Democracy & Office Administrator / Course Rep Co-ordinator (Peterborough)

Our mission is to make your 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

Reporting to: Democracy & Administration Manager

Functional Relationships: Democracy & Administration Manager, Executive Officers, General Manager, Managers, Democracy & Office Administrators in Chelmsford, Cambridge & Fulbourn, University departments & NUS

Section:Democracy & Representation

Any Other Relevant Information
Salary Grade: C

Hours of Work: 25 hours per week / Flexibility required

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

Purpose of the Post: To provide excellent customer service and be a first point of contact for members and visitors, providing a gateway to other union services at Anglia Ruskin University, Peterborough.

To promote the election, support and development of student representatives at Anglia Ruskin University (Peterborough). The post holder will assist the Union in meeting its organisational objectives.

Office Duties:

  • To provide a high quality, friendly reception service to all members and visitors to the students’ union in accordance with the service standards and KPI's of the Democracy & Administration department.
  • Provide up to date information about a wide range of services offered by the students’ union, including, but not limited to the advice service, student representation, clubs and societies and entertainments.
  • Actively communicate with all members and visitors to understand their needs and aspirations, providing feedback to colleagues and taking appropriate action, as necessary.
  • Maintainand communicate diaries for elected officers, staff and others as required and ensure 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 D & A Committees KPI's.
  • Co-ordinate induction talks for new students.
  • Co-ordinate Freshers Fairs at Peterborough.
  • Promote the work of the students’ union in a positive light at every available opportunity, maximising visibility of the union to members, visitors and University personnel.
  • Attend staff meetings at the nearest main campus (Cambridge)
  • Assist in the union’s communication by maintaining notice boards, leaflet racks, relevant sections of the web site and assisting in the distribution of the student newspaper, as necessary.
  • Maintain central filing records in good order.
  • Liaise with other University departments over cleaning, postage, portering and maintenance issues.
  • Promote the sale of NUS Extra cards to all members on the campus.
  • Maintain up to date records of member contacts, providing feedback to colleagues as necessary.
  • Provide an essential link to other SU services/ campuses, referring students as necessary.
  • Ensure all first aid kits are stocked and accessible in the office.
  • Be responsible for the administration of all health & safety activity within the Peterborough office, including ensuring the office area is tidy, risk assessments are up to date, accidents are reported and health & safety training completed.

Democracy:

  • Provide administration support for elected officers and reps to fulfil their roles.
  • Support the democracy of the students’ union by helping to facilitate the Executive and Rep

Elections.

Finance:

  • Be responsible for all cash handling undertaken via the reception, ensuring all policies and procedures are followed.
  • Administer petty cash in line with agreed procedures, ensuring this is reconciled regularly.
  • Co-ordinate daily banking
  • Process all financial transactions (shop sales, 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.

Student Representative Co-ordinator Duties:

  • Promote interest amongst students in standing for the position of student representative.
  • Attend programme induction talks to promote the role of student representative and the process for standing for election.
  • Build relationships with a diverse range of University personnel including Programme Leaders, academics, and administrators.
  • Co-ordinate and support the student election process (where practically possible) and ensure that the position is filled in a democratic manner.
  • Provide training for student representatives so they are able to fulfil their role.
  • Develop and maintain a database of elected student representatives.
  • Maintain data (and produce reports if required) on student representation, progression, numbers, membership and activity.
  • Provide information sessions for University personnel.
  • Support and develop the accreditation / reward scheme of student representatives.
  • Encourage student representatives to attend and participate in SU forums and other relevant meetings.
  • Regularly communicate with student representatives.
  • Disseminate papers and provide briefing for, attend and participate in SU forums and other relevant meetings relevant to the role.
  • Provide feedback following University and Student Union meetings relevant to the role.
  • Attend and take part in Representation Team meetings as required.
  • Provide feedback to the Representation team, Executive Officers and other relevant SU personnel.

Clubs & Societies;

  • Provide support, information and advice to clubs & societies to enable them to develop & improve performance.
  • In conjunction with the Experience Officer (Camb) regularly liaise with clubs & society committee members.
  • Liaise with the Experience Officer (Camb) to organise & administer GIAG’s for Peterborough.

Other

  • Undertake all activities in accordance with the Union’s equal opportunities, health and safety, environmental and staff protocol policies.
  • Responsible for ensuring high standards of confidentiality and security of data, in accordance with relevant legislation and good practice, is maintained, particularly in relation to finance to ensure the highest levels of professionalism and standards are delivered at all times.
  • To ensure the best levels of customer service at all times set out on the D & A KPI's.
  • To carry out any other duties as may be assigned to the post holder and which are reasonably consistent with the position.
  • The Students’ Union is fully committed to its policies and procedures on Equality & Diversity.

Person Specification

Essential / Desirable / How Identified
Qualifications
GCSE English and mathematics A* - C /  / A
Knowledge and Experience
Understanding of Higher Education and Students’ Union /  / A / I
Experience in a democratically led organisation /  / A / I
Significant experience in providing administration support to others /  / A / I
Experience of working in customer service related environment and the ability to recognise excellent service standards /  / A
Experience of taking minutes and typing up documents /  / A / I
Experience of basic financial systems, cash handling and reconciliation /  / A
Experience of Health and Safety requirements in office and facilities environment /  / A
Skills and Abilities
Excellent interpersonal and organisational skills /  / A / I
Excellent communication skills both verbal and written /  / A / I
Effective problem solving skills /  / A / I
Ability to achieve results through performance management /  / A / I
Ability to work in a democratic structure with elected officers /  / A / I
Ability to motivate and develop a team of volunteers /  / A / I
Good IT skills i.e. Word, Access, Excel, PowerPoint /  / A
Personal Qualities
Ability to display tact and diplomacy /  / I
Ability to display discretion, integrity and confidentiality /  / A / I
Demonstrable evidence of attention to detail /  / A / I
Ability to work on own initiative /  / A / I
Have a calm, friendly and approachable manner when dealing with people, both in person and over the phone, from a wide range of cultures, age groups and backgrounds /  / I
Commitment to equality of opportunity /  / A / I
Enthusiastic and flexible in approach /  / A / I