Democracy Intern

Job Description

TITLE:Democracy Intern

DEPARTMENT:Campaigns and Democracy

SCOPE:To support the ability of the Students’ Union to deliver successful elections and to provide support for the wider democratic structures of the Union

RESPONSIBLE TO:Campaigns and Democracy Manager

DUTIES:

This job description is an outline of the main responsibilities of the post and may be subject to future amendment as deemed appropriate. It should not be read as, nor is it intended to be, a complete statement of an individual’s contractual duties and responsibilities.

Duties and responsibilities include, but are not limited to, the following:

Democracy

  • Assisting the department administratively with the delivery of Students’ Union elections.
  • Supporting the delivery of the elections by sourcing and ordering relevant materials.
  • Providing the Democracy and Policy Coordinator with administrative support.
  • Writing copy for relevant publicity relating to elections and democracy.
  • Providing relevant support for elections candidates.
  • Working with the Democracy and Policy Coordinator to support the work of relevant committees.

Miscellaneous

  • Carry out the duties in accordance with the policies of the Students’ Union which may from time to time be determined.
  • Take the initiative on your own self development to update and develop your skills and abilities.
  • Comply with Health and Safety in line with current Students’ Union policies and procedures.
  • Be responsible for observing and implementing good environmental practices in line with Union/Company Policies.
  • Use corporate style in production of materials and documentation.
  • Attend meetings, conferences and seminars as required in relation to the operation of the department, your role and the Students’ Union as a whole.
  • Perform such other duties as may be necessary within the scope of the job to meet the needs of the department and Students’ Union as directed from time to time by your line manager.
  • The above responsibilities are detailed for guidance only. The Students’ Union is a dynamic organisation, responsive to the needs of our members. Other tasks will need to be undertaken in order to discharge the responsibilities of the post. Any permanent changes will be incorporated into the job description by agreement. This job description does not constitute part of the contract of employment.

Person Specification

ESSENTIAL / DESIRABLE
SKILLS, EXPERIENCE
AND SPECIAL APTITUDE /
  • Demonstrable knowledge of the workings of Students’ Unions
  • Knowledge and/or experience of elections processes
  • Involvement in a Students’ Union or similar organisation as a volunteer or employee
  • Competent IT user (incl. MS Office, Power Point, Excel)
  • Effective administrative skills
  • Ability to multi-task and prioritise workload
  • Ability to communicate confidently and effectively both verbally and written
  • Able to use initiative
/
  • A commitment to and experience of delivering projects
  • Experience of coordinating elections or related projects

MOTIVATION, GENERAL INTELLIGENCE /
  • Keen interest in democracy and representation

PERSONALITY
DISPOSITION /
  • Resourceful
  • Solutions focussed attitude

About the Students’ Union

The Students' Union acts as the recognised representative body of all students at the University, and every student is automatically a member free of charge. It promotes the interests and welfare of students, supporting and advising them. It provides social, cultural, sporting and recreational activities, including forums for discussions and debates, for their personal development. It is an integral and essential part of the University community and, as such, plays a full and active role in managing the affairs of the institution. In 2010 the Students’ Union became a registered charity.

With an annual financial turnover of around eight million pounds, the Students' Union is very active in all areas of interest to its members. It supports opportunities for students to represent their opinions about University life, creating improvements wherever possible; provides a comprehensive Advice Service to help students with academic, legal, financial and personal problems; finances Societies, Sports Clubs, a range of media groups, events programmes and support services; and assists over 4000 volunteers to take part in community projects. Through its associated company, UNU Services Limited, it runs 3 Shops, a Bar and a Print Shop.

As a charity the Students’ Union has a Board of Trustees which is responsible for the governance, management, strategy and budget of the Students’ Union. The Trustees currently consist of 4 of the elected Student Officers and 4 appointed External Trustees, with 4 appointed Student Trustees due to join the Board in the coming months. The daily work of the Students’ Union is directed by a Committee of elected Student Officers, with advice and support from staff. The Officer team is made of 7 part-time Officers and 7 full-time Officers whom are Sabbatical Officers taking a year off from their studies, and employed by the Students' Union on a full-time basis. Each Officer has their own portfolio of individual responsibilities as well as holding the shared responsibility for creating changes which will improve the lives of students at the University.

