Job Description

Democracy & Office Administrator (Cambridge)

Our Mission is to make the Anglia Ruskin experience the best it can be.

Values

We are:

  • Independent

We are student-led and separate from the University

  • Honest

We are open, fair and accountable for our actions

  • Inclusive

We are proactive in creating a welcoming and inclusive culture

  • Accessible

We make it easy for our students to be involved with us

  • Representative

We represent and empower our students to ensure that their voice is heard

  • Supportive

We support our students throughout their University journey to achieve their goals

Staff Behaviours

  • Supportive

We help each other to build a successful Union

  • Inclusive

We respect all people and value a diverse and inclusive culture

  • Sustainability

We act responsibly with our available resources

  • Service Delivery

We work together to provide an outstanding service to all our members

  • Attention to Detail

We ensure that our work is accurate and methodical and involve others in achieving this

  • Communication

We communicate clearly and concisely to ensure that our message is understood

  • Effectiveness

We plan our direction and challenge our thinking to ensure that we are effective in our delivery

  • Integrity

We are honest, open and fair in our interactions with others

Responsible for:Admin Student Staff (Cambridge)

Reporting to:Democracy & Administration Manager

Functional Relationships:

Democracy & Office Administrator (Chelmsford), Students’ Union Co-ordinator (Peterborough), Students’ Union Managers, Chief Executive,Executive Officers, Representatives, University staff, Student Membership and Visitors.

Section:Democracy & Office

Any Other Relevant Information

Salary Grade:C

Hours of Work:35 hours per week/ Flexibility required

Work Base: Cambridge. Please note that the post-holder will be required to work at other University sites as necessary.

The Students’ Union is fully committed to its policies and procedures on Equality & Diversity

Purpose of job

Provide excellent customer service and to be a first point of contact for members and visitors, providing a gateway to other union services.

Act as a main point of contact between the Students’ Union and the university finance department.

Provide administration support for the democratic structures of the Students’ Union.

The post holder will assist the Students’ Union in meeting its organisational objectives.

Job Role:

Office Administration:

  • Deliver a high quality, friendly reception service to all members and visitors to the Students’ Union in accordance with the service standards and objectives of the Democracy & Administration department
  • Actively communicate with all members and visitors to understand their needs and aspirations, providing feedback to colleagues and taking appropriate action, as necessary
  • Promote the work of the students union in a positive light at every available opportunity, maximising visibility of the Students’ Union to members, visitors and university personnel
  • Ensure all admin student staff on the Cambridge campus are fully trained, in accordance with the student staff induction, and are supported so that they can deliver a high level of service set out in the service standards and objectives of the Democracy & Administration department
  • Produce weekly rotas for student staff to meet the needs of the service
  • Maintain and communicate diaries for elected officers, staff and others as required. Ensure that all staff & officer location notice-boards are kept up to date.
  • Attend relevant committees and act as clerk where required.
  • Maintain all parts of co-ordinating committees to the standards set in the

Democracy & Administration Committees KPI's

  • Attend Staff Meetings at the nearest main campus (Cambridge)
  • Assist in the Students’ Union’s communication by updating and maintaining the relevant sections of the website, notice boards and leaflet racks.
  • Liaise with university departments over cleaning, postage, portering and maintenance issues
  • Ensure that the staff kitchen is kept fully stocked
  • Be responsible for ensuring the union pool car is serviced and maintained

Democracy Administration:

  • Support the democracy of the Students’ Union by helping to facilitate the Executive and Rep elections
  • Ensure that the relevant part of the website is kept up to date
  • Administer and clerk the Union Council and Annual Members meetings of the Students’ Union, including assisting in communication between Executive Officers, Representative Coordinators and students who submit proposed policy via the website

Finance Administration:

