Office Manager and Executive Assistant

APPLICATION PACK

Office Manager and Executive Assistant

This pack contains:

• Welcome from the Director
• Guide to University of West London Students’ Union
• Job Description & Person Specification
• Application Form
• Equal Opportunities Monitoring Form
• Application Process

uwlsu.com | facebook.com/uwlstudentsunion | @uwl_su | 0208 231 2276

WELCOME FROM THE DIRECTOR

Dear applicant,

Thank you for your interest in our Office Manager and Executive Assistant role. The University of West London Students’ Union supports around 14,000 students studying across 8 schools. As our name suggests, the University is primarily based in West London with our main campus in Ealing and a large teaching & living site in Brentford – we also have a campus in Reading.

The University is known widely for serving the people and businesses throughout West London and for pioneering partnerships with local government, Regional Development Agencies, and regeneration bodies. This is an incredibly exciting time to join us at West London because both the University and the Students’ Union are on a journey of change. The University will shortly be publishing a new strategy that will aim to build its reputation as a first choice institution for career focused students looking to study in an environment that is inextricably linked with industry. In the Students’ Union we will be building our reputation for directly enhancing students’ education, their job prospects, and their experience whilst they are here. We are looking for an adventurous, creative and results focused individual to join our team.

The Office Manager and Executive Assistant is a crucial role in delivering high level administrative support across UWSU and specific board support to the Chief Executive. We are looking for an individual who has a proven track record in delivering high level administrative executive support such as diary and appointment management as well as experience of organising and clerking board papers. They will have experience of managing administrative and front of house teams as well as developing and innovating key organisational administrative process. The executive assistant and office manager will be a problem solver with strong initiative, attention to detail and exceptional levels of customer service.

We are looking for someone who understands and appreciates the values and behaviours that guide the Union. You will have a strong commitment to equality and diversity, deliver well on your core activity, understand the importance of positive working relationships, display high levels of self-awareness and empathy and understand without a doubt that the union exists for its members. Working in a vibrant, student focused, and motivated organisation like the Students’ Union is a truly rewarding experience.

We view our staff as our most valuable resource and as such are able to provide team members with some flexibility around working arrangements and a commitment to personal development.

We place a strong and important value on diversity and inclusion and would practically welcome applicants who self-identify as women or BME.

I hope you find this information pack useful. If you need any additional information in preparing your application or if you would like to speak to someone about the role please contact Ben Whittaker the Deputy Chief Executive on

The deadline for applications is 5pm on Wednesday 2ndMarch 2016. Please note that interviews of this post will take place on Monday 7thMarch 2016.

We look forward to receiving your application.

Kat Stark

Chief Executive

GUIDE TO UNIVERSITY OF WEST LONDON STUDENTS’ UNION

University of West London Students’ Union (UWLSU) provides support, activities and representation for over 14,000 students studying at University of West London. The University provides a mixture of higher and further education across 8 schools in London and Reading. The 8 specialist schools that make up the University are: Ealing Law School, Ealing School of Art, Design and Media, London College of Music, College of Nursing, Midwifery and Healthcare, London School of Hospitality and Tourism, School of Computing and Technology, School of Psychology, Social Work and Human Sciences, and the International Business School. The University aims to give students an educational experience that prepares them fully for industry and work upon graduating.

How is UWLSU run?

UWLSU is a charity run by a group of student leaders who have been democratically elected by the student body. On a day to day basis we are run by 3 full time student officers; President, VP Education, and VP Recreation. All student officers and student volunteers are supported by a dedicated and professional staff team. The highest decision making body within UWLSU is the Trustee Board who meet throughout the year to oversee our strategic progress and organisational health. UWLSU also enables students to influence our day to day decisions through a variety of democratic functions including through elections and policy making.

UWLSU Mission and vision

Our mission is to play our role in creating and enriching an inclusive university experience by providing a diverse range of opportunities for extra-curricular activity and representation.

Our vision is to become the leading students’ union in a modern university.

What does UWLSU do?

We exist to improve the student experience and we do that through a combination of representation and services:

Advice Service

UWLSU has an advice service that is independent and free to West London students. Professional staff provide students with advice, information and advocacy on a range of issues with a focus on academic issues. The most common issues we deal with include situations where a student wishes to appeal grades or a university decision, and situations where students have been accused of some sort of misconduct by the university.

