WORK WITH USAnd help make student life better at Royal Holloway.

SPORTS CLUBS COORDINATOR // Recruitment Pack

WELCOMEDear Candidate,

Thank you for your interest in joining the Students’ Union, Royal Holloway. Please take the time to read all the information in this recruitment pack, and if you have any further questions, please drop us an email at surecruitment@su.rhul.ac.uk to arrange a telephone call with the appropriate member of staff.

Over the past year the organisation has undergone significant positive transformation. We have developed and agreed a new four year strategy that clearly sets out what we want to achieve by 2020. We have been through a constitutional review, professionalising our governing documents and setting out how the organisation should run.

We have restructured our finances, taken over the retail operation on campus, and have grown our income sources to enable an additional investment of approximately £100k each year in developing our services for students. And we’ve recently completed our main elections, with the highest ever turnout in Royal Holloway history – 2327 students, representing 24.6%.

But we’re not done changing. Over the next six months we’re about to undertake a significant redevelopment of the main Students’ Union building, bringing all our student facing support and engagement services into one space and giving members a single point of contact for all enquiries. We’re about to rebrand the organisation, to better reflect our new mission and the services we offer. And we’re also to undertake a large scale membership satisfaction survey, to truly understand what more we can do to improve student life at Royal Holloway.

All this is a roundabout way of saying we’re excited about our future, and in turn, we’re looking for amazing people who can take the Students’ Union to the next level. As we state later on, one of our organisational values is brave. We’re looking for ambitious, enthusiastic people to help us develop, and in return, we promise you’ll join a team looking to become one of the best Students’ Unions in the UK.

Best of luck with your application, and we look forward to meeting you.

Tom FlynnChief Executive

Nayab CheemaPresident (Education & Campaigns)

WELCOMEDear Candidate,

Thank you for your interest in joining the Students’ Union, Royal Holloway. Please take the time to read all the information in this recruitment pack, and if you have any further questions, please drop us an email at surecruitment@su.rhul.ac.uk to arrange a telephone call with the appropriate member of staff.

Over the past year the organisation has undergone significant positive transformation. We have developed and agreed a new four year strategy that clearly sets out what we want to achieve by 2020. We have been through a constitutional review, professionalising our governing documents and setting out how the organisation should run.

We have restructured our finances, taken over the retail operation on campus, and have grown our income sources to enable an additional investment of approximately £100k each year in developing our services for students. And we’ve recently completed our main elections, with the highest ever turnout in Royal Holloway history – 2327 students, representing 24.6%.

But we’re not done changing. Over the next six months we’re about to undertake a significant redevelopment of the main Students’ Union building, bringing all our student facing support and engagement services into one space and giving members a single point of contact for all enquiries. We’re about to rebrand the organisation, to better reflect our new mission and the services we offer. And we’re also to undertake a large scale membership satisfaction survey, to truly understand what more we can do to improve student life at Royal Holloway.

All this is a roundabout way of saying we’re excited about our future, and in turn, we’re looking for amazing people who can take the Students’ Union to the next level. As we state later on, one of our organisational values is brave. We’re looking for ambitious, enthusiastic people to help us develop, and in return, we promise you’ll join a team looking to become one of the best Students’ Unions in the UK.

Best of luck with your application, and we look forward to meeting you.

Tom FlynnChief Executive

Nayab CheemaPresident (Education & Campaigns)

A LITTLE BIT ABOUT

STUDENTS’ UNION, ROYAL HOLLOWAY

UNIVERSITY OF LONDON

3000+STUDENTS ACTIVELY ENGAGEDWITH OUR CLUBS AND SOCIETIES

£303,448LAST YEAR WE PAID OUT

IN STUDENT SALARIES

EGHAM IS OUR HOME

250+ STUDENT STAFF

40 FULL-TIME STAFF

WORKING TOGETHER TO DELIVEROUR SERVICES TO STUDENTS

24.6%TURNOUT IN OUR 2016 SU ELECTIONS

A RECORD FOR THE STUDENTS’ UNION

3.5 HOT DRINKSA DAY DRUNK BYOUR STAFF...

A SPLIT OF 37%COFFEE - 63% TEA

84%

OF RESPONDENTS AGREED THAT THEY WOULDWHOLEHEARTEDLY RECOMMEND THIS ORGANISATIONAS A GOOD PLACE TO WORK*. FURTHER TO THIS:

82%84%87%82%

Of staff believe that the leadership group is taking us in the right direction.

