Description:
The Student Services Office is seeking a highly motivated individual for the role of Student Services Co-ordinator. The successful candidate will join the Student Services Team which delivers an A-Z of non-academic/out of classroom supports and services to students. The primary focus of the role is to provide oversight of the 35 Sports Clubs and teams within the university. Deliverables span a range of areas including financial, health and safety, governance and operations in addition to ensuring all relevant policies and procedures are implemented appropriately. Day to day activities include the management of budgets, facilities, kit and transport, to games, matches, intervarsities, tours and trips. This all-encompassing role serves to ensure the needs and requirements of all clubs and teams are met and supported. This is an on-site post.
Job Responsibilities
- To support and develop a wide range of activities and events for the university’s 35 sports clubs and teams
- To deliver induction and orientation to the clubs captains and team leaders and to support these leaders in all aspects of their roles
- To allocate budgets to all active clubs and ensure all funding spent complies with university rules and regulations
- To balance all clubs accounts at year end and ensure no overspends occur
- To oversee all facilities bookings for external service providers and ensuring all such providers are licenced and legitimate operators
- To oversee the engagement with third party staff e.g., coaches and trainers - including approval of fees/rates and managing payments for services delivered
- To oversee payments and reimbursements on behalf of clubs and teams in line with university financial management rules and guidelines
- Drive engagement of the student body in clubs activities in addition to raising the profile of clubs and teams
- Work closely with the Societies Co-ordinator to ensure harmony of practices across all student life activities of clubs, teams and societies
- As part of student engagement initiatives, to support new and existing engagement projects for clubs, teams and the wider student body
- To act as key administrator for all aspects of the Student Leadership Development Programme from initial sign up and monitoring to programme completion and awards ceremony
- To support and champion the Student Life Portal which consolidates all clubs, societies and SU events and act as a ‘one stop shop’ for clubs activities
- Liaise and work closely with Sports Union and Student Union Officers to deliver safe and engaging student events both in person and on line
- Ensure Health & Safety requirements for all club and team events and activities are in place and are adhered to at all times – working closely with the RCSI Health & Safety Officer
- Writing, updating and maintaining standard operating policies, procedures and frameworks
- Design and update handbooks and guides relating to clubs and teams operations
- Support the activities and deliverables of the unit as whole including partnering with existing Student Services Co-ordinators as required in the delivery of supports and services
- Liaising and working with National Governing Bodies to ensure best practice is supported and upheld at all times
- Comply with statutory legislation and rules and requirements in furtherance of personal and general staff welfare and safety.
- Representing the best interests of RCSI and the Student Services Office at all times.
- Contribute to the development and roll out of special projects within the Student Services Office
- Be flexible and adaptable to changing duties and deliverables of the post and undertaking other duties and training as may be required.
Knowledge & Experience – (Essential):
- Strong administrative skills in addition to high level of accuracy and attention to detail
- Strong interpersonal, written and verbal communication skills
- Conscientious and motivated to deliver the best possible results
- Ability to work to deadlines, find solutions and solve problems
- Team Player capable of collaborating with both internal and external stakeholders
- Flexible and adaptable
- Decision making skills in addition to high levels of diplomacy and confidentiality
- Capable of learning quickly and responding effectively to changing student needs and circumstances.
- Proficiency in Microsoft Office