Representation & Campaigns

One of UWLSU core aims is to help students affect change within their university. Alongside our democracy, we also support students and student officers to run campaigns for change. To enable students to influence long term developments within the university we also support a course representative scheme. This scheme involves supporting at least one student representative per year group per course to represent their classmates on a wide range of issues related to their education.

UWLSU is also a member of the National Union of Students (NUS) and engage in representing West London students at a national level on a wide range of national and international matters.

Student Activities

We support students to run and participate in a range of extra-curricular activities. Students form groups around any number of themes – we have religious groups, activity societies, political and charity groups, and groups bringing students from countries around the world together. Most of our activities are run by students for students and UWLSU provide the students with the skills, knowledge and administrative support they need to succeed. Participating in student activities offers students the chance to socialise, build networks, and develop new skills.

Membership events

We run a range of events that help students to network, socialise and get involved in the Union such as Fresher's fair, refreshers, training session and workshops

Employment opportunities

Times are tough for many students and lots choose or have to work whilst studying. We believe that students are best placed to be the face of UWLSU and as such we provide a range of part-time employment opportunities in administration, media, events and activities to West London students.

Commercial Services

Our bar, coffee shop and gym are all based at our main building on the Ealing campus. Freddie’s Bar acts as a regular bar on most night and also hosts special events at key times of the year including Freshers, Re-Freshers and key holidays. The Coffee Shop serves a variety of hot and cold food as well as excellent coffee and is open throughout the day during term time. Our gym has a regular following and is always in use.

UWLSU and change

Like many students’ unions in London, UWLSU needs to respond to the changing nature of students and education by reflecting on what we’re doing and finding out how we can better serve our members in the future. Over the coming months we will be developing a new and bold strategy that will aim to re-think what the students’ union is and does. To enable us to deliver our strategy we will need to change and adapt in all areas over the coming years.

UWLSU is not the only students’ union re-thinking the traditional students’ union model. Many other unions, particularly in London, are doing the same. There is huge potential for collaborative thinking and working which makes UWLSU an even more exciting and rewarding place to work.

JOB DESCRIPTION

Office Manager and Executive Assistant

Accountable to:Deputy Chief Executive

Salary: £25,000 - £27,000 per annum

Hours: 35 hours per week, some evening work may be required

Responsible for: Student Staff (up to 15)

Location: Normally located on the Ealing campus, West London

JOB PURPOSE

1. To manage the administrative needs of UWLSU and provide executive assistance to the Sabbaticals and the Senior Management Team;

2. Contribute to the Central Membership Team’s strategic and operational planning

3. To manage student staff

KEY RESPONSIBILITIES

1. To manage the administrative needs of UWLSU and provide executive assistance to the Sabbaticals and the Senior Management Team

• Manage UWLSU’s front of house functions including the provision of cover throughout the year and maintain high levels of customer service

• Manage the roll out of UWLSU membership ticket and advice appointment systems across the front of house functions

• Manage the use of UWLSU conference and meeting spaces including, set up, arranging refreshments and liaising with suppliers

• Coordinate the provision of stationary and administrative equipment for UWLSU

• Coordinate UWLSU’s paper and digital filing systems

• Provide executive assistance to the Sabbaticals and SMT through tasks including: diary management, typing, minute taking, arranging meetings, booking travel & accommodation, preparing documents & papers, arranging refreshments

• Provide specific support to the President and Chief Executive by arranging and producing papers and minutes for top level UWLSU bodies including the Trustee Board;

• Act as the first point of contact for communication between external parties and the President/Chief Executive/Deputy Chief Executive

• Manage the sales and distribution of NUS Extra Cards

• Responsible for HR administration and for recruitment and induction processes

• Manage and upkeep the appearance of UWLSU’s office spaces
• Manage the day to day upkeep of UWLSU’s IT provision, coordinating the liaison between UWLSU and external technical professionals

• Coordinate activities relating to UWLSU’s adherence to UWLSU Compliance and People and culture policies

2. Contribute to the Central Membership Team’s strategic and operational planning

• Provide information relating to the front of house function, administration and the UWLSU office spaces for key reports and meetings as required by the Deputy Chief Executive