Trust and respect the leadership group in this organisation.

Believe the organisation encourages them to learn and develop their potential.

Agree that the organisation has strong values and operates to high ethical standards.

*In our most recent all staff survey, conducted in February 2016 and achieving a 70% response rate

ABOUT USBased on a campus set in 135 acres of parkland in Egham, Surrey, the Students’ Union is a student-led organisation that represents all students at Royal Holloway University.

We have over 9000 students at Royal Holloway; over 2000 are international students (outside the EU) and over 2000 are postgraduates on a variety of taught and research degrees. Royal Holloway was ranked 129th in the world and 19th overall in the UK in the Times Higher Education World University Rankings 2015/2016.

WE’RE A CHARITY

The Students’ Union is a registered charity with a turnover of circa £4 million each year. It sits at the heart of student life which encompasses representation, welfare, clubs and societies, along with our trading services (a shop, two bars, day-time food outlet and a nightclub).

Our charitable purpose, as detailed in our constitution, is the advancement of education of students at Royal Holloway, University of London, for the public benefit.

OUR LEADERSHIP

We’re a democratic, membership organisation and all students at Royal Holloway are automatically members of the Union. The legal responsibility of the Students’ Union is that of the Board of Trustees, which is made up of four full-time Sabbatical Officers; three Student Trustees; and three External Trustees.

The Sabbatical Officers and Student Trustees are elected each year by, and from, the student membership of the University. Sabbatical Officers take a year out of their studies (or immediately after graduating) to serve as a trustee and they can stand for re-election for a second year if they choose, but can serve for no more than two years.

Unlike the trustees of most registered charities, the Sabbatical Officers are paid a living allowance and work a normal working week. The Student Trustees have all the responsibilities of being a trustee, but are still studying and fulfil their duties on a part-time and voluntary basis.

The four full-time Sabbatical Officers are assisted by, and take direction from, councils which are made up of elected student representatives.

The President of the Union (one of the four Sabbatical Officers) is the Chair of the

ABOUT USBased on a campus set in 135 acres of parkland in Egham, Surrey, the Students’ Union is a student-led organisation that represents all students at Royal Holloway University.

We have over 9000 students at Royal Holloway; over 2000 are international students (outside the EU) and over 2000 are postgraduates on a variety of taught and research degrees. Royal Holloway was ranked 129th in the world and 19th overall in the UK in the Times Higher Education World University Rankings 2015/2016.

WE’RE A CHARITY

The Students’ Union is a registered charity with a turnover of circa £4 million each year. It sits at the heart of student life which encompasses representation, welfare, clubs and societies, along with our trading services (a shop, two bars, day-time food outlet and a nightclub).

Our charitable purpose, as detailed in our constitution, is the advancement of education of students at Royal Holloway, University of London, for the public benefit.

OUR LEADERSHIP

We’re a democratic, membership organisation and all students at Royal Holloway are automatically members of the Union. The legal responsibility of the Students’ Union is that of the Board of Trustees, which is made up of four full-time Sabbatical Officers; three Student Trustees; and three External Trustees.

The Sabbatical Officers and Student Trustees are elected each year by, and from, the student membership of the University. Sabbatical Officers take a year out of their studies (or immediately after graduating) to serve as a trustee and they can stand for re-election for a second year if they choose, but can serve for no more than two years.

Unlike the trustees of most registered charities, the Sabbatical Officers are paid a living allowance and work a normal working week. The Student Trustees have all the responsibilities of being a trustee, but are still studying and fulfil their duties on a part-time and voluntary basis.

The four full-time Sabbatical Officers are assisted by, and take direction from, councils which are made up of elected student representatives.

The President of the Union (one of the four Sabbatical Officers) is the Chair of the

Board of Trustees. They are responsible for chairing the meetings of the Board, leading the performance management of the Chief Executive and acting as lead ambassador of the Union to external stakeholders and the wider public.

