Graduate Intern (Volunteer Management and Graduate


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Graduate Intern (Volunteer Management and Graduate Employability) Recruitment Pack May 2018

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Dear Prospective Candidate Re: Graduate Intern (Volunteer Management & Graduate Employability) – 12 Month Fixed Term Contract Thank you for your interest in the position of Graduate Intern (Volunteer Management and Graduate Employability). 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 £11million turnover, 500 employees and 2,000 volunteers. We were re-accredited with Investor in People Gold status in December 2014, and were accredited with Leaders in Diversity in 2013; 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 9 years, placed 38th for 2018. The position of Graduate Intern (Volunteer Management and Graduate Employability) is based within our Volunteer Management and Graduate Employability Department. The post holder will be required to support the delivery of Volunteer Management operations, ensuring that best practice in volunteer management is championed and embedded across the organisation, so that volunteers feel aligned behind Kent Unions charitable purpose and have an exceptional volunteering experience. The post holder will also support the departments Graduate Employability functions. Key duties will include overseeing Kent Unions’ Volunteer Reward and Recognition programme, supporting our annual Volunteer Satisfaction Survey and assisting with Graduate Employability initiatives, as well as providing day to day support to the Head of Volunteer Management and Graduate Employability. The position provides an ideal opportunity for a recent graduate from the University of Kent to learn and gain valuable practical experience in the field of Volunteer Management and Graduate Employability, working for a charity which has over 2,000 volunteers. This will provide the post holder with many transferable skills and valuable training, as well as excellent prospects for future employment. 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 about the role please contact Steph Hughes 01227 824309 . Yours faithfully Steph Hughes Head of Volunteer Management & Graduate Employability 2|Page

Job Description – Graduate Intern (Volunteer Management & Graduate Employability) Department: Volunteer Management and Graduate Employability Reports to: Head of Volunteer Management and Graduate Employability Role Purpose: The post holder will be required to support the delivery of Volunteer Management practices, ensuring that best practice in volunteer management is championed and embedded across the organisation, so that volunteers feel aligned behind Kent Union’s charitable purpose and have an exceptional volunteering experience. They will also support the Head of Department in delivering our Graduate Employability agenda. Duties and Responsibilities Financial Responsibilities 1. To support the department in processing financial paperwork including invoices, purchase orders and internal transfers, ensuring value for money at all times. 2. To be responsible for the security of all resources including stock and cash, and to follow all of Kent Union’s financial procedures.

Responsibility for Volunteer Management 1. To work in partnership with staff across a range of departments in ensuring that best practice in volunteer management is championed and embedded. 2. To promote volunteering and its benefits to students through a range of effective communication channels, including presentations and fairs. 3. To successfully deliver our volunteer reward and recognition programme, including the Kent Student Certificate for Volunteering (KSCV) scheme, supporting our KSCV Champions (volunteers), KSCV Ambassador (paid role) and our Volunteer of the Month scheme. 4. To coordinate the deliverance of the Volunteer Satisfaction Survey. 5. To oversee the Volunteer Resources Hub, ensuring it is promoted, kept up to date and is user friendly. 6. To Coordinate Kent Union’s contribution to HEAR and recognition through degree congregations 7. To provide a basic level of training/briefing to volunteers as overseen by the Head of Volunteer Management and Graduate Employability. 8. To oversee the volunteering mailbox, responding where possible or passing onto the appropriate staff member. 9. To ensure adherence to Kent Union’s Safeguarding Policy. Responsibility for Graduate Employability 1. To support the delivery of Employability@Kent talks and support Kent Unions contribution to Employability initiatives, such as Employability Festival. 2. To promote the use of the Employability Toolkit and its benefits to students through a range of effective communication channels.

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Other Duties 1. To provide regular reports regarding equal opportunities data and other data as requested. 2. To provide general administrative support, including booking rooms, equipment and catering, minute taking, typing minutes, letters, memos and reports, and archiving files. 3. To ensure that the Union’s Health, Safety and Well-being Policy and appropriate Health and Safety legislation is adhered to at all times. 4. To ensure excellence in customer service, making sure that customers’ expectations are exceeded whenever possible. 5. To undertake other tasks and responsibilities compatible with the level and nature of the post as required by the Head of Volunteer Management and Graduate Employability in achieving Kent Union’s Plan.

