Sport Programme Coordinator

Transcription

1 Job Description Sport Programme Coordinator Organisation University of Strathclyde Students Association Department Strathclyde Sports Union FTE 1.0 (35 hours/week) Reports To Sport Development Manager (Head of Department) Grade 5 Salary From 22,214 Contract Type Open Contract Job Purpose Work with University of Strathclyde Sports Union clubs by coordinating the core administration and logistical planning of all student sports fixtures, competitions and events. Contribute towards the operating plan for student sport by taking a leading role on key events, programmes and development projects. Implement and enhance effective structures in order to maximise the scope, quality and profile of sporting opportunities available to students. Dimensions Role involves independent working and networking, administrative tasks and supervision of casual staff/volunteers. Work closely with other members of staff on a daily basis, helping to deal with front-line enquiries to provide a welcoming environment and excellent customer experience. Adopt a flexible approach to work hours, including evening and weekend working often at short notice. Over 50 sports clubs supported; approximately 3,000 students communicated with; multiple Sports Union committees directly supported. Main Responsibilities Coordinate the effective administration and communication of the competitive student sport fixtures and competitions calendar, including British Universities & College Sport (BUCS) & Scottish Student Sport (SSS), ensuring weekly fixtures are organised and provide students with a high-quality experience. Tasks include: 1. Arrange fixture dates and booking facilities. Act as the principle point of administrative contact for opposition teams and institutions. Enter teams and/or individuals promptly to BUCS/SSS competitions and administering fixture results to central databases. Prepare weekly resource packs for Team Captains and process team sheets, player ID s, playing under protest forms etc. The University of Strathclyde Students Association is a charitable body, registered in Scotland, number SCO05914

2 Establish robust standards of risk management and medical provision for fixtures and events. Maintain records of BUCS/SSS expenditure and process invoices where necessary. Ensure clubs are affiliated to appropriate and required National Governing Bodies (NGB s). Maintain an up-to-date database of BUCS results which enables longitudinal performance tracking and the production of reports which inform decision making Coordinate entries for University of Strathclyde sports clubs and student athletes in key events during the academic year, including BUCS/SSS individual competitions, intervarsity and representative sport where selected. Establish the annual timetabling of club training and other activities alongside the Vice President Sports & Wellbeing by working closely with member sports clubs and Strathclyde Sport in the provision of services, recognising the facility partnership arrangement between both organisations. Work in conjunction with the StrathActive steering group and Residence Services team to promote social engagement and entry/exit routes for student participation by developing, coordinating and delivering Hall and Intra Mural Sport events, leagues, ladders and tournaments. Contribute to the operating plan for sport by taking a leading role in the planning, promotion, administration and logistics of key events, campaigns and sport development projects (e.g. Come & Try taster sport sessions, This Girl Can etc.). Oversee the contracting of services, payment and development of allocated part-time sports coaches, linking with relevant club committees and other staff to evolve structures; administer the annual coach registration process to ensure details of all individuals (i.e. qualifications, insurance, safeguarding checks etc.) are databased and authorised. Work collaboratively with staff in other departments to coordinate and administer workshops and training opportunities for FOCUSport clubs, High Performance Sport Scholars, and sport volunteers, where appropriate. Liaise with the Students Association marketing department, Strathclyde Sport and the Alumni Office to publicise sporting achievements and programme opportunities through the Sports Union website and social media platforms. Represent the Sports Union on relevant matters, committees or forums, pertaining to the student sport programme, fixtures and competitions, enhancing the standing and reputation of the organisation. Build effective working relationships with other colleagues, involved students, fixtures staff, SSS/BUCS and NGB s within the network to provide service, consultation and ensure communication channels are maintained. Responsible for the day-to-day administration and health & safety compliance relating to the Sport Programme Coordinator remit, ensuring all activities follow good practice and comply with relevant policies of the Sports Union, Students Association, University and National Governing Bodies. Monitor best practice amongst peer Universities, Sports Unions and other relevant organisations using learnings to help innovate and drive activity. Help deal with and respond to routine enquiries from club members or other students, providing high standards of customer care, general support and consultation to elected club representatives and student groups by attending Sports Union committee meetings as appropriate. Support the culture and operating practices within the Sports Union office, working in accordance with Students Association/Sports Union governance, policies, procedures and appropriate insurance and

