Job Purpose:

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Reports to: Representation & Advice Manager

Responsible for: Temporary PT Student Staff and Volunteers

Department: Membership Services

Duties and key responsibilities

Programme Representatives

• Create and maintain database of Programme Representatives.
• Ensure Programme Representative list is up to date by liaising with appropriate University staff.
• To design, facilitate, deliver and maintain opportunities for training and development of Programme Reps across physical and digital mediums where appropriate
• Communicate regularly with Programme Representatives any meeting schedules, development opportunities and relevant information and paperwork in good time.
• Facilitate Programme Reps’ feedback to the Union and students by ensuring there are regular opportunities for Representatives to input, including (but not limited to) the facilitation and organisation of termly Faculty Forums.
• Facilitate the reward and recognition of programme representatives to encourage programme representatives to remain in the role and take up further leadership positions
• Create an effective way of collating and promoting the impact of programme representatives
• Support hard to reach student representatives by coordinating online engagement systems such as online training and Unitu
• Support any future developments of the Programme Representatives programme

Elected Representatives

• Encourage the fulfilment of officer manifestos by assisting with campaigns, events and activities working with the Representation team and other relevant members of staff.
• Ensure that campaigns and policy work is student-led and representative of student interests by monitoring matters raised by Programme Representatives, Full-Time and Part-Time Officers and other elected student leaders to identify common trends
• Facilitate communication between the Students’ Union leadership and members by working with the Democracy and Engagement Coordinator to provide regular roadshows and consultation events.
• Promote and report the impact of elected representatives by working with the Marketing and Insights team.
• Coordinate Full-Time Officer’s, Part-Time Officers and Faculty Officers’ meeting schedules (including University meetings, panels, etc.) and travel arrangements by liaising with the Office Services Manager.
• To support the operational delivery of democratic processes, including acting as Secretary to groups such as Student Council and Council subcommittees when necessary.

• To work with the Democracy lead, Student Leaders and the Academic Representation Manager to maintain a database of policy the Students’ Union.

Elections

• Under the direction of the Deputy Returning Officer/s, communicate key Elections information to Academic Representatives
• Under the direction of the Deputy Returning Officer/s, contribute to the communication of relevant events to candidates and the organisation of training and support as necessary.
• Support academic reps to progress through the representation system by developing and hosting targeted events at key periods
• Provide on-the-ground support and some out of hours work during Elections period

General Responsibilities  

• Create a network of contacts at NUS, other students’ unions, and other relevant organisations to keep up-to-date with national and local campaigning trends and topics.
• Represent and be an ambassador for the SU
• Be flexible and carry out other associated duties as may arise, develop or be assigned in line with the broad remit of the position
• Maintain and improve competencies through continuous professional development
• Abide by organisational policies, codes of conduct and practices
• Support and promote diversity and equality of opportunity in the workplace
• Treat with confidentiality any personal, private or sensitive information about individual organisations and or clients or staff and Project data
• Any other duties commensurate with the accountabilities of the post

Person Specification

EXPERIENCE

• Relevant experience working, or volunteering, in the charity or higher education sector, or with a membership organisation.
• Working with a range of stakeholders and partnership working.
• A track record of supporting others (individuals or groups) to achieve objectives.
• Effective administration and excellent organisational and time management skills

SKILLS AND ABILITIES      

• Clear communication skills face to face, on the phone or email, and with new media. Ability to identify and communicate appropriately to a range of audiences.
• Ability to troubleshoot nuanced or difficult situations, and deal with them calmly, efficiently and effectively.
• IT skills at a level that supports report writing, email, internet and database. 
• Time management and organisational skills that are reliable under pressure.            
• Ability to engage and motivate others, in the context of focus groups, roadshows, and 121 meetings.     
• Self-motivated with the confidence to work alone but can also work co-operatively and flexibly as part of a team.     
• Ability to stay focused and efficient in the face on changing priorities.

KNOWLEDGE         

• Demonstrated awareness of democracy and importance of representation in membership organisations
• Awareness of the role of Students’ Unions and an understanding of today’s students and barriers they may face.

EDUCATION/TRAINING        

• No one specific qualification is required, but evidence of recent continuing professional development in a professional area relevant to the post is required. For example, time management and organization, effective administration, delivering training, coaching and mentorship, reporting methods.

PERSONAL ATTRIBUTES AND REQUIREMENTS

• A self-starter, able to work individually and as a member of a team.
• Enthusiastic about supporting others to create change and doing so within a dynamic organization.
• Commitment to anti-discriminatory practice and equal opportunities.  An ability to apply awareness of diversity issues to all areas of work.
• Able to work some evenings and weekends during Elections season, and stay overnight where necessary for training and conferences.      
• Commitment to the values and ethos of the SU.