Expected Behaviours 1. To champion the People Plan across the organisation 2. To attend training sessions, and appropriate meetings as and when required by Kent Union 3.To contribute to the positive image of Kent Union with students, University and the local community 3.To demonstrate understanding of the organisations’ democratic structures 4.To ensure all systems to reduce Kent Unions’ impact on the environment are adhered to 5.To act as an ambassador for Kent Union and show loyalty to the organisation, abiding by the Union’s Constitution, policies and procedures at all times Summary of terms    

This is a full time post working 35 hours per week for a fixed term of 12 months Starting salary – Grade 2.1, £16,216 The normal place of work will be at the Canterbury campus, however some work may be required at the Medway campus Hours of work – 35 hours per week

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

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Person Specification Essential Qualifications University of Kent Degree Experience Experience of working/volunteering in a busy, customer-focused organisation Experience of working with, supporting and empowering volunteers Experience of working/volunteering within a democratic organisation A record of working with and forging successful partnerships with a range of stakeholders Knowledge Understanding of the democratic operations within a Students’ Union Understanding of best practice in the management of Volunteers Knowledge of best practice in office administration systems Skills & Ability A skilled and committed user of IT, enabling efficiencies and improved service through the use of technology A firm commitment to standards of excellence, thoroughness, perseverance and good attention to detail Excellent communication skills, with the ability to communicate clearly and concisely, in a positive way, choosing the most appropriate method of communication for the audience Sound judgement and ability to handle competing priorities and a challenging workload in a pressurised environment Values, Attitudes and Personal Style Evidence of commitment to continuing personal and professional development A 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 A team player, who helps others to build a successful team, celebrates others’ successes and supports others to achieve individual and team goals An effective and highly capable individual who is punctual, friendly and has a positive attitude, takes pride in own work and that of team members and provides the highest standards of customer service A strong commitment to working in a democratic and student led environment and who encourages others to commit to Kent Union’s values.

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Graduate Intern (Volunteer Management & Graduate Employability) 12 Month Fixed Term Contract Salary: £16,216 35 hours per week 37 days annual leave Thank you for your interest in the position of Graduate Intern (Volunteer Management and Graduate Employability). 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 £11million turnover, 500 employees and 2,000 volunteers. We were re-accredited with Investor in People Gold status in December 2014, and were accredited with Leaders in Diversity in 2013; we were the first student’s 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 9 years, placed 38th for 2018. The position of Graduate Intern (Volunteer Management and Graduate Employability) is based within our Volunteer Management and Graduate Employability Department. The post holder will be required to support the delivery of Volunteer Management operations, ensuring that best practice in volunteer management is championed and embedded across the organisation, so that volunteers feel aligned behind Kent Unions charitable purpose and have an exceptional volunteering experience. The post holder will also support the departments Graduate Employability functions. Key duties will include overseeing Kent Unions’ Volunteer Reward and Recognition programme, supporting our annual Volunteer Satisfaction Survey and assisting with Graduate Employability initiatives, as well as providing day to day support to the Head of Volunteer Management and Graduate Employability. You will be a self-motivated, flexible individual, who can work well within a team or independently. You will be able to multitask, have strong IT skills, as well as excellent communication skills. The position provides an ideal opportunity for a recent graduate from the University of Kent to learn and gain valuable practical experience in the field of volunteer management, working for a charity which has over 2,000 volunteers. This will provide the post holder with many transferable skills and valuable training, as well as excellent prospects for future employment. For an informal conversation about this opportunity, please contact Steph Hughes on 01227 824309. For an application pack, please visit http://www.kentunion.co.uk/careers/ Closing date for applications: 3 July 2018 Interviews: 13 July 2018

