[Type text]
JOB APPLICATION PACK
Student Activities Development Co-ordinator
This pack contains:






Welcome from the Director
Guide to University of West London Students’ Union
Job Description & Person Specification
Application Form
Equal Opportunities Monitoring Form
Application Process
University of West London Students Union | Application Pack
1
[Type text]
WELCOME FROM THE DIRECTOR
Dear applicant,
Thank you for your interest in our student activities development co-ordinator vacancy. The University of
West London Students’ Union supports around 14,000 students studying across 8 schools. As our name
suggests, the University is primarily based in West London with our main campus in Ealing and a large
teaching & living site in Brentford – we also have a campus in Reading.
The University is known widely for serving the people and businesses throughout West London and for
pioneering partnerships with local government, Regional Development Agencies, and regeneration bodies.
This is an incredibly exciting time to join us at West London because both the University and the Students’
Union are on a journey of change. The University will shortly be publishing a new strategy that will aim to
build its reputation as a first choice institution for career focused students looking to study in an
environment that is inextricably linked with industry. In the Students’ Union we will be building our
reputation for directly enhancing students’ education, their job prospects, and their experience whilst they
are here. We are looking for an adventurous, creative and result focused individual to join our team.
The student activities development co-ordinator is a critical role in delivering UWLSU students activates
and development activity. This comprises of our sports teams, student societies and student groups who
participate in a range of extra curricular activities throughout the year. We are looking for an enthusiastic
and dynamic individual who is able to work with students to ensure that UWLSU delivers a range of high
quality opportunities for participation, and helps to develop a embed an innovative personal development
program. The student activities development coordinator will be someone who has a passion for improving
the lives of West London students and who will relishes the challenge helping us to become the leading
modern students union in the country. You will have knowledge and experience of developing sports and
activities programs, developing personal and group development programs and working with independent
teams and groups. Candidates will be bold and creative and possess and outstanding administrative and
communication skills,
Working in a vibrant, student focused, and motivated organisation like the Students’ Union is a truly
rewarding experience. We view our staff as our most valuable resource and as such are able to provide
team members with some flexibility around working arrangements and a commitment to personal
development.
I hope you find this information pack useful. If you need any additional information in preparing your
application or if you would like to speak to someone about the role please contact Ben Whittaker, Head of
Membership at ben.whittaker@uwl.ac.uk
The deadline for applications is Thursday 6 June 2013, We look forward to receiving your application.
Kat Stark
Interim Change Director
University of West London Students Union | Application Pack
2
[Type text]
GUIDE TO UNIVERSITY OF WEST LONDON STUDENTS’ UNION
University of West London Students’ Union (UWLSU) provides support, activities and representation for
over 14,000 students studying at University of West London. The University provides a mixture of higher
and further education across 8 schools in London and Reading. The 8 specialist schools that make up the
University are: Ealing Law School, Ealing School of Art, Design and Media, London College of Music, College
of Nursing, Midwifery and Healthcare, London School of Hospitality and Tourism, School of Computing and
Technology, School of Psychology, Social Work and Human Sciences, and the International Business School.
The University aims to give students an educational experience that prepares them fully for industry and
work upon graduating.
How is UWLSU run?
UWLSU is a charity run by a group of student leaders who have been democratically elected by the student
body. On a day to day basis we are run by 3 full time student officers; President, VP Education, and VP
Recreation. All student officers and student volunteers are supported by a dedicated and professional staff
team. The highest decision making body within UWLSU is the Trustee Board who meet throughout the year
to oversee our strategic progress and organisational health. UWLSU also enables students to influence our
day to day decisions through a variety of democratic functions including through elections and policy
making.
UWLSU Mission and vision
Our mission is to play our role in creating and enriching an inclusive university experience by providing a
diverse range of opportunities for extra-curricular activity and representation.
Our vision is to become the leading students’ union in a modern university.
What does UWLSU do?
We exist to improve the student experience and we do that through a combination of representation and
services:
Advice Service
UWLSU has an advice service that is independent and free to West London students. Professional staff
provides students with advice, information and advocacy on a range of issues with a focus on academic
issues. The most common issues we deal with include situations where a student wishes to appeal grades
or a university decision, and situations where students have been accused of some sort of misconduct by
the university.
Representation & Campaigns
One of UWLSU core aims is to help students affect change within their university. Alongside our
democracy, we also support students and student officers to run campaigns for change. To enable students
to influence long term developments within the university we also support a course representative
scheme. This scheme involves supporting at least one student representative per year group per course to
represent their classmates on a wide range of issues related to their education.
