant with Kent Union for our 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 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 with more than doubling in size to our current £12 million turnover, 500 employees and 2,000+ volunteers. We were reaccredited 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. 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, offer administrative support to the GK Unions Activities team by delivering excellent customer service, administrative and financial support, whilst assisting with the marketing and promoting of GK Activities events by coordinating an online events calendar for students at Medway. The post will also include the selling of Campus Bus tickets on behalf of University of Greenwich, the sale of Hoodies for both Universities and TOTUM cards. The post holder will play a vital role in ensuring that the Student Hub is the single access point for information on the Medway Campus. This pack should provide everything you need to support your application. It contains:
Page | 2
Recruitment Pack Student Hub Administration Assistant
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, Administration Supervisor on 01634 888989 or email
[email protected] I do hope you decide to apply for this position. Yours faithfully
Jo Hollamby Administration Supervisor
Page | 3
Recruitment Pack Student Hub Administration Assistant
Job Description Job title:
GK Unions Student Hub Administration Assistant
Responsible to:
Reception Supervisor
Hours of work:
Approx. 5 hours per week
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 customers are treated in a friendly and polite manner and to ensure customers’ expectations are exceeded.
To act as a first point of contact for the GK Unions Student Hub, Student Activities and Student Advice Centre customers, 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 deal with all customer feedback, in a courteous, efficient and timely manner.
To manage the Student Advice Centre’s appointment diary, prepare service users for their appointments and send appointment reminder texts.
Maintain the Student Advice Centres client’s confidentiality at all times.
Update and run reports for the GIAG registers on MSL system, obtain and redirect Emergency contact lists for all events held off Campus. Promote all GIAG events to students.
2.0
Health and Safety
To ensure that Kent Union’s Health and Safety policy, and the appropriate Health and Safety legislation is adhered to at all times.
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.
Page | 4
Recruitment Pack Student Hub Administration Assistant
3.0
Reporting internal repairs including Fire Alarms to Facility Management and/or Campus security. Cash and Stock Controls
Monitoring stock levels for University Hoodies and TOTUM cards.
To help to ensure stock levels are maintained and rotated where necessary.
Adhere to Kent Union’s cash handling policies and procedures at all times.
4.0
Other Duties
To adhere to Kent Union’s cash handling 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.
Ensure up and coming events are advertised on other Universities information boards and previous advertisements are removed.
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. To work in the Union’s other outlets if necessary.
This Job Description does not form part of your contract of employment. March 2019
Page | 5
Recruitment Pack Student Hub Administration Assistant
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
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
Values/attitudes
Page | 6
Recruitment Pack Student Hub Administration Assistant
Student Hub Administration Assistant From £6.94 per hour (inclusive of holiday pay) Thank you for your interest in the position of Student Hub Administration Assistant with Kent Union for our 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. 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. The post holder will have a central role within the team, they will be responsible for welcoming service users, offer administrative support to the GK Unions Activities team by delivering excellent customer service, administrative and financial support, whilst assisting with the marketing and promoting of GK Activities events by coordinating an online events calendar for students at Medway. The post will also include the selling of Campus Bus tickets on behalf of University of Greenwich, the sale of Hoodies for both Universities and TOTUM cards and will play a vital role in ensuring that the Student Hub is the single access point for information on the Medway Campus. To apply please visit https://kentunion.co.uk/workforus and email
[email protected] with your completed application and equal opportunities form. Closing date for applications: Interviews will be held on:
Page | 7
18 March 2019 (noon) 25 March 2019
Recruitment Pack Student Hub Administration Assistant
Summary Conditions of Appointment Salary Current rate of pay starts from £6.94 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. 5 hours per week. The post holder will 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.
Page | 8
Recruitment Pack Student Hub Administration Assistant
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, Change It, our online platform and seven elected Trustees.
Page | 9
Recruitment Pack Student Hub Administration Assistant
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. Application and Selection Process and Timetable Recruitment and Selection Timetable Monday 4 March 2019 Monday 18 March 2019 Monday 25 March 2019
Advertise position Applications close (noon) 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 noon on 18 March 2019. 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 Jo Hollamby on 01634 888989.
Page | 10