CURRENT TRUSTEES

President and Chair of the BoardCo-President Welfare and DiversityCo-President Societies and MediaCo-President Sports and Development

Student Trustees

External Trustees

Nayab CheemaJack KilkerBrianna Middleton-MacphersonAlex Reilly

Mark WinterMichael PomeroyMohsen Bazargan

Sukhdev JohalKirsten DaswaniAndrew McMenamin

OUR MANAGEMENT

Acting as Secretary to the Board of Trustees it is the role of the Chief Executive to ensure effective and efficient strategic and operational leadership of the Students’ Union. In conjunction with the President, the position must balance the need to drive and deliver sustainable income streams with ensuring continuous improvement of student satisfaction, engagement and representation.

The role works closely with the elected officers supporting them to ensure that the vision, goals and core values of the Students’ Union are achieved.

The Chief Executive is supported by a professional senior management team who has specific responsibilities for implementing the day-to-day management of Membership Support & Engagement, Trading Services, and Finance & Business Reporting.

We employ a full-time team of 40 permanent staff and approximately 250 casual student staff.

OUR FINANCES

The Students’ Union has two main sources of income – an annual grant from the University and the income generated through our trading services. We are a charity and a not-for-profit organisation. All surplus generated within the organisation is reinvested into the facilities and services provided across the organisation for our members.

OUR STRATEGYOur mission is simple: we’re here to make student life better at Royal Holloway.

Our strategic plan over the next four years (2016-2020) focuses on the delivery of the following five aims:

But we don’t simply focus on what we do, we also care about how we do it and recruiting the right people is critical to our achievement of this.

You can read the full plan at www.su.rhul.ac.uk/strategicplan.

1

2

3

4

5

IMPROVE STUDENTS’ EDUCATION

MAKE CAMPUS FUN

LOOK AFTER STUDENTS’ WELLBEING

MAKE STUDENTS MORE EMPLOYABLE

EMPOWER STUDENTS TO CHANGE THE WORLD AROUND THEM

OUR STRATEGYOur mission is simple: we’re here to make student life better at Royal Holloway.

Our strategic plan over the next four years (2016-2020) focuses on the delivery of the following five aims:

But we don’t simply focus on what we do, we also care about how we do it and recruiting the right people is critical to our achievement of this.

You can read the full plan at www.su.rhul.ac.uk/strategicplan.

1

2

3

4

5

IMPROVE STUDENTS’ EDUCATION

MAKE CAMPUS FUN

LOOK AFTER STUDENTS’ WELLBEING

MAKE STUDENTS MORE EMPLOYABLE

EMPOWER STUDENTS TO CHANGE THE WORLD AROUND THEM

OUR VALUESWe have five values that people across our Students’ Union share. They represent the expectations we have for ourselves and each other, they guide our day-to-day decisions and the behaviours that we champion.

STUDENT FOCUSED

We understand without doubt that we exist for our members. We make sure we know how their needs are changing. We adapt.

HIGH QUALITY

Quality is fundamental to achieving results. We go above and beyond expectations. We channel our energy into making things better and change or stop things that aren’t working.

INCLUSIVE

We champion and celebrate the importance of diversity, equality and liberation consistently throughout our work. We are ambassadors for our organisation and speak out if something is not right.

BRAVE

We embrace change and opportunity and we are not afraid to try new things. We are ambitious and constantly look for new approaches to doing things.

TRUSTWORTHY

We make decisions based on our values and take responsibility for them, admitting if we get something wrong. We communicate with integrity, even when the message might be difficult.

In addition to our five core values, we have a role specific value and competency for our managers:

MOTIVATIONAL LEADERSHIP

Managers will actively create an environment where others can achieve optimal performance. They will champion our purpose and vision, and lead by example; establishing clear expectations and ensuring accountability for their area of responsibility.

EVERYTHING WE DO WILL HAVE STUDENTS AT THE HEART OF IT.

EXPECTATIONS ARE HIGH, AND WE MUST EXCEED THEM.

WE WILL OFFER A DIVERSE RANGE OF ACTIVITIES AND SERVICES WHICH ARE FULFILLING AND ACCESSIBLE.

WE SHOULD BE BOLD AND NOT AFRAID TO CHALLENGE THE STATUS QUO.

WE WILL ENSURE THAT WE ARE TRANSPARENT, HONEST AND FAIR IN WHAT WE SAY AND DO.