University of West London Students Union | Application Pack
3
[Type text]
UWLSU is also a member of the National Union of Students (NUS) and engage in representing West London
students at a national level on a wide range of national and international matters.
Student Activities
We support students to run and participate in a range of extra-curricular activities. Students form groups
around any number of themes – we have religious groups, activity societies, political and charity groups,
and groups bringing students from countries around the world together. Most of our activities are run by
students for students and UWLSU provide the students with the skills, knowledge and administrative
support they need to succeed. Participating in student activities offers students the chance to socialise,
build networks, and develop new skills.
Membership events
We run a range of events that help students to network, socialise and get involved in the Union such as
Fresher's fair, refreshers, training session and workshops
Employment opportunities
Times are tough for many students and lots choose or have to work whilst studying. We believe that
students are best placed to be the face of UWLSU and as such we provide a range of part-time
employment opportunities in administration, media, events and activities to West London students.
Commercial Services
Our bar, coffee shop and gym are all based at our main building on the Ealing campus. Freddie’s Bar acts as
a regular bar on most night and also hosts special events at key times of the year including Freshers, ReFreshers and key holidays. The Coffee Shop serves a variety of hot and cold food as well as excellent coffee
and is open throughout the day during term time. Our gym has a regular following and is always in use.
UWLSU and change
Like many students’ unions in London, UWLSU needs to respond to the changing nature of students and
education by reflecting on what we’re doing and finding out how we can better serve our members in the
future. Over the coming months we will be developing a new and bold strategy that will aim to re-think
what the students’ union is and does. To enable us to deliver our strategy we will need to change and
adapt in all areas over the coming years.
UWLSU is not the only students’ union re-thinking the traditional students’ union model. Many other
unions, particularly in London, are doing the same. There is huge potential for collaborative thinking and
working which makes UWLSU an even more exciting and rewarding place to work.
University of West London Students Union | Application Pack
4
[Type text]
JOB DESCRIPTION
STUDENT ACTIVITIES DEVELOPMENT COORDINATOR
Accountable to: Head of Membership
Responsible for: Societies Volunteers (100+)
Salary: £23,000 per annum
Hours:
35 hours per week, some evening work may be required
Location:
Normally located on the Ealing campus, West London
JOB PURPOSE
1. Coordinate and develop UWLSU sport teams, Societies including RAG (Student Groups)
2. Contribute to the Membership Services Department’s strategic and operational planning
3. Responsible for Societies Volunteers, and operational support for the Activities Officer
KEY RESPONSIBILITIES
1. Coordinate and develop sport Clubs Societies & RAG
-
Responsible for maintaining and populating data systems associated with student groups
Coordinate budget application, budget planning & allocation, and risk assessment process for
student groups
Responsible for day to day spending of Sports teams and Societies including liaising between the
Finance Team and student groups
Support and encourage events and activities run either by individual Student groups or as a
partnership between more than one student group
Coordinate and improve administrative systems including room bookings, travel, finance, facilities
hire, and specific responsibility for the activities space
Responsible for the purchase, management and hire of all Student Group/ union kit and equipment
Coordinate the promotion student groups related events and activities
Coordinate the set-up of all new student groups
Coordinate elections for student group volunteer positions
Coordinate the provision of community volunteering opportunities for students
Primary liaison with external parties relating to student groups activities including dealing with
queries regarding payment
Main point of contact for BUCS
Liaise with University staff and other relevant external parties to share/seek information in relation
to Student groups
University of West London Students Union | Application Pack
5
[Type text]
-
Work with other key membership services staff and events and project officer to develop
networking/ extra-curricular opportunities for students
Work with other key membership services staff and events and project officer to develop
employability skills and opportunities
2. Contribute to the Membership Services Department’s strategic and operational planning
-
-
Provide information relating to student groups for key reports and meetings as required by the
Membership Services Manager
Contribute to the Membership Services Department’s strategic planning by putting forward
evidence based ideas for improvements student groups and ideas for new Societies and society
related activities
Contribute to the Membership Services Department’s operational planning by planning the tasks
and events relating to student groups and other society related activities
3. Responsible for Societies Volunteers, and operational support for the Activities Officer
-
-
Responsible for training and supporting Student group volunteers
Responsible for providing volunteers with up to date guidance on systems and processes relating to
student groups
Responsible for advising student group volunteers on matters including increasing membership,
increasing funding, increasing activity, dealing with issues and challenges, and dealing with their
membership and meetings
Responsible for advising student groups volunteers on specific events or projects
Responsible for supporting the Activities Officer on matters relating to student groups and student
groups related activities
University of West London Students Union | Application Pack
6
[Type text]
Personal Specification
CRITERIA
QUALIFICATIONS
Good general education, typically to the Higher/A level equivalent.