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Summary Conditions of Appointment Salary This post is at Grade 2.1 of Kent Union’s current pay scale, £16,216. Contract Length The post-holder will be on a Fixed Term, 12 month contract. 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’ leave, 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. Pension The post-holder is entitled to join Kent Union’s Career Average Related Earnings (CARE) pension scheme with salary sacrifice, in which Kent Union contributes 16% and employees contribute 6% of salary. Alternatively, the post-holder can join a personal pension scheme through Scottish Equitable, in which Kent Union contributes 6% and employees contribute 3% of salary. Hours of Work The contracted hours are 35 hours per week; occasional evening and weekend work may be required, for which you will receive TOIL. The post will last for 12 months. Work-Life Balance Kent Union is committed to facilitating a healthy work-life balance and has cutting edge flexible working policies, including extensive maternity, paternity and grand-parent leave; generous adoption and parental leave entitlement; facilities for sabbatical leave; the option to work from home on occasion and time off for volunteering. 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.

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Summary Governance and Management Arrangements Why we’re here - our mission We are a charity that supports students at the University of Kent; we:   

Stand up for students Help them have the best time at Kent Prepare them for life after Kent

Why we do it - our beliefs We believe every student at the University of Kent should have the opportunity to try out new experiences, have fun, make new friends and be part of a community; we believe every student should have the opportunity to fulfil their potential in life, have a voice in society and make a difference. We believe that Kent Union is integral to empowering students to realise this belief. Where we’re going - our vision Our Vision is for students at Kent to have one of the best student experiences on the planet, to be the best students’ union in Europe and to be a world class employer in the Not-forProfit Sector; we know this is ambitious, but our strategic plan, our culture, our values and our mission will help us achieve our vision. How we’re perceived - our values  Bold – we are brave and courageous; we stand up for students’ rights; we are innovative and we challenge the status quo  Inclusive - we welcome all people and appreciate their uniqueness; we are champions of equality and diversity  Supportive – we look out for people; we want students to succeed in life so we offer transformative experiences for them to get involved in; we ensure our staff have a healthy work-life balance Legal Status Kent 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. Democratic Structures Kent Union is a membership organisation; all students at the University of Kent are automatically members of Kent Union. The membership provides strategic and political direction through the Union’s democratic structures, including petition and feedback mechanisms, all student votes, referenda, the Annual General Meeting, a Campaigns Forum, Executive Committee and seven elected Trustees. The Trustees The Trustees of Kent Union are the five ‘sabbatical officers’, four ‘external’ trustees and four ‘student’ trustees. The sabbatical officers and two of the student trustees are elected each 8|Page

year by and from the student membership of Kent Union. The sabbatical officers take a year out of their studies (or immediately after graduating) to serve as a trustee; they can stand for re-election for a second year if they choose, but can serve for no more than two years. Unlike the trustees of most registered charities, the sabbatical officers are paid a living allowance and work a normal working week. The four student trustees have all the responsibilities of being a trustee, but are still studying and fulfil their duties on a ‘part-time’ and voluntary basis. Two of the four student trustees are elected by cross-campus ballot and take office on 1st July each year; the other two student trustees are selected via a recruitment process in the October of each year. Staff and Management Structure Kent Union employs approximately 500 staff to provide services for its members. Staff are of two types – approximately 360 student staff, who work whilst completing their studies at the University of Kent; and approximately 140 career staff – professionals who have made working at Kent Union part of their career. The Board of Trustees oversees the work of staff through the Chief Executive and Director Group, who in turn manage staff through the 15 senior managers, each of whom is responsible for one of the Union’s Departments or a strategic function. Application and Selection Process and Timetable Recruitment and Selection Timetable 29 May Advertise position 3 July Applications close midday 13 July Interviews Applications To apply please download and complete an application form from our recruitment website http://www.kentunion.co.uk/careers and email it, along with the Equal Opportunities Monitoring form to [email protected]; please ensure that you pay particular attention in your application to detailing how you meet the requirements of the person specification. The Equal Opportunities Monitoring Form will be separated from applications prior to short-listing. Completed applications must be received by midday on 3 July 2018. Website Kent Union’s website contains further background information about Kent Union to help potential applicants. Potential applicants are encouraged to look at the website prior to applying; the website address is www.kentunion.co.uk Further Information and Questions for an informal conversation, further information or any questions about this opportunity, please contact Steph Hughes, Head of Volunteer Management and Graduate Employability on 01227 824309.

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