Experience Vacancies BUSA Appointments Service University

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                            BUSA Appointments Service
                 University of Essex Students’ Union Job Description

                        Sports & Societies Development Co-ordinator

Students’ Union:
The aim of the Students’ Union is to support and enhance the educational, social,
cultural and recreational activities, and opportunities of the student body, and also to
provide a channel of communication for students with the University, NUS and other

Purpose of the post:
  The post-holder will be part of the Membership Services Department, and will provide guidance, advice
 and administrative support to the Vice President Sports & Societies. The postholder will develop sports
 club and society officials to run their own clubs and societies, increase the number of active sports clubs
    and societies and ensure that a “Sport and Society for All” culture is created. The post-holder will be
   responsible for ensuring Health & Safety legislation is observed and recorded for all Club and Society

Reporting to:                                     Membership Services Manager

Functional Relationships:                         Vice-President Sports & Societies, Officers and
                                                  Union Staff, BUSA, Sports Centre Staff,
                                                  University Staff, External Agencies, NUS.

Department:                                       Membership Services

Any other relevant Information

Grading:                Clerical Related 4

Salary:                 £16,071 - £18,537 per annum

Hours of Work:          36 hours per week

        The Students’ Union is committed to its Policy & Code of Practice on Equal
                                  Duties and responsibilities

1.0      Training and Development

 To develop Sports Club and Society officials to run their own clubs and societies.

 To work with the Sports and Society Officials to co-ordinate a training and
  development programme covering, key skills, health and safety, financial
  management, marketing your sports club/society, developing and retaining volunteers
  and fundraising.

 To design, deliver and evaluate training sessions for Sports Club and Society Officers
  as necessary.

 To actively recruit Sports Club and Society Officials to the Union’s skills
  recognition/accreditation schemes (Essex Skills Awards).

 To work with the Sports and Society Officials to increase the number of sports clubs
  and to increase the number, and diversity, of students participating in sport through
  the Union.

2.0      Health and Safety

 To be responsible for the implementation of the Union’s Health and Safety Policy
  within Sports and Society areas, ensuring that all sports clubs and societies comply
  with the Policy.

 To be responsible for the organisation and maintenance of safety records, including
  annual risk assessments for each club, risk assessments for trips and regular
  equipment checks. This will also apply to some activities undertaken by societies.

 To co-ordinate health and safety procedures for using the Union’s minibuses and
  maintain appropriate safety records.

 To co-ordinate health and safety training for sports club and society officers, covering
  amongst other things, first aid, risk assessments, minibus use, the Union’s Health &
  Safety Policy & trip procedures.

3.0      Administration

     To co-ordinate sports fixtures, transport and catering arrangements.

     To work with University Sports Department staff to book facilities for matches,
      training sessions and events.

     To arrange referees for all fixtures.

     To inform BUSA of all match results.
     To arrange for appropriate First Aid cover at home fixtures

     To work with the Vice-President Sports and Societies and Membership Services
      Manager to ensure that all clubs have appropriate insurance and membership of
      national bodies.

     To maintain an inventory of sports equipment and ensure that all equipment is
      allocated, returned and stored safely and securely.

     General clerical tasks including minute taking.
4.0      Finances

     To work with the Sports and Society Officials to improve and to implement the budgetary
      process for sports clubs and societies.

     To advise the Sports Federation Executive on sports clubs’ budgets.

     To advise appropriate personnel on the Sports Federation accounts.

     To work with the Vice-President Sports and Societies in setting budgets for the Sports
      Federation and assist individual Society Officials, if appropriate.

     To implement the Union’s Financial Procedures within the Sports Federation and Societies

     To ensure that the Finance Department receives all necessary financial information, that it is
      accurate and on time.

     To work with appropriate staff to raise sponsorship for sports clubs and the Sports Federation.

5.0      Occasional Duties

     To attend appropriate meetings, networking and conferences as and when required
      by the Union.

     To work on agreed projects/objectives in line with operational and strategic plans..

6.0      Other Duties

     To contribute to the positive image of the Union with students, the University and the
      local community.
     To encourage Sports Club and Society Officials to development partnerships and key
      relationships with sponsors and potential sponsors.
     To abide by the Union Constitution, policies and procedures at all times.
     To undertake other tasks and responsibilities, compatible with the level and nature of
      the post, as may be reasonably required, from time to time.

    In addition to the above you will be expected to carry out any other duties, as may be reasonably
                                 expected, as directed by Management.

   It is important to know that you will be expected to participate in any training programme, meeting or
 conference considered relevant to your job. The Students’ Union expect all staff to participate and take
     ownership of their Induction, Personal Review Programmes, Departmental Staff Meetings and be
 responsible for reading and carrying out duties with full regard to the rules, policies and procedures and
conditions of service contained in the Staff Handbook, and within individual Departments of the Students’

The Students’ Union is fully committed to its Equal Opportunities Policy and Code of
Practice.    All staff must make themselves familiar with this policy and encourage
diversity and participation throughout the Students’ Union.
 A condition of employment is that all staff are expected to assist in key events throughout the year e.g.
Summer Ball, Freshers Fair and any other key event, including elections, if necessary. 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.

   Applicants should note that the University of Essex Students’ Union operates a No Smoking Policy,
          although you may have to work, occasionally, in areas where smoking is permitted.

                          Closing Date for Applications:    8 September 2004
                      Interviews:                                 16 September 2004

Reference:                              C18 (Please quote in any communication)
                                     Personal Specification

                                                              Essential                     Desirable
Knowledge of Health & Safety issues                                                              √
Experience of working in an                                       √
administrative capacity
Experience of supporting volunteers                               √
1 year’s working in the not-for-profit                                                           √
sector, particularly Higher Education
Experience of managing/co-ordinating                              √
health and safety in sport
Conducting Training Needs Analysis                                                               √
Delivering training                                                                              √
Working/volunteering in a students’ union                                                        √
Driving minibuses                                                                                √
Development of Groups / individuals with                          √
vastly differing needs
Higher Education structures & systems                                                            √
Health & safety legislation, particularly                         √
related to sport
Sport administration/fixtures                                     √
IT skills, particularly Microsoft Office                          √
Leadership                                                        √
Communication skills (written & oral)                             √
Innovation/creativity                                             √
Problem Solving                                                   √
Time & Workload management                                        √
Commitment to Equal Opportunities                                 √
Commitment to working in a democratic                             √
Commitment to high standards of                                   √
customer care
Flexibility & adaptable approach to work                          √

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