  • Act as main Students’ Union contact in Cambridge for the university finance department to ensure that all enquiries are dealt with, including suspense account, invoices, DBS’s, petty cash and banking errors
  • Co-ordinate & ensure all DBS’s and all financial paperwork (including invoices) are accurate and sent to finance in the agreed timescale
  • Maintain and submit weekly timesheets for student staff
  • Process all financial transactions (shop sales, clubs and societies, petty cash, PDQ’s etc.) and maintain accurate and up to date records
  • Ensure all stock is kept in good order and fully accounted for
  • Follow all financial procedures fully

HR Administration:

  • Maintain up-to-date HR records for permanent staff, Executive Officers and student staff, ensuring confidentiality.
  • Provide administrative support for recruitment throughout the Students’ Union

Health & Safety

  • Be responsible for the administration of all Health and Safety activity within the Cambridge office, including that the office area is tidy, risk assessments are up-to-date, accidents are reported and health and safety training completed.
  • Ensure all first aid kits are stocked and accessible in the office

Other

  • Responsible for ensuring high standards of confidentiality and security of data, in accordance with relevant legislation and good practice, is maintained at all times, particularly in relation to HR and finance to ensure the highest levels of professionalism and standards are delivered at all times
  • Carry out all duties and responsibilities in accordance with Anglia Ruskin Students’ Union Equal Opportunities Policy and Student/Staff Protocol.
  • Actively promote exceptional customer service, taking a proactive approach at all times.
  • Attend and contribute to team meetings,Students’ Union meetings, and other meetings as directed.
  • Carry out any other duties or projects as may be assigned to the post-holder by the Students’ Union and which are reasonably consistent with the position.
  • Support the Students’ Union’s environmental policy.

The Students’ Union expects all staff to participate in any training programme, meeting or conference considered relevant to your job. The Students’ Union expects all staff to participate in, and take ownership of, their Induction, Personal Development Review, Departmental Staff Meetings and be responsible for carrying out duties with full regard to the rules, policies and procedures and conditions of service contained in the Staff Handbook, and within Departments of the Students’ Union.

A condition of employment is that all staff are expected to assist in key events throughout the year e.g., Fresher’s Fair, Elections, Open Days and any other key events. Staff are expected to portray a positive image, both internally and externally of the Students’ Union by displaying high standards of service, integrity, punctuality, politeness and professionalism.

Person Specification: Democracy & Office Administrator (Cambridge)

Criteria / Essential / Desirable / How Identified
Education/Qualifications
Minimum G.C.S.E. or Level 2 equivalent Englishand Maths /  / A/E
Degree /  / A/E
Knowledge & Experience
2 years or more experience of working in a similar role /  / A
Experience of working in a customer service related environment and the ability to recognise excellent service standards /  / A
Understanding of Higher Education and/ or Students’ Union /  / A
Experience of a democratically led organisation /  / A/I
Experience of taking minutes and typing documents /  / A/I
Experience of basic financial systems, cash handling and reconciliation /  / A/I
Basic knowledge of practical HR functions within a small-medium sized organisation /  / A/I
Skills Abilities
Computer literacy and keyboard skills(Microsoft Office) /  / A
Ability to supervise, motivate and develop a team of staff and volunteers /  / A/I
Effective problem solving skills /  / A/I
Excellent communication skills both written and oral /  / A/I
Time management and prioritising skills /  / A/I
Demonstrable evidence of attention to detail /  / A/I
Personal Qualities
Patience, enthusiasm, ability to motivate others /  / I
Commitment to working in a democratic environment /  / A/I
Flexible and adaptable approach to work and working hours /  / A
Customer focused with the ability to work with a range of people /  / I
Ability to work under own initiative /  / I
Ability to display discretion, integrity and confidentiality /  / I
Other
Understanding of and commitment to the principles of equal opportunities /  / A/I
A desire for self-development and willingness to engage in training opportunities /  / I
Ability to travel independently to other locations when required /  / A
E: Evidence, A: Application Form, I: Interview T: Testing Methods