We are seeking a proactive and highly organised Clubs Officer whose experience in student administration, regulatory guidance, and stakeholder support will ensure the effective registration, governance, and financial oversight of University clubs. The postholder must have strong administrative and communication skills, sound judgement in interpreting regulations, and the ability to manage complex processes accurately, with the opportunity to play a key role in supporting student activities and contributing to the continuous improvement of University procedures.
The position is set to commence asap and will be part-time (18 hrs per week) for a duration of 12 weeks with a pay rate of £16.92 per hour + holiday pay.
Key Responsibilities:
Duties:
Act as first point of contact for general queries from students and staff with respect to club matters, providing advice and guidance as appropriate and interpreting University and external regulations where necessary, in liaison with colleagues across the collegiate University.
- Manage the registration and re-registration process for clubs:
- Support clubs with the completion of applications, providing advice and guidance where necessary;
- Review applications from new clubs seeking to register, including ensuring that the proposed constitution adopts the standard template;
- Review the purpose and activities of clubs seeking to register to ensure that they are acceptable and sufficiently different from existing registered clubs;
- Register clubs and maintain registration details; update online list of clubs;
- Manage clubs accounts by providing advice and guidance on accounting practices, ensuring details of accounts are submitted with registration applications, keeping accurate records of clubs’ termly balances in line with data protection legislation, and checking for obvious discrepancies or signs of mismanagement.
- Process applications from clubs to use the University name and brand.
- Process changes to committee members and update the clubs website
- Prepare club grants paperwork.
- Provide flexible and proactive support for colleagues across the team and provide general administrative support to the Proctors’ Office, as necessary, including responding to freedom of information and data protection legislation requests.
- Maintain web-based guidance for staff and students on relevant University regulations and procedures governing student cases.
- Assist in the preparation of annual reports for relevant University committees.
- Contribute to the planning, development, and implementation of departmental and University protocols and procedures.
- Support changes to administrative procedures, IT and office support to ensure the efficient handling of cases within the Proctors’ Office.
Selection Criteria:
- The ability to manage and prioritise a varied workload and work to deadlines.
- Attention to detail and a high level of accuracy.
- Experience of providing a high standard of administrative support and drafting correspondence.
- Good numeracy skills and experience with routine financial administration tasks.
- Demonstrated experience of working within processes and procedures and aptitude for implementing improvements.
- Excellent computer skills including Word, Excel, PowerPoint, SharePoint
Vacancy ID: 21565
Please be aware that all candidates need to be able to start work immediately and must be able to work on site if required to do so.
Further information can about the Temporary Staffing Service can be found on our website https://www.jobs.ox.ac.uk/temporary-staffing-service