JOB DESCRIPTION

1. Main Details

Job Title / Democratic ServicesAssistant
Grade / 6
Responsible to: /

Democratic Services Coordinator

Responsible for: / N/A
Place of Work / London HQ
Hours of Work / 25 hours per week Monday to Friday
Additional Hours / Additional hours as required. Overtime by pre-arrangement

2. Purpose of Job

To assist the Democratic Services Coordinator in the execution of their duties by providing effective, timely, administrative support on a range of committees and providing support for the effective co-ordination, planning and implementation of NUS democratic structures, policy and procedures.

3. Main Duties and Responsibilities

Meetings of the governing bodies (and their committees/ad hoc working parties)

  • To supervise the preparation of documents relating to meetings, conferences and key bodies
  • To assist in the calling of meetings having regard to the provisions of the instrument of government and the approved standing orders.
  • To attend National Conference and other conferences as required

Agendas, Reports & Minutes

  • To assist in the preparation of agendas for meetings and to arrange the distribution of documents to members and other interested parties.
  • To prepare reports on governance and other issues falling within the terms of reference of the role.
  • To prepare minutes of meetings, to consult the chair (and others) on the accuracy of the draft and to circulate in line with an agreed timetable.

Policy, Constitution & Schedules

  • To keep up to date policy documents and other statements
  • To assist in the review and drafting of amendments to the Constitution & Schedules and to assist in the suggestion to the relevant bodies possible improvements and amendments to meet changed circumstances.

Democratic Procedures Committee & Elections

  • To attend the Democratic Procedures Committee, advising on constitutional, policy making and elections processes and requirements as appropriate
  • To take on duties related to NUS elections as appropriate
  • Under guidance to draft, produce and distribute of materials relating to elections and to arrange relevant briefings and events as the DPC require

Code of conduct of officers and volunteers and safeguarding

  • To assist in the annual review (more often if thought to be appropriate) of the code of conduct, safeguarding policy, grievance procedures .
  • To assist in the operation of policies, training and internal handling of complaints inside them
  • To assist in the support and development of Volunteers

Archive

  • To be responsible for NUS’ publications and records archive, liaising with external bodies and internal managers as appropriate
  • To be responsible for the development of and operation of NUS’ publications ordering service and online library

Miscellaneous

  • To contribute to the identification of training needs of volunteers and committee members and participate in the provision of training for them including arranging for volunteers and committee members to attend external briefings and training courses
  • To support the governing bodies in annual review of performance
  • To assist in the administration of the scheme of expenses available for volunteers and committee members
  1. Responsibility for Resources

Be responsible for project budgets and any physical resources (including offices, furniture, equipment and IT) allocated to the post, including:

  • Ensuring proper financial control of all monies allocated to any projects, including monitoring expenditure against project budgets, within authorised limits, reporting regularly to the Director, and preparing any relevant budgets for inclusion in the annual estimates of NUS.
  • Ensuring that any equipment allocated to or purchased by the unit is maintained in good order and ensure health and safety standards are maintained in accordance with legislation and NUS procedure
  1. Job Activities

Job activities will be conducted within the relevant NUS Office, but the post holder will also be required to visit NUS HQ and other NUS offices and external venues throughout the UK. The post holder may occasionally be required to work evenings and weekends to carry out duties.

6. General

  • Maintain a high standard of customer care in service delivery
  • Attend events and meetings as required
  • To use IT applications (word processing, email etc) to service the posts administrative needs.
  • To operate as a member of the Directorate Team attending and contributing to meetings and maintaining confidentiality where appropriate.
  • To work towards the achievement of organisational goals and quality standards in accordance with NUS’ Strategic Plan
  • To take part in organisational projects as required
  • Attend to all correspondence and calls and ensure they are answered and dealt with in a prompt and efficient manner.
  • Be responsible for all equipment, stock and resources dedicated to this post.
  • To assist in the organisation and administration of tasks of special events, to provide support at external events as required.
  • To undertake any travel that may be necessary to provide the service.
  1. Additional

The post holder may be required to perform other duties in order to contribute to the overall work of NUS, and to carry out duties on behalf of NUS where specialist skills or knowledge apply.

  • As the post holder may be a point of contact for many external organisations, individuals, media and the membership she/he is expected to remain conversant with and aware of developments within NUS' work.
  • The post holder may be required to attend training events and Annual Conference to undertake such duties are required to ensure the smooth running of the event.
  • As the post may require handling, processing and recording of restricted information, strict confidentiality is required to be maintained at all times.
  • As the post holder will often be representing the policies of NUS and the NEC to CMs and wider public, an absolute priority is the need to do so with discretion that ensures the proper balance between the respective roles of elected officers and members of staff.
  • All aspects of the job should be undertaken emphasising the priority of customer care.

PERSON SPECIFICATION

Qualifications Experience

Essential

Experience of working in a busy administrative capacity
Experience of providing committee support
Experience of dealing with internal and external enquiries
Desirable
  • Further qualifications relevant to the post (eg: information management, committee support, secretarial skills)
  • Experience of working with the student movement or working within a membership or voluntary organisation

Abilities, Skills Knowledge

Essential

  • Organisational skills to manage multiple administrative tasks and meet deadlines
  • Effective interpersonal skills for communicating with a wide range of people face to face, in writing and on the telephone
  • An ability to work as a team member and on own initiative in order to develop and maintain effective working relationships.
  • Proficiency in written and verbal communication
  • Excellent working knowledge of IT packages, such as MS Word, Access, Excel, PowerPoint and Outlook Express email
Desirable
  • An interest in the purpose of students’ unions and the current education system
  • An understanding of further and higher education and student issues
Personal Characteristics & Behaviours
  • Commitment to the creation of an environment that promotes equality of opportunity whilst recognising and valuing diversity
  • Commitment to excellent customer service
  • Willingness to attend regional and national events
  • Commitment to the Mission, Vision, Values & Beliefs of NUS

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