Job Description

Activities Manager(maternity cover)

Responsible to:Chief Executive

Key working relationships:

Internal:Chief Executive and Senior Management Team, Vice President Activity

Activity Zone Committee, Sabbatical Team, Union Staff

RAG,Student Media.

External:Surrey Sports Park including Student Sport Department

University Registry – timetabling and student records

University Conferencing Department

BUCS (British University & College Sport), other HEI student unions

Duke of Edinburgh Charity

Direct Reports:

  • Student Activities Coordinator
  • Student & temporary staff as required

Job Context:

Student Activity comprises of a wide variety of student led initiatives, governed through the Activity Zone which is headed by the VP Activity. The Activities Manager will be the lead member of staff for the Activity Zone. The post-holder will work directly with the VP Activity to develop student activities. The Activity Zone is defined as:

  • Sports (Union participation on Team Surrey)
  • Societies
  • Campaigning (in conjunction with the Voice zone)
  • Fundraising (in conjunction with the Community zone)

The Activities Manager will manage departmental staff to deliver the requirements of the Activity Zone. All staff members of the Activity Zone team are expected to work flexibly and co-operatively, striving to meet the aims and objectives of the team and organisation as a whole. The Activity Zone will also collaborate with the other zones on key events such as Welcome Week and Elections.

Job Purpose:

The Activities Manager will be expected to advise and assist the zone and the VP Activity in their responsibilities to ensure a high quality provision is maintained in the areas the zone is responsible for. The role takes responsibility for the practicalities of putting into action the work of the zone through the staff team. The Activities Manager is also responsible for ensuring there is an adequate activity infrastructure for the work of the zone which includes:

  • Administration support
  • Implementation of Activity zone policies
  • Administration of the Activity zone committee

The role will be responsible for preparing and presenting the regular Activity Zone report to the Board of Trustees.

Budgetary Responsibility

The Activity Manager will be the budget holder for the Activity Zone. This will include responsibility for advising the zone committee on budgetary matters and approving expenditure requests in line with the committee decisions.

Strategic Responsibilities

The Activity Manager is the lead member for developing the Activity strategy and associated annual action plans for delivery within the staff team.

Role Allocation:

Activity Zone / 70%
Zone Managerial Responsibility
To maintain and develop relationships with University staff, Team Surrey and external organisations as are appropriate in order to facilitate the provision of activities in the Students’ Union
To ensure all activity overseen (or delivered) by the zone adheres to all necessary legislation, Union and University regulations and policy
To take the lead in the development and presentation of major Student Activities events including Fresher’s Fayre, Re-Fresher’s Fayre, Moving In Weekend, Student Awards and the zone’ contribution to other organisational activities.
To maintain an up to date knowledge of developments, challenges and opportunities in the areas covered by the Activity Zone and the student movement as a whole
Maintain an up to date knowledge of relevant legal matters, health and safety issues, government policy and best practice with regard to student activities and volunteers
To be responsible for the Activity Zone health and safety arrangements and specific risk assessments
To be responsible for service development within the Activity zone including:
  • Ensuring the collection and analysis of qualitative and quantitative management information, as agreed with the CEO
  • Using such performance management data to monitor and evaluate the Union’s Activity Zone and make recommendations to the VP Activity, Activity Zone committee and CEO regarding the enhancement of the quality of opportunities and support the department offer to students
Effectively recruit, line manage and support all Activity staff, including any student staff working within the department in accordance with Union policy and procedures
Responsible for the preparation and presentation of the Activity Zone report to each Board of Trustees meeting.
Sports & Societies Activity
To ensure such structures and facilities as are necessary to support and develop sports and societies activities are in place and regularly reviewed
To monitor and oversee the provision of finances and facilities in accordance with the instructions from the Activity Zone committee, adhering to financial rules and regulations
To consider the strategic development and long term planning of sports and societies working closely with the VP Activity
Fundraising
To support RAG
Media
To support Student Media
Voice Zone / 15%
Student Feedback, democracy and campaigning
Community Zone / 10%
Bringing students together with each other and the local community
Other Duties / 5%
Central events (moving in etc)
Person Specification Essential/Desirable
Qualifications
  • Educated to degree level or equivalent
Experience
  • 2 years previous line management experience
  • Budgeting – developing, managing, monitoring and reporting
  • Experience of working in a students’ union or other voluntary sector or membership led organisation
  • An understanding of University representative sport particularly BUCS
Training
  • Demonstrable evidence of continued professional training and development
Skills, abilities and special knowledge
  • People management – ability to positively and professionally manage, lead and motivate staff
  • Knowledge and understanding of student activities and student development
  • Solid knowledge of legal restraints, health & safety legislation and government policy that affects student activities
  • Exceptional oral and written communication skills – clear, effective personal and written presentation
  • Strong numeracy skills, confident with Excel spreadsheets and producing budget and departmental financial data
  • Good personal and departmental organisational skills, including the ability to plan and prioritise work
  • Systematic, logical thinker with good vision and foresight; able to see the wider context and impact of systems and procedures
  • Professionalism and credibility; the skills of managing and conducting all interactions with confidence and assertiveness to command respect – to establish and maintain personal and departmental credibility
  • Proven ability to effectively manage a varied and demanding workload
  • An understanding of governance structures and/or networks within national bodies
  • Knowledge of external funding opportunities and experience of developing funding bids and monitoring deliverables based on such bids
Personal circumstances
  • Flexibility and willingness to adapt to change
Additional attributes, attitudes and dispositions
  • A commitment to the ethos of student led activities
  • A flexible proactive approach
  • Able to build networks and deal appropriately with people at all levels
  • Strong motivation
  • Commitment to continuous quality improvement and the drive to make things happen
  • Enthusiasm and creativity to develop ideas and carry them forward
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The University of Surrey Students' Union is a private limited company, registered in England & Wales with registered number 07470232, registered at the address above. The University of Surrey Students' Union is a registered charity, registered with charity number 1142479