Job description 

JOB PURPOSE:

The Academic Representation Student Assistant will provide practical, day-to-day support for GSU’s Programme Rep and Flexi-Rep system. This will include supporting recruitment, training administration, engagement monitoring, student feedback, communications, meetings and events. The role is designed for a current University of Greenwich student, with shifts arranged around their academic commitments.

Working from agreed processes, templates and task lists, the postholder will maintain accurate records and refer decisions or sensitive matters to Career Staff. They will have regular contact with students, representatives, GSU colleagues and University staff, providing a friendly and inclusive service while maintaining appropriate boundaries and confidentiality.

Reports to: Academic Communities and Representation Manager, Head of Voice and Representation

Department/Service:

This role sits within the Student Voice & Representation function, within the Membership Services department. This covers key areas such as; Advocacy & Policy and Engagement & Opportunities. We provide a high-quality service for students, that they can shape, steer and be at the heart of.

Working Arrangements:

Shifts will be agreed in advance and arranged around academic commitments. Some work may take place during Welcome, recruitment campaigns, daytime events or occasional evening activities. Availability will be discussed before shifts are allocated, and the postholder is not expected to miss scheduled teaching to undertake the role.

The postholder will receive task instructions, templates, process guidance and a named Career Staff contact. Work will be checked in proportion to the task, with formal decisions and sensitive matters retained by Career Staff.

Duties and Key Responsibilities

The post holder will:

Recruitment and Onboarding

• Promote Programme Rep and Flexi-Rep opportunities through stalls, classroom talks, events and approved digital communications.
• Answer routine questions about the roles, training and application process, referring complex or sensitive queries to Career Staff.
• Check applications for completeness, maintain vacancy and reserve-list records, support training administration and send approved confirmation and follow-up communications.

Engagement Monitoring and Administration

• Maintain accurate records of training completion, meeting attendance, feedback submissions and Programme Committee participation.
• Complete regular engagement checks and identify missing information, recruitment gaps, vacancies and students who may require additional support.
• Send routine reminders and supportive prompts using approved templates, record responses and prepare information for Career Staff to review.
• Support Rep Conferences, Speak Week, Student Led Teaching Awards and other relevant GSU activity, including event administration, data entry, evaluation and routine reporting.

Student Feedback and Communications

• Support the collection of student feedback through monthly requests, targeted outreach, meetings, stalls and representation campaigns.
• Complete initial checks, apply agreed categories, remove obvious duplicates and immediately refer sensitive, urgent or high-risk matters.

General Responsibilities

• Provide a welcoming, inclusive and professional service and represent GSU positively when working with students and University staff.
• Follow agreed processes, confidentiality requirements, data-protection responsibilities and appropriate escalation procedures.
• Complete required training, participate in supervision and work flexibly across relevant representation activity where duties remain appropriate to the role.
• Any other duties commensurate with the accountabilities of the post. 

Personal Specification

Experience

• Experience gained through paid work, volunteering, study or community activity involving students, customers, members or the public.
• Experience of working as part of a team and completing administrative tasks or maintaining records.
• Experience of student representation, student engagement or Students’ Union activity is desirable but not essential.

Skills and Abilities

• Able to communicate clearly and respectfully with students and staff in person and in writing.
• Able to organise assigned tasks, manage time effectively and maintain accurate records.
• Able to use email, Microsoft Office and shared online documents, or learn these systems quickly.
• Able to follow agreed processes and recognise when a question or concern should be referred to Career Staff.
• Able to remain calm, professional and flexible when priorities change or unfamiliar situations arise.

Knowledge

• Awareness of issues and barriers that may affect students’ participation or academic experience.
• A basic understanding of student voice, Programme Reps or Students’ Unions is desirable.

Education and Training

• No specific qualification or previous representative role is required.
• Applicants must be current University of Greenwich students and willing to complete the training required for the role.

Personal Attributes and Other Requirements

• Reliable and able to attend agreed shifts and complete assigned tasks.
• Able to work across relevant campuses and occasional evening or weekend events where agreed in advance.
• Committed to confidentiality, equality of opportunity and anti-discriminatory practice.
• Works well in a team and responds positively to guidance and feedback.
• Committed to providing a welcoming and inclusive service and to the values of GSU.