OUR STRUCTUREThe Students’ Union has recently reorganised to better align our staffing structure to deliver the new strategic plan. There are three departments, each headed by a senior manager. Within these, a number of functional teams exist, each managed by a line manager.

CHIEF EXECUTIVE

MEMBERSHIP SUPPORT

AND ENGAGEMENT

FINANCE AND BUSINESS

REPORTINGTRADING SERVICES

MARKETING AND

COMMUNICATIONS

STUDENT

OPPORTUNITIES

HUMAN

RESOURCES

STUDENT VOICE FINANCE

BUSINESS

REPORTING

TECHNICAL

RETAIL

PREMISES

VENUES

The senior managers are as follows:

Chief Executive: Tom FlynnHead of Trading Services (Deputy CEO): Max RossHead of Membership Support & Engagement: Abi JessonHead of Finance & Business Reporting: Currently Recruiting

In our most recent all staff survey, conducted in February 2016 and achieving a 70% response rate, 84% of respondents agreed that they would wholeheartedly recommend this organisation as a good place to work. In addition, 82% of staff believe that the leadership group is taking us in the right direction.

OUR STRUCTUREThe Students’ Union has recently reorganised to better align our staffing structure to deliver the new strategic plan. There are three departments, each headed by a senior manager. Within these, a number of functional teams exist, each managed by a line manager.

CHIEF EXECUTIVE

MEMBERSHIP SUPPORT

AND ENGAGEMENT

FINANCE AND BUSINESS

REPORTINGTRADING SERVICES

MARKETING AND

COMMUNICATIONS

STUDENT

OPPORTUNITIES

HUMAN

RESOURCES

STUDENT VOICE FINANCE

BUSINESS

REPORTING

TECHNICAL

RETAIL

PREMISES

VENUES

The senior managers are as follows:

Chief Executive: Tom FlynnHead of Trading Services (Deputy CEO): Max RossHead of Membership Support & Engagement: Abi JessonHead of Finance & Business Reporting: Currently Recruiting

In our most recent all staff survey, conducted in February 2016 and achieving a 70% response rate, 84% of respondents agreed that they would wholeheartedly recommend this organisation as a good place to work. In addition, 82% of staff believe that the leadership group is taking us in the right direction.

OK, THIS SOUNDS GREAT, SO...

WHY WORK WITH US?

YOU’LL MAKE A DIFFERENCEYou’ll directly help shape what we do and how we do it.Directly impacting on the experience of 9000 students.

WE’RE FLEXIBLEWe understand that life isn’t 9-5 and we’ll always look at

how we can adapt to best meet your needs.

*20 days contractual annual leave (rising by one day upon each complete year of service to a maximum of 25 days), plus bank holidays and 9 discretionary days of leave (usually two at Easter and seven at Christmas when the office is closed).

A FEW EXTRAS:1PM FINISHES ON FRIDAYS DURING SUMMER

TICKETS TO AMAZING EVENTS LIKE THE ANNUAL SUMMER BALL

[SEMI COMPETITIVE] STAFF ROUNDERS IN THE SUMMER

YOU’LL BE LOOKED AFTERWe offer 29* days of annual leave, a childcare provision through

BusyBees, reduced gym membership, life assuarance and an optionalstakeholder pension scheme plus more. Lovely stuff.

IT’S GREAT FUNYou’ll be working for an organisation that tackles the big issues oncampus but one that has a great time doing it. You’ll be joining a

team of smart, friendly people who get that work/play balance.

DEPARTMENT

TEAM

RESPONSIBLE TO

RESPONSIBLE FOR

HOURS OF WORK

GRADE

SALARY

PURPOSE OF THE POST

Membership Support and Engagement

Student Opportunities

Student Opportunities Manager

All sports coaches and instructors via a Service Level Agreement framework.

Monday to Friday 9am – 5pm

35 hours per week, excluding one hour unpaid lunch break.

Some unsociable hours will be required.

4

£19,924 - £22,562 incl. London weighting.

Candidates will usually be expected to start on the lower end of the salary bracket.

To lead the development and delivery of all work related to supporting sports clubs and their members to ensure a high quality student sporting experience.

To work in partnership with the College’s Active Lifestyle and Sport department to provide a comprehensive sporting provision for students at Royal Holloway.