University/College Degree
EXPERIENCE
Previous work with student volunteers
Experience of training volunteers
Experience of supervising or managing volunteers / others
Experience of sport fixture administration
KNOWLEDGE
Demonstrable understanding of Students’ Unions or other democratic / voluntary
organisations
Knowledge of current themes affecting students in the Further Education / Higher
Education sector
Knowledge of current themes in student sport
ATTRIBUTES AND SKILLS
Excellent communication skills, verbal and written, and an ability to quickly build new
relationships
Excellent customer care skills (for dealing with UAL members, colleagues, University
personnel, external agencies)
Able to work as part of a team and also to work independently
Ability to coordinate multi-component events
Ability to manage budgets
The ability to create and maintain strong working relationships.
A flexible approach to working combined with the ability to work under pressure and
to deadlines, whilst maintaining a high standard of professionalism
The ability to motivate self and others
VALUES AND ETHICS
Desire to work within a democratic, student-led environment
Understanding and commitment to equal opportunities
Committed, positive, outgoing and approachable with a ‘can do’ attitude
Commitment to using skills and knowledge to help others
Demonstrably high standards of personal integrity
A willingness to occasionally work beyond traditional office hours.
Demonstrates a positive approach to best practice and exceeding customer
expectations.
Commitment to own professional development
Requirement
Essential
Desirable
Desirable
Essential
Desirable
Desirable
Essential
Essential
Desirable
Essential
Essential
Essential
Essential
Desirable
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
University of West London Students Union | Application Pack
7
[Type text]
APPLICATION FORM
Type or write clearly using black ink. Return the form by email to ben.whittaker@uwl.ac.uk
The closing date is Thursday 6 June 2013
(Where a cross is required in a box please highlight the box and type an X.)
Closing date:
Application for the post of:
A.
Title: Mr
Mrs
(please specify)
Personal Details
Family name:
Post Reference No:
Ms
Miss
Dr
Prof.
Address:
Forenames:
Name you wish to be ‘known as’ if not your forename
or if you prefer a shortened version of your name:
Postcode:
Email:
National Insurance Number:
If you are currently in employment:
May we contact you at work?
Work Tel No:
Tel No: Home:
YES
NO
Mobile:
Ext.
E-mail address:
Are you a UK/EEA national? YES
NO
If you are not a UK/EEA national do you have a visa to work in the UK? (e.g. a Tier 1 visa) YES
Are you applying under the Tier 2 PBS? YES
NO
NO
University of West London Students Union | Application Pack
8
Other
[Type text]
B.
Employment
Name and Address of current or most recent employer:
Post held:
From:
To:
Salary/Grade:
Please state notice period and/or earliest start date:
Tel No:
Reason for wishing to leave or for leaving:
E-mail address:
Please summarise the main duties and responsibilities in your current or most recent job:
Previous Employment
(Please give details of previous posts held and include any relevant voluntary or unpaid work. Continue on a
separate sheet if required)
Past Employer(s) most recent first
Post held and main role(s)
Dates
From
To
Reason for Leaving
University of West London Students Union | Application Pack
9
[Type text]
Additional Information in support of your Application
 This part of the application form will be used for shortlisting. Please give details of your relevant qualifications,
experience, knowledge and skills demonstrating how you meet each of the criteria on the person specification.
Give detailed answers and examples where appropriate. Continue on a separate sheet if required.
University of West London Students Union | Application Pack
10
[Type text]
Education and Training
(If you have attended a place of further or higher education, information concerning schools and school
examinations may be omitted). You will be required to produce original certificates/qualifications.
a)
Secondary education OR Further and/or Higher education, giving most recent qualification first
School/College/University/Ot
her
Level
Qualification and subjects(s)
Qualification(s) currently being undertaken
Qualification/level
Institution/Provider
Grade
Year obtained
b)
Subject(s)
Exam/finish date
c)
Relevant Training and Non-Qualification Courses Attended
d)
Membership of Professional Body(ies)/Professional Qualification(s) (If more than one, please list all)
Name of Professional Body(ies)
Qualification(s)
Membership level
Registration No.
Date obtained
University of West London Students Union | Application Pack
11
[Type text]
F.
Disclosure of a Criminal Record/Rehabilitation of Offenders Act 1974 (to be completed by all applicants)
If the post you have applied for is exempt from the Rehabilitation of Offenders Act 1974 and requires a Standard or
Enhanced Disclosure (as indicated on the job description), you must disclose all convictions (whether spent or
unspent), cautions, reprimands and final warnings on your criminal record. (Please read the guidelines carefully)
If the post is subject to either a Standard or Enhanced Disclosure, you must answer the following question:
Have you ever been convicted by the courts or cautioned, reprimanded or given a final warning by the police? YES
NO
If the post is subject to Enhanced Disclosure, you must also answer the following question:
Are you aware of any police enquiries undertaken following allegations made against you or do you have any
pending prosecutions, which may have a bearing on your suitability for this post?
