SCOTTISH CHARITY NUMBER: SC005410

To applicants for the post of:

Sports Administrator

UWS, Scotland’s largest modern university, aims to have a transformational influence on the economic, social and cultural development of the West of Scotland, and beyond, by providing relevant, high quality, inclusive higher education and innovative and useful research. UWS aims to make the communities it serves more successful; and to create opportunities for all to participate.

SAUWS is the democratic representative body for the students at UWS, with a vision which sees us as a “Student led representative body campaigning for the continual enrichment of the student experience”.

To attain this vision our mission is to work in partnership with the University of the West of Scotland to:

  • Represent the needs and aspirations of the student body
  • Provide support, well-being and social services for students
  • Empower students to shape their own student experience
  • Build a strong cross campus community by providing a wide range of student activities
  • Effectively contribute to, and engage with, our local communities.

Based in Paisley, the main purpose of the role is to provide administrative support for student sports and societies, particularly in relation to organising fixtures, supporting meetings and keeping appropriate records. The successful candidate will work closely with the elected Sports President to support the development, promotion and sustainability of activities.

Based in Paisley, the successful applicant will operate within our multi-campus environment, which may necessitateoccasional travel to Ayr and Hamilton campuses.

The post is part time and offered initially on a 52 week fixed term contract. Hours will vary throughout the year to fit with the activities and demands of academic sports, averaging 25.7 hours per week. The pattern of work will be 36 weeks at 30 hours per week (mostly September to mid-May) and 16 weeks at 16 hours per week.

The salary for the post will be £12,098 paid in twelve equal monthly instalments (£16,476FTE)with a generous annual holiday entitlement.

To apply, you must have a commitment to working in an inclusive and co-operative environment which respects diversity and promotes equality.

When applying, please remember that you must fill in an application form. Simply submitting your CV alone is insufficient, although it is acceptable to include one for the purpose of filling in detail. It is essential to complete the section in the form about relating your experiences in work or education or any other relevant sphere to the person specification. The decision to invite applicants to interview will be based in a large part on this section; basically it is your opportunity to impress the selection panel members before meeting them. (Refer to the Guidance Notes enclosed.) Please also remember to answer the questions at the end of the form and to sign the form. If you do not do these, your application will not be considered.

If you wish to have a confidential and informal discussion about any conditions or requirements of the post prior to submitting an application, please contact the General Manager using the details below.

Completed applications should be returned either:

in writing to The General Manager, SAUWS, The Students’ Union, Storie Street, PAISLEY, PA1 2HB, marking the envelope “CONFIDENTIAL –Sports Admin”;

or by email , with ‘Sports Admin’ in the subject line.

Closing date for receipt of applications: Wednesday, 17th September 2014.

Telephone: 0141 849 4151.

Fax: 0141 849 4158.

SAUWS WELCOMES APPLICATIONS FROM ALL SECTIONS OF THE COMMUNITY.

Guidance Notes on Completing an Application

The decision to select you for interview will be based on the information you provide in your covering letter and application form. To decide who is to be selected for interview we need clear evidence of your skills and experience. It will not be enough for you to say that you have been doing a certain job for a certain length of time. You must explain clearly what skills and experience you have.

How will you know what we are looking for?

A job description is enclosed within your pack to show the main duties and responsibilities of the post.

The person specification describes the skills, experience and qualifications we are looking for, and this forms the yardstick against which you will be assessed.

You should read the job description, person specification and advertisement carefully and try to identify the key words and phrases.

Have you got what we are looking for?

From the information provided, work out if you have the skills, knowledge and experience we are seeking in the job you are now doing. If not, show how you have used them in the past. Do not forget that skills can be transferable. The tasks you perform may not be exactly the same as those in the job you are applying for, but the skills you use to carry out those tasks may be the same.

Remember that the skills and experiences you have gained outside paid work, for example, from domestic responsibilities, unpaid or voluntary work or organising social or community activities, can demonstrate skills you have taken for granted which are a clear sign of your ability to do a job.

