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Students' Union UCL

Partnerships Administrative Assistant

Posted 09/08/2019
Closes 15/09/2019
Salary £10.55 / per hour
Industries Non-Profit
Skills Administrative
Contract Type Casual
Hours Part-time
Number of vacancies 1


Students’ Union UCL Volunteering Service exists to connect UCL students with volunteering opportunities within London and to support students who want to run their own community projects. Managed by the Volunteering Partnerships Manager or Volunteering Partnerships Coordinator, you’ll work as part of a team of three Administrative Assistants in the department’s Partnerships Team.

The role is for 14 hours a week from September 2019 through to June 2020 (either two full days 1000-1720 (including a 20 minute mandatory break) or four half days 1000-1330/1330-1700).

The role will involve a variety of desk-based administrative tasks, events support and ongoing interactions with other members of staff, student volunteers and external partner organisations. You must be a current UCL student throughout the upcoming 2019-20 academic session to apply for this position.

Interviews will be held on Wednesday 18th September.

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.


Principal Responsibilities and Duties

• To provide administrative support to the Volunteering Partnerships Team and the wider Volunteering Service through the completion of your duties.

• To help maintain contact with volunteers, partner organisations and projects, by:

 Fielding emails from our main email account (

 Leading on follow-up communications to students who’ve expressed an interest in volunteering through us, have committed to a role and processing relevant data from our database to and from our partner organisations via email

 Contacting partner organisations, projects and volunteers by email and telephone

 Referring students to relevant volunteering opportunities via email and in person

 Sending information on referrals to community organisations and responding to their requests

 Meeting with student volunteers to create profile pieces on their volunteering experience for our website

 Meeting with our Lloyds Scholars to identify volunteering opportunities for them through our service once a term – then following up and logging your interactions with them

• To help maintain our systems, by:

 Inputting data from volunteers, projects and external partner organisations

 Updating partner organisation, project and volunteer records

 Checking the database for errors and proofing on entry

• To assist with generating content for and updating the Volunteering Service website, and with the production of other promotional materials.

• To take an active role in sourcing and generating content for the Volunteering Service’s weekly e-bulletin and lead on specific content directed by the Volunteering Partnerships Coordinator.

• Administer our one-off opportunities programme by liaising with partner organisations to generate and process content.

• To act in a receptionist capacity for the office, by:

 Welcoming visitors and dealing with enquiries in person and over the phone

 Arranging meetings for staff

 Providing appropriate information about the Volunteering Service, Students’ Union UCL and the university as a whole to visitors

• To assist with the planning, administration and staffing of the Partnerships Team’s events such as Volunteering Fairs, Partners Breakfasts and Volunteering Awards.

• To act as a representative of the Volunteering Service at UCL and Students’ Union UCL events by staffing stalls at fairs and providing information about our service when required.

• To be responsible for specific and suitable work packages directed by the Volunteering Partnerships Manager related to project work across the service.

• Other duties

 To be a positive representative for the Volunteering Service, Students’ Union UCL and UCL through the completion of your duties

 Maintain an awareness and observation of Fire and Health & Safety regulations

 Commit to reducing Students’ Union UCL’s environmental impact and promote environmental and ethical good practice in line with Students’ Union UCL’s policy

 To co-operate with and support Students’ Union UCL’s other activities and undertake such duties within the general framework of the post as may from time to time be required

 To undertake all duties in line with Students’ Union UCL policy

How to apply: 

To apply, please complete the application form below which is attached to the Job Description and send to  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. Queries regarding the post can also be emailed to or you can call the JobShop team on 0207 679 2500.

25 Gordon Street
United Kingdom
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