Student Media AdministratorRecruitment Pack

August 2014Dear Prospective Candidate

Re: Student Media AdministratorThank you for your interest in the position of Student Media Administrator at Kent Union.

Kent Union is a successful, vibrant and exciting organisation with a bright future ahead of us. We have achieved a great deal in the last few years, more than doubling in size to our current £10million turnover, 600 employees and 2,000+ volunteers. We achieved Investor in People Gold status in December 2011, and recently won a Third Sector Excellence Awards 2012; we were the first students’ union in the UK to achieve Investing in Volunteers status and we have been included in the Sunday Times 100 Best Not-For-Profit Organisations to Work For, for 4 years. Kent Union acts as the managing partner for the CSR project and as such the post holder forms part of the Student Activities team at Kent Union.

Student Media is at the heart of volunteering at Kent Union, providing 450 members with the opportunities to develop skills in print, TV and radio, express themselves and socialise, have fun and develop transferable skills to take with them after graduating. Our focus is on improving the quality of experience our members receive through participation and we have recently secured an exciting investment in a fit for purpose student media centre, set to open at the start of the next academic year. Our groups produce innovative and independent content, working with Kent Union, sports and societies and other groups across Canterbury in the community.

The Student Media Administrator post forms part of our newly created team of staff that supports our Student Media operations; we are extremely proud of the achievements of our media volunteers to date and are looking forward to an exciting year ahead.

This pack should provide everything you need to support your application. It contains:

Job description Person specification Copy of full advert Summary conditions of appointment Summary governance and management arrangements Application and selection process and timetable

If you require further information, please contact our HR Department on 01227 824220 or at kentunionhr@kent.ac.uk . I do hope you decide to apply for this position.

Job Description

Job Title: Student Media Administrator

Responsible to: Student Media Supervisor

Hours of Work: Approx. 10-15 hours per week

Strategic Relationships: Canterbury Christ Church University, University of Kent, Kent Union, Christ Church Student’s Union, Student Media volunteers, Canterbury Youth and Student Media Ltd. (CYSM), the local community and Ofcom.

Purpose of the post: The post-holder will provide administrative support for the student and community radio station CSR FM and Kent Union’s student media operations of the student newspaper (inQuire) and television station (KTV). The post-holder will also be responsible for coordinating news releases and training materials.

Duties and Responsibilities

1.0 Administrative Support

To provide general administrative support to the student media areas highlighted above and to the Student Media Supervisor and Coordinator, including typing minutes of meetings, letters, memos and reports, photocopying documents and drafting reports and documents.

To answer phone calls and respond to enquiries.

To open and filter emails and post where applicable, responding to and/or following up emails wherever possible.

To maintain effective filing systems, for both paper-based and electronic files.

To facilitate effective communication channels between the radio station and internal and external stakeholders of CYSM Ltd.

To provide general administrative support to the Student Media Supervisor.

To provide training and agreement documents for the membership.

To work with the lead volunteers to coordinate a weekly all members’ newsletters.

To update the CSR FM website with news releases etc.

To book conferences, training courses and travel for the student media volunteers.

Provide support for the running of the new student media centre, managing internal and external room requests and moderating the usage of the building.

To support the Student Media Supervisor and CSR team to deliver the annual operating plan, Ofcom Key Commitments and three-year Strategy.

2.0 Meetings and Committees Support

To provide general administrative support for various CSR FM Committees, CYSM Board and meetings as delegated by the Student Media Supervisor.

To prepare the agenda for such meetings and collect and distribute papers in advance; and to prompt committee chairs to ensure agenda and papers are circulated on time.

To take, type and distribute minutes for these meetings where necessary and maintain distribution lists as appropriate.

To provide a liaison point between the Student Media Supervisor and relevant committees.

To organise room bookings, catering requirements and audio-visual equipment for those meetings, ensuring good value for money at all times for any costs incurred.

To ensure that minutes of Committees are published or filed in the appropriate place.

3.0 Other Duties

To ensure the health and safety of customers, suppliers, members and visitors to CYSM Ltd and Kent Union premises and events.

To ensure compliance with the Environmental Policy, Health Safety and Wellbeing Policy and Equality, Diversity and Inclusiveness Policy from our respective partners.

To attend appropriate meetings as and when required by CSR FM/Kent Union.

To carry out the above duties at other sites if necessary.

To contribute to the positive image of CSR FM and Kent Union with members, the universities and the local community.

Training

Kent Union considers regular and on-going training as essential to job satisfaction and career development. It is expected that the post-holder will be offered the opportunity to participate in training that is relevant to his/her duties and the post holder will be expected to undertake such training as may be reasonably practicable, as agreed by the Student Media Supervisor.

The nature of the post will, at times, require additional commitment over and above normal office hours, although it is not envisioned that this will be excessive. Payment for these hours is incorporated in the salary offered, and TOIL will be agreed where necessary.

This job description does not form part of your contract of employment.