SCOTTISH CHARITY NUMBER: SC005410

Job Description

Job Title: / Sports Administrator / Version: draft 0.2
Date: 01/09/2014
Location: / Paisley (but expected to travel to other campuses as required)
Reports to: / Membership Manager
JOB PURPOSE:
To assist all affiliated sports and societies through the provision of support, guidance, training and administration. To work closely with the elected Sports President to support the development, promotion and sustainability of their activities.
KEY RESPONSIBILITIES:
  • To act as a point of contact for all queries relating to sports and societies (in the absence of the Sports President)
  • To coordinate provision of all fixtures, championships and competitions to include arranging travel plans, booking transport and accommodation, and booking hospitality, as required, in line with agreed budgets and considering cost efficiency
  • To provide administration for Scottish Student Sport and British Universities & Colleges Sport fixtures and events including coordinating all registration processes and entry fees for leagues, tournaments and competitions, general correspondence and telephone enquiries
  • To be responsible for the booking and use of external (including UWS) facilities and officials / referees, and to develop and maintain positive relationships with these providers, negotiating the best possible deal for students
  • To ensure that all accounts payable transactions are correct and appropriately authorised for payment in line with financial procedures and agreed budgets
  • To keep records of all Affiliated Sports & Societies income and expenditure and to report this to the Sports President and team captains and club presidents on a regular basis and in line with financial procedures
  • Communicate information to members including training times and venues, fixtures, transport, meetings, kit and equipment, and room bookings, in line with SAUWS’ Communications Strategy
  • To administer a system for collating and recording sporting results including responsibility for the notification of results to the appropriate sporting bodies
  • To act as an administrator for the sports and societies section of the SAUWS website and to provide support and training to Affiliated Sports & Societies representatives in creating page content and setting up and maintaining their online membership system and subscription payments.
  • To update and maintain a club and society database of membership and committee contacts

  • To ensure equipment and kit inventory are maintained and available to clubs and to regularly check and review kit and equipment inventories in conjunction with the Sports President
  • Attend all relevant meetings, assisting with minute taking and record keeping where necessary.
  • Support the organisation and promotion of annual events including sports and societies fairs, the Sports Ball, and any ceremony
  • To update the handbook for sport and societies providing relevant guidance and written procedures for the creation, management, and development of their activities, including all necessary forms, pro-formas and templates, promoting this to members.
  • To assist the Sports President in the creation of development plans and handover materials to promote sustainability of individual sports and societies.
  • To provide support for sport and society committee members, helping them to develop their skills to effectively lead student-led sports and societies in an engaging, involving and accessible way.

SCOTTISH CHARITY NUMBER: SC005410

Person Specification

Sports Administrator

Qualifications and Experience / Essential / Desirable
Good general standard of education / √
Experience of working within HE sports environment / √
Evidence of further study and continuing professional development / √
Previous administrative role / √
Minute taking and report writing / √
Knowledge and experience of BUCS and SSS and organising fixtures / √
Experience of working with student groups and volunteers / √
Previous experience of working with student or similar membership based groups / √
Skills, Knowledge and Ability / Essential / Desirable
Knowledge and understanding of financial management and budgeting processes / √
Understanding and knowledge of different sports and sporting organisations / √
Excellent networking skills and experience of quickly developing successful relationships / √
Accuracy and attention to detail / √
Good admin and organisational ability / √
Excellent verbal and written communication skills / √
Excellent interpersonal skills / √
Customer Focus – helpful, friendly, polite, accommodating, seeking to resolve any issues / √
Excellent IT skills in word processing, databases, spreadsheets, presentations, and web/internet / √
Flexibility and willingness to deal with varied tasks and requests, including occasional evening and weekend work / √
Self motivated and able to work independently, complete tasks and follow through with minimal supervision. / √
Able to work systematically and efficiently, ensuring that workload is prioritised and completed within agreed timescales / √
Commitment to equality of opportunity & diversity / √
Commitment to a democratic environment / √