Sports Development Centre Performance & Experience Sport Administrator (Maternity Cover) Job Ref: REQ180192 As part of the University s ongoing commitment to redeployment, please note that this vacancy may be withdrawn at any stage of the recruitment process if a suitable redeployee is identified. Job Description Job Grade: Administrative Services, Grade 4 Job Purpose To provide high quality administrative support and assistance to the Performance & Experience Sport teams. Duties & Responsibilities Support of the Performance & Experience Programmes To support the administration and smooth running of our student athlete support systems including workshop organisation and overseeing our student athlete mentoring scheme. To keep up to date records of mentor contact details and engagement between mentor and mentee. Identify potential exam clashes, and assist with requests for academic flexibility and keep accurate records of stretch (part-time) degree applications and the academic progress of students on stretch degrees. To gather academic progression data as directed and provide progression reports at key times during the academic year. Collate and help analyse the results of the student athlete survey, and disseminate reports to relevant team members. To create and maintain a performance athlete database and provide reports and information for managers as required. To assist in the operational administration of the Coach Volunteer Academy (CVA) Portal and CVA related activity and tasks which include (but not exclusively): - Management of the CVA email inbox - Management & coordination of the CVA kit orders & distribution - Management of reward and recognition package distribution - Collation and analysis of CVA course / masterclass feedback forms To input all school outreach data into the central university database maintaining compliance and accuracy throughout. To work with Sport Experience Team (SET) Managers and Coordinators on projects, programmes and initiatives as directed by SET. Copyright Loughborough University. All rights reserved. 1
To work with both internal and external partners to support the work of the SET. General Administrative Support Assisting with the administration of the Performance and Development programmes by (but not exclusively): Assisting with programme administration, e.g. the raising of purchase orders, ordering equipment, raising and payment of invoices and processing non-staff out of pocket expenses claims whilst also providing advice on University processes and procedures, as necessary. Making travel arrangements, in the UK and overseas, involving arranging coaches, hire cars, and nonroutine rail tickets, flights, hotels etc. To co-ordinate staff meetings and agendas and attend meetings to take and produce minutes for circulation to attendees. Producing promotional materials on behalf of the Performance and Development Sport Teams including leaflets, match day programmes, fixture cards etc. Working closely with colleagues within the Athletic Union to ensure maximum support to coaching staff, student athletes and participants and student volunteers. Carrying out general office duties including typing, record keeping, photocopying, filing, preparing signage, laminating etc. To deal with general enquiries by telephone, email and face to face and to redirect queries to the appropriate person if necessary. To ensure data protection policies are adhered to and confidentiality is maintained at all times. To contribute to the working practices and procedures of the SDC in order to promote continuous improvement and to undertake other duties, commensurate with the grade, as may reasonably be required by the SDC. To provide cover for other colleagues at busy times and in cases of absence, by undertaking such duties and responsibilities which are commensurate with the grade and nature of the post. To ensure compliance with relevant University policies and procedures. To undertake any training and development deemed appropriate for the position by the School Operations Manager and the relevant line manager. Points to Note The purpose of this job description is to indicate the general level of duties and responsibility of the post. The detailed duties may vary from time to time without changing the general character or level of responsibility entailed. Special Conditions All staff have a statutory responsibility to take reasonable care of themselves, others and the environment and to prevent harm by their acts or omissions. All staff are therefore required to adhere to the University s Health, Safety and Environmental Policy & Procedures. All staff should hold a duty and commitment to observing the University s Equality & Diversity policy and procedures at all times. Duties must be carried out in accordance with relevant Equality & Diversity legislation and University policies/procedures. Copyright Loughborough University. All rights reserved. 2
Successful completion of probation will be dependent on attendance at the University s mandatory courses which include Respecting Diversity and, where appropriate, Recruitment and Selection. Organisational Responsibility Reports to the Administrative Services Manager (Performance Sport) Copyright Loughborough University. All rights reserved. 3
Person Specification Your application will be reviewed against the essential and desirable criteria listed below. Applicants are strongly advised to explicitly state and evidence how they meet each of the essential (and desirable) criteria in their application. Stages of assessment are as follows: 1 Application 2 Test/Assessment Centre/Presentation 3 Interview Essential Criteria Area Criteria Stage Experience Significant previous relevant experience of working in an office 1,3 Previous experience of working as part of a team. 1,3 Experience of Microsoft Word, Access and Excel (for PC). 1,2,3 Skills and Abilities Excellent communication and interpersonal skills. 2,3 Excellent organisational and time management skills. 1,2,3 Ability to manage competing priorities in an open plan office 3 Ability to prioritise workload and plan ahead. 1,2,3 Excellent attention to detail. 1,2 Ability to work cooperatively, flexibly and to meet deadlines. 1,3 Ability to analyse and interpret data. 1,3 Basic financial skills. 1,3 Ability to work on own initiative. 1,2,3 Qualifications A Level education or equivalent relevant experience. 1,3 GCSE in English and Maths. 1,3 Other Willingness to work irregular hours as necessary. 3 An interest in sport. 1,3 Commitment to observing the University s Equal Opportunities and Health & Safety policies at all times. 3 Desirable Criteria Area Criteria Stage Experience Previous experience of working in sport in a higher education 1,3 Experience of financial/accountancy software. 1,3 Experience of Microsoft Outlook, PowerPoint and Publisher (for PC). 1,3 Indepth knowledge of Microsoft Access (for PC). 1,2,3 Skills and abilities Presentation/layout/design skills. 2,3 Conditions of Service The position is full-time and fixed-term maternity cover until 21 December 2018 or the earlier return of the post holder, whichever is the sooner. Salary will be on Administrative Services Grade 4, 19,850 to 23,557 per annum, subject to an annual pay award. Starting salary to be confirmed on offer of appointment. Copyright Loughborough University. All rights reserved. 4
The appointment will be subject to the University s normal Terms and Conditions of Employment for Operational and Administrative staff, details of which can be found here. The University is committed to enabling staff to maintain a healthy work-home balance and has a number of familyfriendly policies which are available at http://www.lboro.ac.uk/services/hr/a-z/family-leave-policy-and-procedure--- page.html. We also offer an on-campus nursery with subsidised places, subsidised places at local holiday clubs and a childcare voucher scheme (further details are available at: http://www.lboro.ac.uk/services/hr/a-z/childcareinformation---page.html In addition, the University is supportive, wherever possible, of flexible working arrangements. We also strive to create a culture that supports equality and celebrates diversity throughout the campus. The University holds a Bronze Athena SWAN award which recognises the importance of support for women at all stages of their academic career. For further information on Athena SWAN see http://www.lboro.ac.uk/services/hr/athena-swan/ Informal Enquiries Informal enquiries should be made to Ruth Goodfield, Admin Services Manager (Performance Sport) by email at V.R.Goodfield@lboro.ac.uk or by telephone on 01509 226108. Applications The closing date for receipt of applications is Sunday 25 March 2018. Interviews will be held on 6 April 2018 Copyright Loughborough University. All rights reserved. 5