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Job Description

Job Title: Sports Union Administrator

Salary:

Responsible to: Sports Development Coordinator

Responsible for:

Job purpose: To administer and assist with the delivery of an ongoing strategy to increase student engagement and performance of all sports clubs and societies, in order that student skills are improved and the student experience is enhanced to “make student’s lives better”.

Key duties:

 First point of contact for all enquiries and requests for information, communicating appropriately and effectively, passing queries to the relevant person;  Issue and maintain Sports Union and Clubs & Societies Memberships;  Administer claims and receipts, working closely with the Finance Department;  Organise all fixtures for sports events and provide facilities for training/match needs as required, by liaising with the appropriate persons;  Administer and maintain all club affiliations and entries to competitions;  Advise sports clubs on areas such as organisation, funding and regulations;  Undertake general administrative duties including office administration, filing, record keeping, mail distribution and monthly reports;  Assist clubs with event organising and fundraising;  Mapping and monitoring data produced by the Sports Union and Membership activities;  Contribute to publications, websites and informational materials;  To be involved with/help organise Union events such as Fresher’s Fayres and other Sports Union activity;  Provide support for ordering club kit and equipment;  Monitoring and distribution of club accounts and budgets;  Processing insurance claims;  Arrange transport and accommodation for all sports teams.

Relationships:

Internal:

 Club Presidents & Committee members

 Sabbatical Officers

 Sports Union Executive  Union Secretary/HR Administrator

 Finance Department

 Coordinators

 Senior Management Team

External:

 University Staff (SDS)

 Scottish Student Sport

 BUCS

 National Governing Bodies of Sports

 Sports Administrators from other Universities

General:

 Comply with Health & Safety requirements;  To carry out any other appropriate duties which may be considered necessary by the Sports Development Coordinator;  To abide by the Policies and Constitution of the Union and be impartial in respect of its democratic structures;  To ensure that any and all data is stored, accessed and used in line with relevant Data Protection Legislation;  To demonstrate a commitment to the Unions Equality, Diversity & Inclusion Policy;  To demonstrate a commitment to the Unions Environment and Ethics Policy;  To contribute to the development and delivery of the targets outlined in the Unions strategic plan;  To attend meetings, training and conferences where necessary;  To demonstrate a commitment to continuous professional development;  To portray the Union in a positive approachable manner at all times;  To cover other staff duties during sick leave or holidays where appropriate;  Have an understanding of colleague’s roles and responsibilities and signpost as required;  To be aware of and support all Union activities/campaigns/events, including Freshers and Elections;  Effectively communicate with internal and external audiences relevant, engaging and informative content, in a timely fashion and in doing so, adhere to the Union’s branding and social media guidelines.

Due to the variable nature of the semester timetable, the Students Union operates annualised hours working for all employees. The annual hours for this post will be 1400. Although working hours are stated as 35 hours per week some evening and weekend work is required which may exceed this. This is part of the contract and reflected in the grading of the post. The annual holiday entitlement is 28 days pro rata (which includes all public holidays) which equates to 150 hours. This job description is correct as of 1st November 2017 and shall be updated annually with the appropriate body. It should not be regarded as exhaustive or exclusive and duties may change from time to time. PERSON SPECIFICATION QUALIFICATIONS – ESSENTIAL

Essential

Qualification in English and Maths at National 5 level or equivalent

KNOWLEDGE AND EXPERIENCE - ESSENTIAL/DESIRABLE

Essential

Relevant administrative experience, preferably in complex public facing environment

Excellent organisation and time keeping skills

Computer literate with working knowledge of MS Office to include Excel, Word, PowerPoint and Outlook

Strong appreciation of customer service skills

Strong interpersonal and communication skills, both written and oral with a personable and professional approach

Comfortable working to agreed objectives

Ability to develop relationships and work with a wide range of people

Ability to work to tight deadlines and to effectively prioritise workload

Flexibility and adaptability

Combines a concern for quality and attention to detail

Trustworthy and reliable

Desirable

Understanding of current issues within Higher Education and Students’ Union

A keen interest in Sport ATTRIBUTES/SKILLS - ESSENTIAL

Essential

Accurate typing skills at a satisfactory speed

Good numeracy skills

Experience of and ability to work in a team

Prioritise work tasks on a daily basis

Ability to be flexible, working to the needs of the business

VALUES AND ETHICS-ESSENTIAL

Essential

Desire to work within an organisation with a diverse membership

Desire to work within a democratic student led environment

Understanding and commitment to Equal Opportunities Sign-off:

Job Holder Manager AUDREY-CLARE BURNS

Signature Signature

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