The Students' Union employs over two hundred staff in its Commercial Services and Membership Services. Around half of our staff are students who balance work with their studies and social lives. Other staff work full-time, some are part-time and some are required only during term-time and thus work for just part of the year. If you like working for and amongst young people, you will enjoy working for the University of Nottingham Students' Union.

Statement of Policy – Recruitment of Students and

Former Officers

The Staff Protocol precludes employed staff of the Students’ Union and UNU Services Limited from commenting publicly upon the policies and work of the Students’ Union and any bodies associated with it. Staff may not sit on any Committee of the Students’ Union other than in an advisory capacity and in accordance with the guidelines set out in the Protocol. Staff may not act as representatives of the Students’ Union. For these reasons it is considered inappropriate for Executive Officers to hold paid employment with the Students’ Union or UNU Services Limited. There also exists the potential for conflicts of interest, either actual or perceived, for Officers involved in the direction and management of staff to be themselves staff. Any person holding such employment would be expected to resign their post prior to taking up Office. There is a specific exemption to this policy in regard to Sabbatical Officers being paid to carry out their duties.

For reasons of continuing potential conflicts of interest, former Executive Officers of the Students’ Union will not be considered for paid employment with the Students’ Union, or UNU Services Limited, for a period of 2 years after their Term of Office has ended. This policy will not extend to former non-Sabbatical Officers taking casual or short-term contract employment. Such an exemption will not apply to former Sabbatical Officers, who are considered to have a greater potential for conflicts of interest because of their detailed knowledge and management of the Students’ Union and its staff.

Other former students of the University of Nottingham, not having been Executive Officers of the Students’ Union, may have had close involvement with particular areas of the Students’ Union and its work. In the event of an application for paid employment being received from a former student within 2 years of their having left the University, and having ascertained that they fulfil the selection criteria for the post, consideration will be given to the closeness of their involvement with the organisation and activities of the Students’ Union. In the case of close involvement such an application will not be considered for paid employment within the period of 2 years.

Working in a Student-Led Environment

As a student-led organisation we recognise that working with us is likely to be very different from other organisations where you may have worked. The Students’ Union is a vibrant place to work. The elected Executive Officers change yearly, and there are always a lot of new ideas to consider. To work successfully in this role, you must be comfortable with such changes and be ready to adapt accordingly.

About the Department

The Campaigns and Democracy Department is responsible for facilitating the Union’s decision making structures and supporting the creation of positive change for our members. This includes democratic activities such as elections and Union Council together with supporting elected officers in their campaigning activities.

We have ambitious plans to enhance our already great engagement work, work that has seen such highlights as 10,542 votes in our Student Leader Elections, the successful development of our online campaigning tool Change it and a whole host of support for our elected officers and student groups to deliver winning campaigns.

We are a growing department with high ambitions of creating change for our members. Our team consists of the Campaigns and Democracy Manager, Democracy and Policy Coordinator, Campaigns Intern and Organising and Activist Development Coordinator.

About the Role

A strong, legitimate and representative students’ union is one that ensures effective democratic structures for their members. The DemocracyAssistant has an important role in ensuring the Students’ Union’s democratic structures are. This position is based in the new and rapidly developing Campaigns and Democracy Department.

This is a temporary position up until end of October 2013

Benefits Package

Contract:Fixed Term Internship

Length of contract:2 months fixed term temporary contract

Hourly rate: £8.35 per hour (£7.45 Living wage +£0.90 holiday pay)

Holiday Calculation:

5.6 weeks holiday, divided by 46.4 weeks (being 52 weeks – 5.6 weeks) x 100 = 12.07% (12.07% is holiday pay based on the legal statutory entitlement of 28 days holiday).

Holiday entitlement: 28 days per year, including bank holidays and days of University/Union closure, calculated as above

Hours of Work: 35 hours per week,9.00 am to 5.00 pm Monday to Friday with one hour’s unpaid lunch break.