• Contract: 0 hours contract
• Pay: CT1, £11.50 per hour
• Hours: 0 hours contract, estimated around 12 hours per week.
• End date: 30^th May 2025

The Union of Brunel Students is a democratic, student-led organisation that plays a vital role in enhancing the university experience for every Brunel student. Our mission is to empower students to thrive and fully enjoy every aspect of university life. This role offers a unique opportunity to contribute to this vision by supporting our busy Student Activities team during a key period of the year.

We are seeking a student staff member to assist our Societies Coordinator in delivering and developing events and activities led by societies and the wider Brunel community. This role involves managing essential administrative tasks, including room bookings, processing event forms, and liaising with societies to provide the guidance they need to plan and deliver their activities within Union and University processes. You’ll play a key role in ensuring societies can run their events safely and contribute to a high-quality extracurricular experience for all Brunel students.

Key Responsibilities:

• Supporting societies with event planning and delivery.
• Carrying out administrative tasks, such as room bookings and event form processing.
• Providing advice and information to society committees.
• Assisting with event delivery, including activities outside of regular hours or on weekends.

We are looking for an enthusiastic, personable, and organised individual who is passionate about societies and the benefits they offer to students. The successful candidate will demonstrate flexibility, a proactive approach, and a commitment to supporting student-led activities.

Working with Us:
Reporting to the Societies Coordinator, you’ll collaborate closely with society committees, University departments, and Union staff. You’ll support the running of over 80 societies and contribute to major Student Activities events.

If this sounds like the perfect role for you and you’re ready to make a difference to student life at Brunel, we’d love to hear from you!

Contact Us:
For an informal discussion about the role, please contact Marty Martin, Societies Coordinator, at marty.martin@brunel.ac.uk.

Key Dates

Closing date for receipt of completed applications is Sunday 19^th January 2025

Interviews to be held on Monday 27^th January 2025

No Agencies, no CV’s

The Union of Brunel Students strives to be an Equal Opportunities Employer

Start date – TBC with successful candidate.

If you have any questions you can contact marty.martin@brunel.ac.uk

Our Values

Our Values are an important factor in The Union of Brunel Students as they drive our decisions. 

• Driven by You           
• Open to All 
• Passionately positive             
• Integrity

We would love to hear from you if you feel that you can bring these values alive! 

Job Description: Student Activities Societies Assistant (Student Staff)

Responsible To: Societies Coordinator

Pay Grade: CT1 (£11.50 per hour)

Hours of Work: Zero-hours contract (cannot work more than 20 hours a week)

Contract: Fixed term - Until 30th May 2025

Main Tasks and Responsibilities

Provide Administrative Support for Key Events and Activities

• Assist the Societies Coordinator in processing society event forms, ensuring timely completion of relevant documentation before events.
• Manage room booking requests, liaise with the university to confirm bookings, and notify societies of their allocations.
• Perform administrative duties for large-scale events such as Refresher’s Fair, Societies Ball, Trips, Varsity, and One Brunel events.
• Attend planning and delivery meetings, take minutes, note actions, and provide required departmental information.

Act as a Point of Contact and Provide General Administration

• Serve as the first point of contact for Student Activities enquiries, providing accurate information or directing queries appropriately.
• Manage incoming and outgoing mail for the Student Activities inbox.
• Support Union reception staff with queries and administrative work, and cover the reception desk as needed.
• Ensure society activities are uploaded to the Union’s event platform and assist committees in promoting ticket sign-ups.

Support One Brunel Events

• Assist the Societies Coordinator with booking acts, facilities, and equipment for One Brunel events.
• Facilitate meetings with students and partners involved in One Brunel activities.
• Attend selected One Brunel events as a staff member, ensuring smooth delivery in line with event plans and risk assessments.?

Profile and Communication

• Keep society pages on the Union website updated and accurate.
• Collaborate with the Union’s Communications team to raise awareness of society activities.

Finance Support

• Assist with processing invoices and reimbursement forms for societies.
• Provide support to the finance department regarding society-related queries.

Transport Administration

• Help with booking Union minibuses and external transport for society activities.
• Administer transport procedures, including vehicle hire forms and credential checks.

Democracy Support

• Aid in the administration of club and society committee elections.
• Take minutes at Societies Guild Committee meetings and schedule them on a fortnightly basis.
• Organise society forums, coordinating with the department on agendas and ensuring effective communication with societies.

General Duties

• Ensure a high and consistent standard of customer care within all areas of responsibility.
• To work within the Union procedures and codes of practice.
• To be aware of, and abide by, the confidentiality policy of the Union.
• Ensure that any conflict of interest situations are dealt with appropriately and reported to the Student Activities Societies Coordinator.
• To be aware of the necessary Health and Safety policies, legislation and best practice, as practiced by the Union.
• To ensure that equal opportunities and diversity policies are followed through in all aspects of work.
• To ensure that all relevant departmental activity is in line with the specific requirements of and the spirit of the Union’s Environmental Policy (i.e. Carbon Reduction and Recycling).
• To undertake such other duties as are agreed to being in keeping with the general nature of the job and its grade.

Person Specification

The following criteria should be used to assist you in completing the application form. Please address all specifications and explain how you meet the requirements. 

Essential

• Good working knowledge of the Microsoft Office suite of software.
• Good knowledge of general IT systems and applications including spreadsheets and databases.
• Good spoken and written English.
• Good organisational skills, including ability to multi task, plan and prioritise work.
• Ability to build and maintain key relationships with University and Community Services.
• Strong team player, but also able to work with minimum supervision.
• Ability to help with events set up and administration
• Communication Skills: Ability to produce clear and concise written communication, such as minutes and reports
• A polite and confident email manner and the ability to communicate effectively with a range of stakeholders.
• Event Support: Willingness to attend and support events, sometimes outside regular hours

Desirable

• Committee Administration: Experience scheduling and recording meetings, including agendas and minutes
• Knowledge of society operation within a university environment
• Proven experience within a varied administrative role in a busy office environment.
• Experience of planning projects/events.

Please complete the following forms to apply:

APPLICATION FORM

EQUAL OPPORTUNITIES MONITORING FORM

Please return completed application forms, with the equal opportunities monitoring form to: ubs.recruitment@brunel.ac.uk