Student Staff – Student Communities Assistant (Sport)

1. Student Support

• Act as a first point of contact for routine enquiries from sports clubs, committees and students.

• Provide clear information and guidance on standard sports processes, deadlines and requirements.

• Signpost students to relevant guidance and escalate enquiries requiring professional judgement or specialist support.

• Support sports clubs to access the forms, systems and information they need.

• Provide friendly, timely and student-focused administrative support.

• Support the administration of BUCS and other sports fixtures, including updating fixtures, results and relevant records.

• Process routine facility and training requests in line with agreed arrangements.

• Maintain accurate fixture, facility and activity information and communicate routine updates to clubs.

• Support the administration of changes, cancellations and other routine fixture requirements.

• Escalate clashes, exceptions and complex delivery issues to the Sports Development Coordinator.

• Support the administration of club events, trips, tours and other sports activity.

• Ensure high-quality risk assessments are submitted to support the safe running of club activity.

• Track required forms, information and approvals and follow up outstanding requirements.

• Provide administrative support for major sports activity and events, including Varsity.

• Process routine club financial administration, including invoices, purchase requests and other transactions.

• Maintain accurate records of sports-related expenditure and transactions.

• Support routine equipment, kit and resource administration.

• Identify incomplete, unusual or potentially problematic requests and refer them to the appropriate colleague.

• Maintain accurate records relating to fixtures, bookings, transport, club activity and other sports processes.

• Update trackers, systems and shared information in a timely and consistent way.

• Monitor routine deadlines and send reminders to clubs where information or action is outstanding.

• Support committee registrations, handovers and other recurring administrative processes.

• Maintain organised digital records and ensure information is handled in line with data protection requirements.

• Work closely with the Sports Development Coordinator to support the effective day-to-day delivery of student sport.

• Provide administrative support for committee training, meetings and engagement activity, including bookings, attendance and materials.

• Support wider Student Communities projects and busy periods where required, including Welcome and Freshers’ Fair.

• Identify recurring questions or administrative issues and suggest practical improvements to guidance and processes.

• Routine sports administration is completed accurately and on time, including fixtures, bookings, transport and financial processes.

• Sports clubs receive timely and helpful responses to routine enquiries, with more complex matters escalated appropriately.

• Records and systems are accurate and up to date, with key deadlines and outstanding requirements effectively tracked.

• Administrative support contributes to reliable delivery of fixtures, club activity and major sports events.

• The Sports Development Coordinator is effectively supported, enabling professional capacity to focus on club development, relationships, projects and complex issues.

• Experience of completing administrative tasks accurately

• Experience of managing multiple tasks, deadlines or commitments

• Experience in an administrative, customer service or student-facing role

• Experience of student sport, sports clubs or student-led groups

• Understanding of the importance of confidentiality and handling information responsibly

• Understanding of good customer service

• Understanding of student sport or the Students’ Union

• Awareness of BUCS or competitive university sport

• Strong organisation and time management

• Good attention to detail and accuracy

• Clear and friendly written and verbal communication

• Confident using digital systems and Microsoft 365

• Ability to follow processes and instructions consistently

• Ability to manage routine tasks and deadlines independently

• Ability to recognise when something needs to be referred to another colleague
  • Good teamwork and collaboration

• Experience using spreadsheets, databases or booking systems

• Basic numerical confidence for supporting financial administration

• Student focused

• A champion of our brand and values driven Culture Code

• High standards

• Proactive, collaborative and solutions-focused

• Resilient

• Flexible (including occasional evenings and weekends to support events)

• Interest in student sport and the Students’ Union

Job title:

Student Staff – SU Ambassadors

Location:

Students’ Union Building, Whiteknights, Reading, RG6 6EH

Working hours:

Up to 20 per week

Salary:

£12.71 per hour

Department:

Communities

Reporting to:

Student Communities Manager