• Contribute to the Central Membership Team’s strategic planning by putting forward evidence based ideas for improvements to administration, compliance, operational HR functions, and UWLSU office spaces

• Contribute to the Central Membership Team’s operational planning by planning the tasks and events relating to reception, administration and UWLSU’s office spaces

3. To manage student staff

• Line manage student staff and responsible for their development & performance

PERSONAL SPECIFICATION

CRITERIA / Requirement
QUALIFICATIONS
Good general education, typically to the Higher/A level equivalent / Essential
University/College Degree / Desirable
EXPERIENCE
Previous experience in a democratically led organisation / Desirable
Experience providing PA support to senior staff – particularly experience managing diaries / Essential
Significant experience providing administrative support to others / Essential
Experience overseeing the administration of an organisation or department / Essential
Experience managing staf / Desirable
Experience supervising others / Essential
Experience taking minutes and typing documents / Essential
KNOWLEDGE
Understanding of Higher Education and Students’ Unions / Essential
Basic Knowledge of practical HR functions within a small-medium sized organsiation / Essential
BEHVAIOURS/VALUES
Desire to work within a democratic student led environment and understands without doubt that we exist for our members / Essential
Ability to engage a diverse range of students and understands their needs / Essential
Displays high levels of self-awareness and empathy / Essential
Takes a coaching approach to problem solving and management / Essential
Understands the importance of positive relationships and partnerships with key stakeholders / Essential
Ability to cultivate positive relationships with specific groups / Essential
Has the skills and knowledge necessary to do the job and keeps up to date in own field / Essential
Understands and adheres to relevant policies and procedures. / Essential
Known for delivering on time and to a consistently high standard / Essential
Considers the health, wellbeing, and safety of self and others / Essential
Demonstrates positivity, treats others as equals and has a strong commitment to Equality and Diversity / Essential
ATTRIBUTES/SKILLS
Strong IT literacy especially in Outlook, Microsoft Word, Excel and the ability to quickly learn new software / Essential
Strong attention to detail and highly organised / Essential
Strong customer service skills / Essential
Ability to work as part of a team / Essential
Ability to prioritize workload and meet deadlines / Essential
Good communication skills, both oral and written – particularly ability to communicate with people at various levels / Essential
Strong problem solving skills / Essential
Excellent phone manner and people skills / Essential
Strong time management skills / Essential
Ability to demonstrate strong work ethic / Essential

APPLICATION FORM

Type or write clearly using black ink. Return the form by email to

The closing date is 5pm on Wednesday 2nd March 2016.

(Where a cross is required in a box please highlight the box and type an X.)

Application for the post of:
Where did you hear about the job: / Closing date:
A.Personal Details
Family name:
Forenames:
Name you wish to be ‘known as’ if not your forename
or if you prefer a shortened version of your name:
National Insurance Number:
If you are currently in employment:
May we contact you at work?
YES NO
Work Tel No: Ext.
E-mail address: / Title: Mr Mrs Ms Miss Dr Prof. Other (please specify)
Address:
Postcode:
Email:
Tel No:Home:
Mobile:
Are you a UK/EEA national? YES NO
If you are not a UK/EEA national do you have a visa to work in the UK? (e.g. a Tier 1 visa)
YES NO
Are you applying under the Tier 2 PBS? YES NO
Whilst we welcome applications from all candidates there are a number of restrictions and we are unable to sponsor individuals. So if you do not hold a valid Tier 4 Visa or cannot satisfy the requirements to be able to work in the UK unfortunately we will be unable to consider you.
B.Employment
Name and Address of current or most recent employer: / Post held:
From:To:
Salary/Grade:
Please state notice period and/or earliest start date:
Tel No: / Reason for wishing to leave or for leaving:
E-mail address:
Please summarise the main duties and responsibilities in your current or most recent job:
Previous Employment
(Please give details of previous posts held and include any relevant voluntary or unpaid work. Continue on a separate sheet if required)
Past Employer(s) most recent first / Post held and main role(s) / Dates
From To / Reason for Leaving
Additional Information in support of your Application
This part of the application form will be used for shortlisting. Please give details of your relevant qualifications, experience, knowledge and skills demonstrating how you meet each of the criteria on the person specification. Give detailed answers and examples where appropriate. Continue on a separate sheet if required.
Education and Training
(If you have attended a place of further or higher education, information concerning schools and school examinations may be omitted). You will be required to produce original certificates/qualifications.
a)Secondary education OR Further and/or Higher education, giving most recent qualification first
School/College/University/Other / Qualification and subjects(s) / Level / Grade / Year obtained

b)Qualification(s) currently being undertaken

Institution/Provider

/ Qualification/level / Subject(s) / Exam/finish date
c)Relevant Training and Non-Qualification Courses Attended

d)Membership of Professional Body(ies)/Professional Qualification(s) (If more than one, please list all)