YES
NO
For all other posts: Do you have any unspent criminal convictions? YES
NO
(If you answer yes to any of the above questions, please give details of offences, penalties and dates on a separate
sheet (which should be signed and dated), enclose in a sealed envelope marked ‘Private & Confidential’ and attach
to the form. Write your name, the post reference number and job title on the envelope.)
Have you worked for University of West London Students’ Union before? YES
dates employed and job title:
NO
If yes, please state
Please indicate if you are applying for this post on a part-time/job share basis YES
NO
If yes, please state (a) number of hours you wish to work per week (b) do you have a job share partner Yes
No
G.
Disability (To be completed by all applicants)
The Equality Act 2010 defines a disabled person as anyone who has or has had a physical or mental impairment
which has a substantial and long-term effect on their ability to carry out normal day-to-day activities. Taking this
definition into consideration, do you consider you have a disability? : YES
NO
If you have a disability and have demonstrated in your application that you meet the minimum (essential) criteria
for the vacancy you can request a guaranteed interview. Do you wish to claim an interview under the 2 tick’s
scheme?
YES
NO
Please describe any special requirements/reasonable adjustments which will help you participate in an interview or
to carry out this post if appointed:
University of West London Students Union | Application Pack
12
[Type text]
H.
References
Please give names and addresses of TWO referees, not related to you, who are willing and able to provide up-todate information on your qualifications, experience and skills. One of these must be your line manager from your
current or most recent employment or if you have not been employed, a referee related to relevant voluntary or
community work or, if appropriate, your head teacher or lecturer/tutor from your last school or college or
university.
We reserve the right to contact your present/last employer if an offer is made and accepted. References may be
taken up prior to interview, unless you have specifically requested otherwise in the section below.
Name
1.
3.
2.
Position
Working relationship
(if any)
Address
Post Code:
Tel No:
Fax No:
E-mail address:
May we contact
prior to interview?
YES
NO
YES
NO
YES
NO
I.
Declaration
 I understand the Students’ Union reserves the right to withdraw an offer of appointment or to terminate my
employment with or without notice or payment in lieu in cases where: (a) it is discovered I do not have the
claimed qualification or experience (b) I do not obtain, for whatever reasons, any appropriate examination or
licence; (c) I become disbarred from the appropriate Regulatory Body or Authority.
 I understand that an offer of appointment will be subject to references satisfactory to the Students’ Union.
 I understand that, if the post is subject to Standard or Enhanced Disclosure, I must disclose details of any criminal
record, including convictions, cautions, reprimands and final warnings and (for Enhanced Disclosure) any other
information that may have a bearing on my suitability for the post.
 I understand that providing false or misleading information will disqualify me from appointment or if appointed
will render me liable to dismissal without notice.
 I declare that the information I have given is, to the best of my knowledge, true and complete.
 I agree that the information given may be used for registered purposes under the Data Protection Act 1998.
Has anyone else completed this form on your behalf YES
NO
Signed (please insert electronic signature or leave blank):
Date:
University of West London Students Union | Application Pack
13
APPLICATION PROCESS
Key Dates
Applications will be received until Thursday 6 June 2013
Successful applicants will be invited to interview by 5pm on Friday 7 June 2013
Interviews will be held on Tuesday 11 June 2013
Applications returned to
Applications can be submitted electronically to:
Ben Whittaker | Head of Membership ben.whittaker@uwl.ac.uk
The interview day
Our interviews are designed to put candidates at ease and get the best out of them on the day. The
interview will consist of the following elements:





A tour of the UWLSU building
Introduction to UWLSU from the Head of Membership
A face to face interview (around 45 minutes)
A 30 minute task that will be given to you on the day
Opportunity to ask any questions you may have
Location
All candidates should come to the Students’ Union building on the Ealing Campus, St Mary’s Road, Ealing
W5 5RF. We are within walking distance from three London Underground stations: Ealing Broadway, Ealing
Common, and South Ealing. There is a regular bus service (number 65) that runs from immediately outside
Ealing Broadway station to the St Mary’s Road site.
A map can be found here.
Queries
If you have any questions please don’t hesitate to contact Ben Whittaker by email
ben.whittaker@uwl.ac.uk to arrange a time to speak over the phone.
University of West London Students Union | Application Pack
14