Job description 

Job Purpose

The Engagement and Opportunities Coordinator will be responsible for delivering effective co-curricular opportunities, including societies and sports across the Medway Campus. This role will enhance participation and identify and minimize barriers for the diverse student population at Medway (Greenwich, Kent and Christ Church students) to ensure students have high quality and inclusive opportunities to come together and connect within their communities.

Reports to

Campus Engagement & Partnership Manager - Medway

Responsible for

Student Volunteers (Activities Committee, Student Leaders)

Occasional student staff, interns or ambassadors on an ad-hoc basis

Department

This role sits within the wider Membership Services department, together with other key areas consisting of; Activities (GIAG, Global) Sport, Academic Communities, Representation and Democracy. We provide a high-quality service for students that they can shape, steer and be at the heart of.

Duties and Key Responsibilities

Student Groups (Societies, Sports Group)

• Directly support student groups to develop by providing advice, resources, support, and specialist knowledge.
• Manage the processes underpinning the lifecycle of a student group from student group creation and ratification to elections and handover, ensuring central databases are accurately maintained.
• Act as a first point of contact for students interested in setting up or joining student groups.
• Coordinate the organisation and communication of sports fixtures to home and opposition teams in British Universities and Colleges Sport (BUCS) and London Universities Sports Leagues (LUSL) competitions.
• Undertake relevant administrative tasks to provide support to student groups, including processing room bookings, activity proposals, and student group finance requests in line with procedures, and maintaining records.
• Coordinate communication, including drop-in sessions, to ensure society leaders are able to access the knowledge and resources to effectively lead their groups and are following procedures and policies.
• Create and develop support resources and training for student groups in conjunction with other staff, with this role focusing on the needs for student group leaders and encouraging them to diversify and develop their activities.
• Provide support for student group events, activities and trips, ensuring relevant Health & Safety and External Speaker practices and procedures are followed, and providing reports where required.
• Collaborate with activity programmes, including Give it a Go and Global Greenwich to stimulate student group creation and growth through low-commitment activity.
• Work with relevant staff to support recognition and reward programmes for student groups, including annual awards events.
• Work with relevant staff to ensure delivery of the Welcome programme of activity and other New Arrivals activities and events, ensuring that societies are engaging with the programmes of activity as appropriate.
• Support student groups to utilise the Students’ Union spaces for events and work together with the Commercial team to ensure the success and quality of these events.

The postholder will be a key member of the Membership Services Department and will contribute to the department's broader objectives and strategic planning.

The postholder will:

• Possess strong knowledge of membership services and policies related to participation and overcoming barriers to involvement.
• Manage and develop vibrant, student-led communities, with a focus on societies & sport.
• Assist in the annual planning and execution of Welcome activities to ensure new and returning students engage effectively with their union.
• Support societies in showcasing their groups during Welcome events to maximize memberships and student involvement.
• Assist in planning and delivering the annual Awards ceremony at the Medway Campus.
• Provide regular data, insights, and reports on student engagement to the Campus Engagement and Partnership Manager (Medway) to enhance service provision for student groups.
• Work closely with students at multiple campuses, offering opportunities to lead, establish, or participate in union activities through one-off events or societies.
• Implement and maintain robust systems to ensure student safety, including conducting Risk Assessments, overseeing Standard Operating Practices, managing external speaker checks, insurance cover, and other necessary precautions.
• Oversee the management of sports clubs and collaborate with the Avery Hill Campus Manager to enhance sports opportunities at Medway, driving engagement and participation in sports activities.

Key Areas

• Actively participate as an engaged member of the Membership Department, working collaboratively with peers and contributing to departmental goals.
• Oversee the new student group and sports group ratification process in collaboration with Officers and the Activities Committee.
• Organize various training sessions throughout the year for both student and sports group leaders.
• Provide support to Officers with new group appeals, activity forums, and general guidance for societies and sports clubs.
• Assist with Annual General Meetings and Elections for student and sports groups, ensuring smooth committee handovers and maintaining accurate details in the central database.
• Lead the planning and delivery of the annual Group Leaders Training for all student and sports leaders.
• Develop toolkits and resource documents to support student groups groups in running their activities effectively.
• Promote the wide range of societies and sports clubs, proactively developing new opportunities to increase student engagement.
• Support student and sports group events, activities, and trips, ensuring adherence to relevant practices and procedures.
• Assist with marketing campaigns to enhance the visibility and promotion of societies, sports clubs, and union activities.
• Maintain accurate records in central databases related to health, safety, and safeguarding for all student and sports activities.

