MEMBERSHIP ADMINISTRATIVE ASSISTANT
 
Contract: Fixed Term, ending 30th June 2026
Hours of work: Term Time only, 8 hours per week / Monday, Tuesday, Wednesday, Thursday, and Friday these hours will fit with your studies
Salary: National Minimum Wage per hour and if applicable subject to TAX & NI contribution
Location:   Kedleston Road (with travel to other Derby sites, as and when required)

The Membership Engagement team at the Union of Students is dedicated to ensuring every student feels supported, represented, and connected throughout their university journey.

The team is made up of three key areas: Communities, Voice, and Advice. The Communities team supports a wide range of student-led community groups—spanning academic, interest-based, hobby, and sports clubs—creating opportunities for students to connect, make friends, and combat loneliness across campuses.
 
The Voice team empowers students to shape their university experience by electing and supporting student leaders, from Executive Officers to course reps, providing them with the training and confidence to lead change. The Voice team also supports new students with their transition into university and their academic work through the PAL (Peer Assisted Learning) scheme.

The Advice team delivers high-quality, independent guidance on a range of student issues, working closely with the Voice team to ensure student concerns are both supported and heard through advocacy and campaigning. Together, these teams contribute to a vibrant, inclusive, and student-led campus culture.

The Administrative Assistant role will be an exciting addition to the Membership Engagement team and play a vital role in supporting our members.

If you think, you have what it takes to transform the student experience then we want to hear from you.

To download the full recruitment pack including the job description and person specification please refer to our website the link is: http://www.derbyunion.co.uk/jobs

The deadline for applications is 12pm noon 15th October 2025
We will advise all applicants whether or not they have been selected for an interview no later than 16th October and interviews will be held on the 24th October.  If selected for an interview, you will be advised what recruitment tasks will be undertaken on the day to support the panel at interview. The successful candidate ideally is required to start immediately following the interview process.
The Union of Students is an equal opportunities employer; we encourage and value diversity for our employees. We are happy to discuss any reasonable adjustments individuals may require in the recruitment process, on commencement or once in post. We will consider flexible working arrangements and champion equal opportunities, equality, and dignity in the workplace.
We can objectively justify why certain roles are designated for students, having a commitment to provide casual employment to students where roles are identified that suit such a cohort.

Job Description for: MEMBERSHIP ADMINISTRATIVE ASSISTANT

Purpose of Role
To provide comprehensive administrative support to the Communities and Voice teams, ensuring the smooth coordination of student-led activities and representation. This includes organising meetings and events, maintaining accurate records and databases, supporting communications with student leaders and communities, and assisting with key processes such as elections, training sessions, and community events. The role also provides administrative support for the Peer Assisted Learning (PAL) scheme, helping to ensure its effective delivery as part of a wider effort to enhance the student experience.

Admin & Resource Support

• Provide day-to-day administrative support to the membership team. Ensuring the smooth running of various initiatives including student communities and the Peer Assisted Learning (PAL) scheme. This includes managing communications, scheduling meetings, and maintaining accurate records such as memberships, committee details, PAL Leader details, training completion, and HEAR (Higher Education Achievement Report) entries.

• Maintain and update financial records: set up annual spreadsheets for communities accounts, process transactions (credits, debits, funding allocations), support with withdrawal and purchase request forms, assist with PAL Leader hours claims, and calculate key figures such as the combined Communities RAG total.

• Provide the administration of events and engagement activities across membership. This includes processing event and external speaker forms, updating internal records, confirming details with participants, and supporting the preparation and delivery of showcases, Give it a Go sessions, PAL events, Refreshers, Communities Fair and the annual end of year awards events

• Support the effective delivery of membership engagement schemes. This includes tracking progress for the communities recognition scheme, overseeing PAL Leader supervision meetings with academic staff, monitoring PAL Leader online and in-person activity, and following up on any agreed action points.

• Create and distribute communications and resources to support the membership departments. This includes sign-up forms, monthly membership updates, newsletters, and the “Win of the Week” initiative to motivate PAL Leaders and share best practice.

• Assist with PAL Leader recruitment and training by supporting promotional talks, shortlisting, interviewing, and co-facilitating training sessions. Contribute to the development of training resources (e.g. Sage HR, Canva guidance) and prepare key documentation and spreadsheets for the upcoming academic year.

• Monitor data and engagement across platforms such as Microsoft Teams and Monday.com; post in vacant Teams channels and collect statistics for reporting. Contribute to reports such as the PAL Impact Report, Engagement Plans, and updates for University boards or committees.

• Maintain and update relevant online platforms, including the Union website, student community social media accounts, and internal systems, ensuring content is accurate and accessible.

• Take minutes for key meetings and provide general administrative support to the membership team.
_______________________________________
Customer Service & Insight

• Provide a high standard of customer service to students, student leaders, union and University staff, responding to queries efficiently and professionally.
• Support membership outreach, including promotion at satellite sites (e.g. Markeaton Street, Britannia Mill and Cavendish) to increase engagement and participation.

• Create and distribute newsletters with updates, key information, and upcoming opportunities across membership. 

• Collect and report on data and feedback to support insight gathering and contribute to evaluation reports that help inform future planning and improvements.

• Maintain awareness of the Union’s democratic values and support the delivery of services aligned with its structures, policies, and student-led decision-making.

• Carry out any other duties as required by the Membership team, Senior Leadership Team, or Officer Trustees.

Staff must carry out their duties with full regard to the rules policies and procedures and conditions of service contained in the staff information guide. 

A condition of the employment is that all staff are expected to assist in key events throughout the year e.g. Freshers’ Fortnight, Elections and any other key events if necessary. Staff are expected to portray a positive image both internally and externally of the Union by displaying standards of service integrity, punctuality, politeness, and professionalism. 

Environmental consideration and environmental best practice is the responsibility of all Union staff – you will have a leadership role in this area, and help coordinate the Union green taskforce and team. 
This list is not exhaustive and is a general indication - the role holder will be expected to complete any reasonable task requested of them. 

Person Specification for: MEMBERSHIP ADMINISTRATIVE ASSISTANT
CRITERIA Requirement Application Interview Day
QUALIFICATIONS 
Good general education, typically to the Higher/A level equivalent Essential ✓ 
University/College Degree Desirable ✓ 
EXPERIENCE 
Experience of administrating logistical systems (e.g. events) Essential ✓ ✓
Experience of financial systems Desirable ✓ 
Experience of coordinating multiple tasks Essential ✓ ✓
Experience of working with administration systems and databases Essential ✓ 
Demonstrable experience of working effectively on own initiative Essential ✓
KNOWLEDGE 
Knowledge of Union Societies and Student Led Services Desirable ✓ ✓
Knowledge of Students’ Unions Desirable ✓ 
ATTRIBUTES/SKILLS 
Able to review and improve processes to ensure efficient ways of working Essential ✓ ✓
Self-motivated and self-reliant and able to overcome challenges Essential ✓
IT competent with a working understanding of Microsoft Office Essential ✓ 
Good interpersonal and communication skills (written and oral) Essential ✓ ✓
Ability to work in a team Essential ✓ ✓
Skilled in time management–able to meet deadlines and cope with varying workloads Essential ✓ ✓
VALUES AND ETHICS 
Desire to work within a democratic & student led environment Essential ✓ ✓
Understanding and commitment to equal opportunities Essential ✓ 
Committed, positive, outgoing and approachable with a ‘can do’ attitude Essential ✓