Students’ Union 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, Representation & Communication Manager, Student Experience Manager (Activities),Executive Officers, Democracy & Office Administrators in ChelmsfordCambridge, Course Rep Co-ordinators in Cambridge & Chelmsford, Activities & Finance Co-ordinator, University departments & NUS

Section:Democracy & Representation

Any Other Relevant Information
Salary Grade: B

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 be a first point of contact for members and visitors, providing a gateway to other Students’ Union services at Anglia Ruskin University (Peterborough)

To be responsible for the recruitment, development and support of students volunteering in a variety of activities for the Students’ Union.

Develop and promoterecreational activities to the students on the Peterborough campus.

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

Duties:

Communication:

  • 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 the wide range of services provided by the Students’ Union.
  • Actively communicate with all members and visitors to understand their needs and aspirations, providing feedback to colleagues and taking appropriate action, as necessary.
  • Assist in the union’s communication by maintaining notice boards, leaflet racks and relevant sections of the website.
  • Maintainand communicate diaries for elected officers, staff and others as required.
  • 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.
  • Attend staff meetings at the nearest main campus (Cambridge)
  • Maintain up to date records of member contacts, providing feedback to colleagues as necessary.

Activities:

  • Co-ordinate induction talks for new students on the Peterborough campus.
  • Co-ordinate Fresher’s Fairs at Peterborough.
  • Provide support, information and advice to societies and recreational clubs to enable them to develop and improve participation
  • Actively promote new societies and recreational clubs via a wide range of media.
  • In conjunction with the Experience Officer (Cambridgeshire) regularly liaise with student committee members.
  • Encourage societies and recreational clubs representatives to regularly contribute in SU media.
  • Book facilities and coaches in line with student demand and within the agreed budget.
  • Ensure the Union’s Articles and Bylaws are adhered to.
  • Organise societies and recreational clubs participation in the Peterborough Fresher’s Fair to maximise student participation.
  • Maintain kit and equipment inventories and ensure their return and security.
  • Coordinate, deliver and promote relevant activities, classes and events with the aim to increase participation.
  • Arrange appropriate and suitable transport on behalf of students in order to maximise student participation in line with budgets.
  • Liaise with the Experience Officer (Cambridgeshire) to develop, organise & administer Give It a Go sessions relevant to the needs of students.
  • Promote the sale of NUS Extra cards and hoodies and any other items as deemed appropriate.

Democracy & Student Representative Duties:

•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.

  • 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 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 committees 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.

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.

Other

  • 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.
  • Undertake all activities in accordance with the Union’s equal opportunities, 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.
  • Ensure all first aid kits are stocked and accessible in the office.
  • 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.

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
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