Monitoring and Evaluation

• Collect, analyse, and report on data related to societies, sports groups, and events.
• Embed evaluation mechanisms into activities, using findings to improve services.
• Prepare information, statistics, and trends for Officers to share with the University’s committee cycle.
• Monitor and report on targets and metrics related to societies, sports clubs, and events.
• Contribute to annual Membership operational planning with a focus on societies and sports groups.
• Submit nominations for various awards related to student and sports activities.

Budget and Financial Management

• Contribute to the budget planning of Medway Societies and Sports Clubs, ensuring effective use of budgeted funds.
• Manage delivery within the allocated budget, ensuring proper financial management.
• Work with the Engagement and Partnership Manager (Medway) and GSU Finance team to ensure adherence to financial procedures when managing student and sports group finances.
• Process invoices related to the correct budgets, ensuring accuracy and security in line with financial procedures.

Stakeholder Management

• Collaborate with GSU colleagues, including the Front of House, Advice, and Communications teams, to ensure consistent support for both student and sports groups.
• Promote and celebrate the successes of societies and sports clubs through social media, case studies, and communication channels.
• Identify and develop new partnerships to enable more student-led and sports activities.
• Maintain effective relationships with student group leaders, ensuring efficient communication and consultation.
• Build and manage relationships with key external stakeholders, bodies, and partners to enhance student-led projects and service provision.
• Work with elected Officers and students to shape the student experience, ensuring they are "life ready."
• Support students from diverse demographics, especially those from under-represented groups, in developing their activities and communities.
• Maintain strong working relationships with relevant University staff and departments, external organizations, and partners like Kent Students’ Union and Christ Church Students’ Union.

General Responsibilities

• Represent and be an ambassador for GSU.
• Be flexible and take on additional duties as required, in line with the role’s remit.
• Engage in continuous professional development to maintain and improve competencies.
• Abide by organizational policies, codes of conduct, and practices.
• Support and promote liberation, diversity, and equality of opportunity in the workplace.
• Maintain confidentiality regarding sensitive information about staff, clients, or projects.
• Contribute to GSU’s efforts to create a more sustainable workplace.
• Perform any other duties commensurate with the responsibilities of the role.

Personal Specification

Essential Experience

• Experience working in youth, education, student unions, membership organizations, or directly with students.
• Experience working as part of a multi-functional team.

Essential Skills and Abilities

• Ability to contribute effectively in a high-performing team.
• Skilled at handling challenging situations calmly, efficiently, and effectively.
• Strong ability to write clear, confident reports and simplify complex topics into concise documents.
• Proficient in IT and relevant platforms.
• Excellent time management and organizational skills, consistently meeting deadlines and standards within budget.
• Capable of drafting and delivering clear project plans, communicating them effectively.
• Ability to stay focused and productive despite changing priorities.
• Proven experience in successfully developing and implementing projects.
• Attention to detail and accuracy in writing reports.

Essential Knowledge

• Understanding of health and safety and safeguarding legislation.
• Knowledge of GDPR and risk assessment procedures.

Desirable Experience

• Experience developing and embedding operational policies and procedures.
• Project management and operational management experience.
• Experience working with diverse stakeholders and developing partnerships.

Desirable Knowledge

• Awareness of current issues in the higher education sector and barriers to participation.
• Familiarity with relevant external bodies and organizations (e.g., NUS, Communities of Practice).

Personal Attributes and Other Requirements

• Able to travel to other campuses.
• Willingness to work some evenings and weekends if required.
• Driving license (preferred but not essential).
• Eligible for a DBS check if needed.
• Team player with a flexible approach to work.
• Committed to the principles and practices of equality and diversity.
• Ability to apply awareness of diversity issues across all areas of work.
• Strong alignment with GSU values and ethos.

CONDITIONS:

Career Staff Role

Contract: Permanent

Salary: £28,921 - £32,550*

New starters will be placed on the bottom spine point of their grade. If you would like more information on our Pay Policy, please let us know.

Hours of work: 35 per week

Annual Leave: 25 days holiday plus bank holidays in addition, ‘privilege leave’ over the Christmas and New Year period is also additionally given.

Interviews: W/C 16/12/2024