3 15. financial legislation at all times. Undertake any other tasks relating to Sports Union business that may from time to time be reasonable requested by line manager, commensurate with the level of appointment. Planning & Organising Meet regularly with line manager to agree priorities (monthly) and to find better ways of working, but planning and prioritising own work activities on a weekly basis. Planning for fixtures is done in the summer period in advance of the season for the academic year. This is delivered at a national and UK-wide level and monitored/adapted, week by week, throughout the academic year. Plan and organise a wide scope of events, including the Glasgow Cup intervarsity, Rugby varsity and Freshers multi-sport taster sessions. Plan and coordinate workshops and training support for student athletes, to ensure they have the necessary knowledge to compete and train in accordance with required policies (e.g. UK Anti-Doping). Remaining flexible to unexpected events, non-regular workload is generated through activities of student representatives within the Sports Union, or under direction from the Executive Committee. Decision Making All proposals made require the authority of line manager to receive funding or enactment. Day to day financial authority to approve expenditure within guidelines governed by the Associations Financial Procedures Manual. Ensuring all policies and procedures are followed, and in the most cost effective and efficient manner. Relationships Internal: Line manager; Other Association staff; Sports sabbatical officer; Sports Executive Committee; Sports Club Office Bearers External: Staff in other Sports/Athletic Union s and/or Universities; Strathclyde Sport staff; Scottish Student Sport; British Universities & Colleges Sport; National Governing Bodies for sport; Glasgow Life (access to alternative facility stock) Person Specification (E = Essential, i.e. a candidate must meet all essential criteria to be considered for selection, D = Desirable) Educational and/or Professional Qualifications E1 D1 D2 HNC/D in a relevant subject area or substantial relevant experience National Governing Body sport coaching award (e.g. UKCC or equivalent) Possession of a First Aid and/or UK Anti-Doping Advisor qualification (or willing to become qualified) Experience E2 Three years sport administration experience (paid or voluntary)

4 E3 E4 E5 E6 D3 D4 Up to date knowledge of club and coach development opportunities in a comparable working environment Experience of recruiting and coordinating volunteers in a sport environment Practical experience of planning and delivering sport events Experience of financial/budgetary management and control to suit the level of the post At least one-years experience working in a sport development/engagement related role Experience of operating within a student sport environment Job Related Skills and Achievements E7 E8 E9 E10 E11 E12 E13 D5 D6 D7 Fully competent in the use of Microsoft office suite and familiar with the use of modern office IT systems and databases Strong focus on the provision of excellent customer service In-depth knowledge of British Universities & College Sport and Scottish Student Sport structures, intervarsity competition and understanding of their role in higher education Excellent written and oral communication skills, demonstrating an ability to deal with a wide range of people with varying levels of understanding Demonstrable ability to be creative and solve problems, with experience of contributing to the development and improvement of systems and procedures Strong numeracy skills, demonstrating accuracy and attention to detail Proven ability to manage multiple projects coupled with excellent organisational and planning skills to prioritise workload, multi-task and meet deadlines Ability to exercise judgement and make decisions A strong understanding of the role of social media in promoting projects and events Ability to employ web content management systems Personal Attributes E14 E15 E16 E17 E18 D8 Enthusiastic, pro-active and dynamic person with a passion for sport Empathy with students and volunteers and an understanding of their needs Ability and willingness to have flexible working hours with frequent evening and weekend work Ability to work as a member of a small team player; prepared to support others Flexible approach, able to and willing to adapt to changes in working practices Interest in, knowledge of University sport and physical activity, especially University of Strathclyde Other Relevant Factors E19 Self-motivated, committed to excellence and personal development

5 Job Context & Special Features Students Associations are a specialist area where the Student Executive Committee are elected annually and as a result, presents various opportunities. The post holder will be a member of staff who will at all times be expected to portray a positive image of the Union, both internally and externally and to set high standards of personal integrity and professionalism, leading by example. Other Information Probation The successful applicant will be required to serve a 3 month probationary period. Pension The successful applicant will be eligible to join the Universities' Superannuation Scheme. Equality & Diversity We value diversity and welcome applications from all sections of the community. Salary It is expected the successful candidate will be made at the salary entry level of Grade 5 on the University s grading structure. Increments are paid to staff on an annual basis, when the employee has a minimum 6 months of service at the appointed grade, allowing progression to the next point on the salary scale until the top guaranteed point of the scale is reached. Hours of Work The normal working week is 35 hours. The normal working hours are between 9am to 5pm Monday to Friday with 1hour worth of break time to be taken throughout the day. Frequent evening and weekend working outside normal office will be required during term to meet organisational needs, which time off in lieu will be granted. Holidays Annual leave entitlement is 31 days per year to be taken by agreement with the line manager. In addition to annual leave there is an entitlement to 11 public holidays per year which should be taken on days that the Students Association is closed for this purpose. Application Procedure Applicants are required to complete an application form including the name of two referees who will be contacted before interview without further permission, unless you indicate that you would prefer otherwise. Applicants should also submit a CV and a covering letter detailing the knowledge, skills and experience you think make you the right candidate. All applications should be submitted to ussa.sportsuser@strath.ac.uk by Monday 9 th July 2018 by 17:00 GMT. For informal enquiries, please contact Fraser Michie, Line Manager, on fraser.michie@strath.ac.uk or call