To increase participation in sport by growing the number of sports clubs on campus in alignment with our four year strategic plan.

Alongside the Student Opportunities team, develop and deliver a high quality induction, training and support programme for elected club committee members.

SPORTS CLUBS COORDINATOR

THE ROLE

KEY RESPONSIBILITIES1. SERVICE DELIVERY

SPORTS CLUB SUPPORT

• Be the main point of contact for student sport within the Students’ Union, managing all fixture administration for competitive sport.

• Deliver an effective support structure for sports clubs to advance standards, health

and safety, finance administration, facilities, opportunities and service for students.

• Oversee the effective management of club funds, including monitoring income and expenditure, providing up to date accounts, efficient processing of payment and claims, and proactively managing any sports club financial issues.

• Oversee the contracting and administration of coaches and instructors via individual Service Level Agreements, including responsibility for holding annual review meetings.

• With Sabbatical Officers, lead our work engaging student group members in other areas of the Students’ Union.

• Continually consult with a wide base of students to monitor current requirements and identify opportunities for development, including the provision of a platform to support individual sporting athletes.

• Act as Deputy Returning Officer for student group elections as required.

SPORTS PARTNERSHIP

• With the Sabbatical Officers and Student Opportunities Manager, maintain an effective partnership between the College and the Students’ Union with respect to the provision of student club sport on campus.

• Work with the College to support the engagement of sports scholars with sports clubs and any individual BUCS championships.

SPORTS CLUB DEVELOPMENT

• Review all sports clubs development plans twice a year, meeting with sports clubs and ensuring clubs work towards their development and budget plans.

• Work closely with media outlets and our marketing department to ensure effective reporting and promotion of sports clubs activity through relevant media.

• Work with clubs to maximise sponsorship and partnerships with local and national organisations, overseeing and supporting sponsorship applications.

• Support the College’s Sports Development Officer and Community Action to increase sports clubs’ exposure to local community stakeholders.

• Liaise with national governing bodies to ensure the Students’ Union is up to date on changes that will affect higher education sport.

• Work with the Events and Give-it-a-Go Coordinator, and in liaison with the College Sports Experience Team, to develop a range of participation opportunities through

EMPLOYABILITY AND STUDENT DEVELOPMENT

• Develop and deliver a high quality induction, training and support programme for elected club committee members.

• Work closely with the Careers Service to increase the employability of sports club committees and members.

2. SUPERVISION

• Lead on all contracting of coaches and instructors via a Service Delivery Agreement framework, ensuring all relevant paperwork is completed.

• Work with sports club committees to manage and hold annual review meetings with coaches and instructors.

3. BUSINESS INFORMATION REPORTING• Work within the organisation-wide approach to impact reporting, utilising technology

to capture performance.

• Produce high quality reports for Students’ Union and College committees as required.

4. GENERAL RESPONSIBILITIESStaff members working at this level are expected to:

• Use digital technology to continually improve the services we deliver.

• Establish and maintain effective working relationships with all Students’ Union staff.

• Make suggestions for the effective improvement of systems and processes.

GENERAL DUTIES AND RESPONSIBILITIESThe post-holder shall:

• Adhere to the Students’ Union’s Equality and Diversity Policy and demonstrate commitment to the progression of such policy within day to day working.

• Work in a safe manner, seeking to minimise hazards to ensure the safety of other staff and customers, and reporting safety hazards to the line manager (any significant hazards to be reported to the CEO).

• Attend meetings and training events as required.

• Comply with the constitution, policies and procedures of the Students’ Union at all times.

• Have a flexible approach to duties and work and, in particular, adopt a teamwork style across the departments and activities of the Students’ Union. This may involve undertaking duties in support of the activities and services of other departments, but will not involve relocation into other offices.

• Undertake any other duties appropriate for the grade and responsibilities of the post that may from time to time be reasonably requested after appropriate consultation and joint agreement.

The job description is current at May 2016 and should be reviewed annually. It outlines the main duties of the position and is designed for the benefit of both the post holder and the Students’ Union in understanding the prime functions of the post. It should not be regarded as an exclusive or exhaustive statement of an individual’s duties and responsibilities.

PERSON SPECIFICATIONS