Person SpecificationJob title: Student Media Administrator

Essential Desirable Tested at interview

Tested at application

QualificationsGCSE Maths and English or equivalent XExperienceExperience of working/volunteering in a busy, customer-focused organisation

X X X

Experience of working with, supporting and empowering volunteers

X X X

A record of working with and forging successful partnerships with a range of stakeholders

X X X

Previous administration experience incorporating Microsoft Office Suite

X X

Experience of delivering results whilst working within a team X X XKnowledgeUnderstanding or interest in the media industry X X X

Knowledge of best practice in office administration systemsX

X X

Understanding or interest in programmes such as Wordpress, Myriad, Google Docs and Adobe Audition

X X

Skills & AbilityThe ability to operate effectively in a complex environment, with the skills to develop productive relationships with a range of internal and external stakeholders

X X

A skilled and committed user of IT, enabling efficiencies and improved service through the use of technology X XExcellent communication skills, with the ability to communicate clearly and concisely, in a positive way, choosing the most appropriate method of communication for the audience

X

XSound judgement and ability to handle competing priorities and a challenging workload in a pressurised environment X XAn effective and highly capable individual who is punctual, friendly and has a positive attitude and provides the highest standards of customer service

X X

Values, Attitudes and Personal StyleEvidence of commitment to continuing personal and professional development X XA firm commitment to equality of opportunity; an individual who values diversity, shows respect for all people and works well with people who have different ideas, perspectives and backgrounds X XA team player, who helps others to build a successful team and supports others to achieve individual and team goals X XA strong commitment to working in a democratic and membership organisation; the ability to empower and build constructive relationships with elected officers

X X

Student Media Administrator The OrganisationKent Union is the representative body for students of the University of Kent and provides wide-ranging services for its members at campuses across Kent and on the Continent. The Union is a charity with annual revenues of £10 million and 500 staff. Our services range from a nightclub to a nursery, employment agency to retail outlets and a welfare advice centre to 250 sports clubs and societies. Included in the Sunday Times 100 Best Not-For-Profit Organisations To Work For over the last four years, we believe we are one of the best students’ unions in the U.K.

The PostThe post-holder will provide administrative support to CSR FM – the student and community radio station and Kent Union’s student media areas. This role includes taking minutes, answering phone calls, emails, and booking meetings and conferences. The PersonYou will be an experienced administrator with a good knowledge of Microsoft Office Suite. Your strengths will include organisation and customer service skills. You will be a self-motivated, flexible individual, who can work well within a team or on your own. You will have experience working in a busy, customer-focused organisation and will have excellent verbal and communication skills. You may also have an interest in the media industry and see this as valuable paid experience in a vibrant and inclusive setting.

For an informal conversation about this opportunity, please contact our HR department on 01227 824220.

For an application pack, please visit our website http://www.kentunion.co.uk/about/recruitment/

Closing date for applications: Monday 18th August 2014 12pmInterviews: Monday 1st September 2014

Summary Conditions of Appointment

Probationary arrangements

This post is subject to a 6-month probationary period, with 1, 3 and 6-month reviews.

Notice Period

The notice period for this position is one-month.

Annual Leave Entitlement

The post-holder is entitled to 23 days’ paid annual leave which is included in the salary offered, increasing by 1 day a year to a maximum of 28 days; 6 ‘customary’ days’ leave, normally taken over Christmas; and the 8 statutory leave days for England. Total entitlement is therefore 37 days in year 1, rising to 42 days after 5 years.

Hours of Work

The contracted hours are approximately 10-15 hours per week.

Equality of Opportunity

Kent Union is committed to the principles of equality of opportunity and will endeavour to meet the needs of any candidate who fulfils the requirements of the person specification.

Kent Union

Our Charitable PurposeKent Union’s charitable object, as detailed in its constitution, is the advancement of education of students at the University of Kent for the public benefit.

Our VisionOur vision is to be an exceptional organisation that has a lasting impact upon the world around us, through helping our members grow as people, representing their views to improve the educational experience at the University of Kent and being a sustainable and responsible organisation.

Our Values

Democratic - we are student led through strong democratic structures; we believe in the principle and power of democracy; our members play an active role in our democracy and in society.

Outstanding - we know that our stakeholders expect a lot from us, so we endeavour to excel at everything we do – representing students and providing high quality services.

Inclusive - we have a deep belief in the principle of equality of opportunity and take positive action to promote diversity; we campaign on behalf of discriminated-against groups and have an inclusive culture.

Responsible - we are an open, transparent and responsible organisation; we have strong and effective governance arrangements; we implement best ethical and environmental practice and are committed to the principle of volunteerism.

Professional - we have a professional management team and professional staff and we are an outstanding employer; we create a positive working environment in which our staff enjoy work and are passionate about what they do.

Legal StatusKent Union is an unincorporated association and a registered charity. The Union has a Board of Trustees, which is legally responsible for all aspects of the organisation. Selection Timetable

Shortlisting & Interview PanelKirsty Monk – Director for Graduate Employability & MedwayRobert Linton – Student Media Supervisor