Job Description – Student Activities Administrator

Core job information
Job Title / Student Activities Administrator
Section / Queen Mary Students’ Union / Department / Membership Services
Grade / Supervisor / Wage / £7,45 per hour (including holiday pay)
Working hours per wk week / 28-30 hours a week (This will be a fixed term casual hours contract)
Reports to (job title) / Sports and Societies Manager,
Volunteer Coordinator / Current location / Blomeley Centre, Mile End
Job purpose
To provide administrative support within the Membership Services department – primarily to the Volunteer Coordinator and the Sports and Societies Manager. To carry out activities relating to administration, co-ordination and records management of Student Activities within QMSU. Help ensure good communication is maintained between Student Activities staff, Sports Clubs and Societies, and Provide Volunteers.
Person Specification -
Experience, Knowledge, Skills & Attitude
Requirements / Essential/Desirable
e
Experience /
  • Experience of receiving and responding to customer enquiries and ensuring these enquire are dealt with or passed on to the appropriate person
  • Experience of website management and editing
  • Experience of keeping accurate records and filing systems
  • Experience of dealing with challenging situations
  • Experience of using office equipment; to include photocopiers & faxes
  • Experience of handling money and working to set financial procedures
  • Experience of volunteering
  • Experience of working within higher education
  • Experience of dealing with membership/working within a membership organisation
/ Essential
Desirable
Desirable
Essential
Essential
Desirable
Desirable
Desirable
Desirable
Knowledge, skills & abilities /
  • Computer Literacy, including good knowledge of the Microsoft Office Suite; particularly Outlook and Excel
  • Ability to use their communication and inter-personal skills to an excellent level; to include both written and oral communication
  • Ability towrite brief work reports and pass on progress to others.
  • Ability to use own initiative to deal with routine enquiries from students, staff and external organisations - regardingstudent activities.
  • Ability to understand and comply to requirements regarding the data protection act
  • Basic knowledge of sports fixture organisation
/ Essential
Essential
Essential
Essential
Essential
Desirable
Attitude & disposition /
  • Ability to prioritise a varied workload and to meet deadlines
  • Organised with the ability to ensure good records are kept
  • Demonstrates a positive approach to best practice and exceeding customer expectations
  • Ability to use own initiative and work with minimum supervision
  • Organised with the ability to ensure good records are kept
  • Desire to work in a student environment within democratic structures
  • Approachable nature with the ability to mix with a range of people from diverse backgrounds
  • Trustworthy, reliable, and flexible with good attention to detail and demonstrable integrity
  • Ability to establish and maintain good relationships with others
  • Conscientious and hard working
  • Pro- active approach to work
  • Empathy with the aims and values of Queen Mary Students’ Union
  • Committed to the principles and practice of equal opportunities
/ Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Main Responsibilities
The Student Activities Administrator will be asked to carry out the following tasks;
  • To monitor the Student Activities area of the QMSU website and the Provide Volunteering website – to update content where appropriate and to respond to maintenance issues.
  • To help publicise Student Activities across all campuses, to encourage participation in activities.
  • To provide customer-focussed advice, information and assistance to Sports Clubs and Societies and their members, volunteers and external organisations; across all QMSU sites.
  • To arrange room and facility bookings for Sports Clubs and Societies, volunteers, or partner organisations; liaising with the relevant parties to book and ensuring that individuals are kept up-to-date with booking progress.
  • To receive and respond to enquiries from members, regarding Student Activities within QMSU.
  • To utilise social media to promote Provide, Sports Club and Society activity to students and external organisations.
  • To assist in the administration of all Sports Fixtures for QMSU and BLSA, booking transport where appropriate and including direct liaison with team captain and opposition.
  • To assist with the organisation of events such as Merger Cup, Colours and Honours, Freshers, or any equivalent event.
  • To assist in updating and maintaining Sports Club and Society records.
  • Be trained on the Agresso financial system to give basic financial information to Sports Clubs and Societies on request.
  • To assist in the preparation and delivery of Clubs and Societies training, where appropriate.
  • To administrate all Sports Clubs and Societies Mail.
  • To make regular contact with charities and organisations that Provide already have a working relationship with. This is to include a monthly newsletter on Provide’s activities, and initiating conversation regarding new volunteering opportunities and the organisations’ use of the website.
  • To research new voluntary organisations and charities that Provide do not have existing links with. To make contacts within these organisations and to be able to guide them through what registering with Provide Volunteering offers and assist with website registration.
  • To research and organise new one day volunteering activity, Provide’s Community Action Days.
  • To assist in organising Provide’s equipment for voluntary projects.
  • To assist Provide’s student-led projects with administration requests, e.g. printing.
  • To follow the procedures for volunteers to claim back their travel and food expenses.
  • To report back to, and work along side the relevant people to ensure that everyone is kept up-to-date with task progress and to plan future activity.
  • To provide general assistance in the work and development of the Membership Services Department and the Student Union’s work in general.