Name of Professional Body(ies) / Qualification(s) / Membership level / Registration No. / Date obtained
F.Disclosure of a Criminal Record/Rehabilitation of Offenders Act 1974 (to be completed by all applicants)
If the post you have applied for is exempt from the Rehabilitation of Offenders Act 1974 and requires a Standard or Enhanced Disclosure (as indicated on the job description), you must disclose all convictions (whether spent or unspent), cautions, reprimands and final warnings on your criminal record. (Please read the guidelines carefully)
If the post is subject to either a Standard or Enhanced Disclosure, you must answer the following question:
Have you ever been convicted by the courts or cautioned, reprimanded or given a final warning by the police? YES NO
If the post is subject to Enhanced Disclosure, you must also answer the following question:
Are you aware of any police enquiries undertaken following allegations made against you or do you have any pending prosecutions, which may have a bearing on your suitability for this post? YES NO
For all other posts: Do you have any unspent criminal convictions? YES NO
(If you answer yes to any of the above questions, please give details of offences, penalties and dates on a separate sheet (which should be signed and dated), enclose in a sealed envelope marked ‘Private & Confidential’ and attach to the form. Write your name, the post reference number and job title on the envelope.)
Have you worked for University of West London Students’ Union before? YES NO If yes, please state dates employed and job title:
Please indicate if you are applying for this post on a part-time/job share basisYES NO
If yes, please state (a) number of hours you wish to work per week (b) do you have a job share partner Yes No
G.Disability (To be completed by all applicants)
The Equality Act 2010 defines a disabled person as anyone who has or has had a physical or mental impairment which has a substantial and long-term effect on their ability to carry out normal day-to-day activities. Taking this definition into consideration, do you consider you have a disability? : YES NO
If you have a disability and have demonstrated in your application that you meet the minimum (essential) criteria for the vacancy you can request a guaranteed interview. Do you wish to claim an interview under the 2 tick’s scheme?
YES NO
Please describe any special requirements/reasonable adjustments which will help you participate in an interview or to carry out this post if appointed:
H.References
Please give names and addresses of TWO referees, not related to you, who are willing and able to provide up-to-date information on your qualifications, experience and skills. One of these must be your line manager from your current or most recent employment or if you have not been employed, a referee related to relevant voluntary or community work or, if appropriate, your head teacher or lecturer/tutor from your last school or college or university.
We reserve the right to contact your present/last employer if an offer is made and accepted. References may be taken up prior to interview, unless you have specifically requested otherwise in the section below.
Name / 1. / 2. / 3.
Position
Working relationship
(if any)
Address
Post Code:
Tel No:
Fax No:
E-mail address:
May we contact
prior to interview? / YES NO / YES NO / YES NO
I.Declaration
I understand the Students’ Union reserves the right to withdraw an offer of appointment or to terminate my employment with or without notice or payment in lieu in cases where: (a) it is discovered I do not have the claimed qualification or experience (b) I do not obtain, for whatever reasons, any appropriate examination or licence; (c) I become disbarred from the appropriate Regulatory Body or Authority.
I understand that an offer of appointment will be subject to references satisfactory to the Students’ Union.
I understand that, if the post is subject to Standard or Enhanced Disclosure, I must disclose details of any criminal record, including convictions, cautions, reprimands and final warnings and (for Enhanced Disclosure) any other information that may have a bearing on my suitability for the post.
I understand that providing false or misleading information will disqualify me from appointment or if appointed will render me liable to dismissal without notice.
I declare that the information I have given is, to the best of my knowledge, true and complete.
I agree that the information given may be used for registered purposes under the Data Protection Act 1998.
Has anyone else completed this form on your behalf YES NO
Signed (please insert electronic signature or leave blank):
Date:
WLSU | Application Pack / 1