Societies Support Coordinator JobDescription July 2016

Job Description

Post:Societies Support Coordinator

Salary:Scale 3/4 (point 14) Starting Salary £18,496

Hours:37 hours per week

Responsible to:Student Engagement Manager – Campus

Operations

Campus: Split Campus- split to be determined with Line

Manager

Key Relationships: Student Engagement Staff, Student VP/Welfare VP,

Outreach Assistants, Finance Staff

Description of Post

To ensure that the SU's Societies activities are professionally coordinated, managed, administered and promoted within the constraints of annually agreed budgets.

To support UWSU by developing and administering societies activities, advising staff, officers and societies officials on development of societies proactively. To be responsible for the maintenance of societies’ records and information systems accurately and efficiently.

Main Duties and Responsibilities

  1. Assist students by providing information, training, guidance and advice in forming new and established societies within the UWSU.
  1. To promote the opportunity of fundraising to societies ensuring that any society that wishes to fundraise is compliant with the SU’s and the Universities processes.
  1. To enhance society training and provide one-to-one support to student society committee members to enable them to perform their roles to the best of their ability and enhance their employability.
  1. Ensure that equal opportunities and diversity, external speakers, health and safety requirements ( including risk assessments) and data protection policies are adhered to in all societies and related activities.
  1. Keep a full record of developments in societies activities in UWSU
  1. Provide information and copy for society’s activities.
  1. Liaise on a regular basis with a range of UWSU and University staff.
  1. Maintain information systems for emergency contacts for all activities providers, and other information required for the health and safety of UWSU members undertaking societies’ activities.
  1. Administer income and expenditure within the Societies budget, liaising closely with the line manager to ensure that UWSU financial controls are adhered to.
  1. Develop key working relationships with students, staff and colleagues.
  1. Provide administrative support for Societies council group meetings including: preparing and distributing Agendas, Minutes, and other documents.
  1. Order equipment and make bookings for societies.
  1. Assist line manager in the development and delivery of special societies ‘events.
  1. Support the in the administration of the Society Committees, including preparation of documentation and reports as requested.
  1. Produce reports on the participation in societies activities.
  1. Maintain an inventory of societies equipment, report on related expenditure, and inspect for safety and insurance schedule purposes within a yearly cycle or as appropriate.
  1. Update the website on the societies
  1. Liaise with the Marketing and Communications Department to promote UWSU societies.
  1. Informing and advising line manager on expenditure of societies, checking compliance of financial claims from societies for costs and advising on policy and legislative matters as required, and using the financial management systems to compile reports.
  1. Complete orders and expenses claims in accordance with financial procedures.
  1. Order equipment and facilities for clubs and societies.

General Tasks and Responsibilities

  1. To ensure a clear understanding of the SU's core aims and objectives and to actively embed these key building blocks across all areas of student sport and activities.
  1. To remain up to date with the SU’s policies and procedures and identify and undertake relevant training to enable continuing professional development, where resources allow.
  1. To prepare for and proactively engage in the performance review cycle with your line manager.
  1. To ensure that the SU’s staff confidentiality policy is strictly adhered to throughout the work of student sport and activities.
  1. To attend appropriate internal and external meetings, as directed by your line manager.
  1. To undertake such other duties as are agreed as being in keeping with the general nature of the job and its grade.
  2. To be aware of environmental issues in all aspects of the post and the CUSU Environmental policy and procedures.
  1. Undertake any other duties commensurate with the grade range of the post.
  2. To work flexibly, this may include evenings and weekends
  1. To adhere to UWSU financial regulations

Person Specification

You should be able to demonstrate in your application / Essential / Desirable / Tested
By
QUALIFICATIONS AND KNOWLEDGE
Equivalent qualifications of Level 3 which demonstrate proven numeracy, literacy and keyboard skills /  / AF/I/D
Relevant administrative or computer qualification e.g. ECDL or ITQ level 2 or above /  / AF/I/D
A broad range of office experience involving clerical and administration work /  / AF/I/R
Experience of financial systems /  / AF/I/R
Experience of dealing with a range of partner organisations /  / AF/I/R
Experience in the planning and organisation of events and activities /  / AF/I/R
SKILLS AND ABILITIES
Preparation of correspondence and reports /  / AF/I/T
Ability to create and maintain excellent administrative systems /  / AF/I
Project management skills /  / AF/I
Understanding of the need for confidentiality / 
IT skills, particularly Microsoft Office including Word, Access, Excel and email /  / AF/I/T
Knowledge of Students’ Unions /  / AF/I
PERSONAL QUALITIES
Excellent oral & written communication skills /  / I/R
Excellent interpersonal skills and organisational skills /  / I/R
A high degree of commitment to excellent customer care /  / I/R
Ability to work well in a team /  / I/R
Work on your own initiative without close supervision on routine processes /  / I/R
Good understanding and awareness of equal opportunity issues, legislation and implementation /  / I/R
Flexible approach to working hours /  / I
SPECIAL CONDITION
Eligibility to work in the UK /  / D

Tested by = method by which you will be asked to demonstrate you possess this quality or attribute

AF = Application Form I = Interview

R = References T = Test

D = Documentation