Hours: Minimum of 5 hours per week during Term time, option for up to 15 hours p/w.
Regular shifts commencing September 2025, but training shifts from July/ August 2025, and opportunities for some ad-hoc shifts during Holiday periods and Summer 2026 if desired.
Purpose of the job:
The Student Activities Assistant is an important role within the Student Activities team. The role will provide accurate and consistent administrative support to the Activities team and the 300+ clubs and societies, committees and volunteers the team supports. The role will put students’ experience at the forefront of everything we do, focusing on providing an excellent level of customer service as a variety of queries are dealt with through our reception service.
About the Union:
Students’ Union UCL is an organisation that exists to make more happen. We are the representative body for University College London (UCL) students, one of the most diverse student communities in the world. UCL students have the potential to do anything, and the Union leads an essential role in helping them to achieve things they may have never thought possible. As a charity we employ over 90 full-time staff and deliver a wide range of services and representative functions for students.
Our Vision:
To be the best part of the UCL student experience.
Our Mission:
We’re here to help students...
- Make more of their time at UCL.
- Get more of the support they need from our advice and welfare services.
- Be more connected with the university and other students as we represent and reflect their views.
- Experience more at university through our societies, activities, sports and events.
- Feel more at home in our excellent spaces.
Our Values:
Student Driven, Inclusive, Inspiring, Fun and Bold.
Job description
Reception Service Provision
- Be the first point of contact for all enquiries to the Activities Reception from students, UCL, Union colleagues, and other visitors, helping put systems in place which ensure efficient and effective service.
- To provide a face-to-face reception service, with a focus on providing exceptional customer service and consistent signposting.
- Ensure good and consistent housekeeping and presentation of the reception area, to ensure it is an appealing first point of call for customers.
Administration
- Support to administer the Activities department databases in line with data protection best practice.
- Support with the annual registration and election of club and society officers.
- Administer and support the facilitation of club and society democratic processes (Annual General Meetings and online elections), offering guidance and support to student groups to ensure Union policies are being followed accurately.
- Process a high volume of form submissions from club and society officers in a timely manner, offering advice and support on our processes as required.
- Ensure an accurate record of committee members is maintained and regularly updated.
Communication
- Respond to enquiries from students, UCL and Union colleagues and others in a friendly, effective and efficient manner.
- Communicate important information clearly and regularly to club and society officers.
- Keep our webpages and social media pages up to date, and ensure all resources online are updated regularly.
- Work closely with the Activities Administration Coordinator to ensure you are well equipped to answer a variety of queries and provide up to date information about the department and Union as whole.
Facilities, Timetabling and Events
- Support with room bookings for Union and UCL rooms for clubs and societies.
- Give access, monitor usage and report problems with the Activities department activity spaces, storage and equipment.
- Support with club and society requests for College rooms and external speakers in accordance with UCL and Union policy.
- Support with monitoring and recording attendance, compiling data as required.
- Work closely with the Societies Development Coordinator to ensure you are well equipped to provide support to student group event enquiries.
- Provide on-the-day support for events, including monitoring compliance with event guidelines and procedures.
- Record and report to the Societies Development Coordinator any incidents and feedback from events.
Other
- The role will require the post holder to work a variety of hours, including regular evening and irregular weekend shifts as directed by the Activities Administration Coordinator.
- Attend staff meetings and training as required.
- Liaise with Union departments to resolve queries and build productive working relationships.
- Maintain an awareness and observation of Fire and Health & Safety Regulations.
- Actively comply and promote UCL’s equal opportunity policy.
- Any other duties as are within the scope, spirit and purpose of the job, the title of the post and its’ grading as requested by the Activities Administration Coordinator.
To undertake any other duties commensurate with the grade, spirit and purpose of the post, as requested by the Activities Administration Coordinator. This job description reflects the present requirements of the post and as duties and responsibilities change/develop the job description will be reviewed and be subject to amendments in consultation with the Activities Administration Coordinator.
Person Specification
Essential
- Strong IT skills including proficiency with Microsoft Word, Excel, Outlook
- Attention to detail
- Confident working with data and databases
- Ability to work unsupervised
- Ability to prioritise tasks
- Customer service skills
- Teamwork skills
- Fluent written and verbal English
- Ability to proactively problem solve
Desirable
- Knowledge of student activities at Students’ Union UCL
- Knowledge of student sport at Students’ Union UCL
- Knowledge of Project Active and Skills programmes at Students’ Union UCL
- Knowledge of Audio/Visual equipment
- Experience of delivering events
Availability to work flexible hours on occasion, including evenings and weekends
