Students' Union UCL
Key information
Job closes
Salary
14.80

Salary type

  • Per Hour

Contract type

  • Casual

Industries

  • Education
  • Non-Profit

Skills

  • Administrative
  • Customer Service

Working hours

  • Part-time
About the job

 

 

Department                Sport & Physical Activity

 

Reports to                   Sam Johnson, Sports Development Coordinator 

 

Pay                                £14.80 per hour (including holiday pay)

 

Hours                           Up to 8 hours per week, with flexibility to work more during peak times. 

 

The postholder must be available between Friday 12 and Friday 19 March to support with Varsity events, which will take place across daytimes, evenings and weekends.

 

Purpose of the job

The Varsity Assistant will deliver fundamental administration, directly supporting staff and students to deliver a successful London Varsity Series, and will report to the Sports Development Coordinator. They will coordinate with participating sports clubs, maintain databases and project documents, support with marketing and communications to promote the series, and attend events to support with key tasks such as checking tickets, reporting scores, collecting content and reporting issues.

 

The London Varsity Series is an annual multi-sports competition between TeamUCL and King’s College London Students’ Union sports clubs. Spanning 8 days, thousands of tickets sold and over 30 events, the ‘Varsity’ is one of the largest events of its kind in the country. The event’s impact is far reaching, primarily benefitting students’ sense of belonging and connection to their clubs and UCL more widely.

 

This role will sit within the Sport and Physical Activity team, which exists to provide the UCL community with a diverse range of opportunities to take part in sport and physical activity. From running TeamUCL, a sporting community of 80 clubs providing playing opportunities from beginners through to elite athletes, to delivering Project Active, our award-winning participation programme providing beginner-friendly, no-commitment activity in an accessible and welcoming environment.

About the Union:

Students’ Union UCL is an organisation that exists to make more happen. We are the representative body for University College London’s (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 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:

Community Building, Democratic, Empowering, Sustainable, Inclusive, Fun and Bold.

Job description

Administration of the London Varsity Series

  • Administer document submission deadlines, including…
    • Sending reminders to participating sports clubs.
    • Maintaining shared tracking spreadsheets.
    • Supporting staff to review submitted documents.
  • Work with participating sports clubs to organise check-in meetings with full-time staff.
  • Maintain and develop key documentation, including…
    • Centralised project documents.
    • Staff and student briefing documents.
    • Meeting minutes.
  • Respond to general queries from participating clubs involved in Varsity as required.
  • Comply with Students’ Union UCL and UCL data protection policies. 
  • Support the Sports Development Coordinator to deliver the Varsity Marketing Plan, in tangent with the Students’ Union Communications & Engagement directorate.
  • Develop and share promotional content such as newsletter copy and Instagram posts.
  • Maintain the Varsity Webpages, including overseeing the uploading of tickets and What’s On events.
  • Attend London Varsity Series events, to support their running, report scores, collect content and escalate issues.
  • Review and send feedback forms to student leaders involved in delivering Varsity
  • Review and send feedback forms to spectators
  • Support the Sports Development Coordinator to review and analyse feedback.
  • Support the Sports Development Coordinator and Sports Development Manager (Clubs & Performance) to review and iterate the programme, including key processes, the student journey and student experience.

Person Specification:

Person Specification:

 EssentialDesirableTested at ApplicationTested at Interview
Experience    
Experience of administration focused workX XX
Experience of maintaining databases and spreadsheetsX XX
Experience of working on multiple tasks simultaneouslyX XX
Experience supporting the delivery of large scale sporting events XX 
Experience of creating social media content XX 
Experience on the committee of a sports club XX 
Experience of engaging in the London Varsity Series XX 
Knowledge    
Proficiency with Microsoft Word, Excel, Outlook, databases and social media and web content management systemsX XX
A pro-active and innovative approach to problem solvingX XX
Skills    
Ability to manage own day to day workload and meet deadlinesX XX
Ability to support with event delivery, demonstrating a high level of problem solving and effective communication.X   
Ability to work as part of a teamX XX
An excellent standard of spoken and written EnglishX XX
Excellent administrative skills and attention to detailX XX
How to apply

Please complete the online application form. You will need to provide a personal statement where you should outline how you meet the full requirements of the job. Applications will be assessed on this basis. We also have guidance on writing applications available for you.

 

Recruitment Process:

 

Applications close on Wednesday 18 November at 12noon. Submissions made after this date will not be accepted.

 

Successful applicants will be invited to in-person interviews, scheduled on Thursday 26 November.

  • If you have concerns regarding availability for this interview, please note this in your application.

 

Ideally, the role will commence during week commencing 30 November, and will initially involve onboarding to TeamUCL systems, some standard training, and staff introductions. 

 

If you require reasonable adjustments for your interview, you will have the opportunity to let us know if you are invited to interview.

All Students’ Union student staff roles are subject to successful right to work checks. For British & Irish nationals, you will need to bringing your right to work documents (e.g. British passport) in to be checked and scanned on campus before your start date. Visa holders will need to provide their share code and can provide a digital copy of their passport online via the onboarding process. Further information will be provided at the time.