Activities Coordinator

5 months ago

Derby, United Kingdom University of Derby Union of Students Full time

Purpose of Role

To co-ordinate, develop and support a diverse range of student led services (SLS) and societies that aim to enhance the experience of our membership within the Union. Encourage, support and assist students in setting up and joining societies and ensuring that all activities take place under appropriately risk-assessed and safe conditions.

Societies and Student Led Service (SLS) Support
- To support the development of new and existing societies and student led services within the Union with a view to increase membership levels and improve the experience for students through recruitment and promotion.
- To ensure that all groups of students are represented and have an equal opportunity to participate.
- Support with ordering new resources and ensure that existing inventories/equipment audits are accounted for and stored appropriately.
- To monitor and help facilitate society and SLS events, activities, trips and guest speakers ensuring that students are aware of and understand the relevant policies and procedures, and of their own duty of care to their members, ensuring the highest standards of health and safety are adhered to.
- To coordinate and deliver training for society and SLS committee members.
- To coordinate society and SLS committee participation in recruitment events, such as Freshers’ Fairs, RAG Week and Give it a Go's.
- Work with the Vice President (Activities) to support the Societies Chair and SLS Heads, ensuring Council/Exec Meetings, Assemblies, Annual General Meetings, and Emergency Meetings are facilitated.
- To actively promote the Equality, Diversity & Inclusion agenda.
- Deal with complaints, concerns and conflict in an appropriate and timely manner.
- To oversee and support all student group fundraising ensuring charity fundraising policies & procedures are adhered to.
- To support the development of all Union societies and SLS via a clear and well supported action/business plan process throughout the year.
- To coordinate the running of the end of year celebration event/awards to ensure recognition for our student groups.

Research & Administration
- To coordinate research into the potential growth and development of societies within the Union, making recommendations for change as required
- To coordinate committee members having their achievement recorded on their HEAR.
- To be responsible for content within the societies and SLS sections of the Union website and encourage committees to engage with digital opportunities.
- To review and analyse societies and SLS membership and engagement data regularly, contributing to wider Union reports, e.g. the Union Impact report.
- Oversee the finances and transactions of societies and SLS, ensuring that correct procedures are being followed.
- Oversee the funding allocations for societies, alongside the VP Activities and Societies Council, to ensure sustainability and compliance with policies and procedure.
- Support the Student Activities Manager to review and reflect on operational policies and procedures and to ensure their implementation.
- Support societies to hold annual committee elections and engage with the Union Election and By-Election processes.
- Support SLS with their annual committee recruitment process, ensuring interviews are held with the relevant individuals on panels.

Working Relationships
- To work closely with the Vice President (Activities), Union Societies Council and SLS Exec to achieve collective aims.
- To liaise with internal and external key partners to maximise opportunities for societies and SLS.
- Develop and maintain strong relationships with university and academic staff to support growth and quality of societies.
- To attend relevant meetings with the University and other major stakeholder.
- To act as link mentor to the Societies Chair.

RESPONSIBILITIES

The principle role and responsibilities will change from time to time and the post holder is required to undertake any additional duties as deemed appropriate.

GENERAL

All Union employees are expected to work within the ethos of the Union and strive to achieve the following:
1. To work at all times within relevant legislation as well as structures, policies and procedures

2. To work co-operatively with other Union staff and officers, as well as relevant external organisations

3. To adhere to the highest standards, especially of customer service and safety

4. To seek to continually develop and improve Union facilities and services

5. To keep up-to-date with sector developments, local competition and students’ views/needs, where necessary undertaking market research to generate such information

6. To undertake necessary training and to attend all meetings as requested

7. To promote a positive and professional image of the Union to its members, customers, stakeholders and other external people

8. To positively contribute to the organisation ethical & environmental ethos

9. To become a ‘team champion’ for one of the Union w

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