Sports Clubs and Activities Coordinator

Imperial College Union is the Students’ Union at Imperial. We are separate to the College, but we work closely with them to make a positive impact on the experiences and outcomes of all Imperial College students from all backgrounds.

Sports clubs are an integral part of the student experience at Imperial College Union. The Students’ Union has 370+ student groups of which student sports clubs make up 90+ of them that cater to a range of standards, from beginners through to high performance athletes. Our teams compete in a range of leagues and fixtures, including British University & College Sports and London University Sports League.

You will act as the first point of contact for sports club leaders and will drive improvements of club activities and events including administering fixtures, facilities, finance, training, and a wide range of administrative processes. A significant part of the post includes co-ordinating BUCS & LUSL fixtures for clubs and liaising with National Governing Bodies to support day to day and development focused sporting activity.

The successful candidate will be committed to using their skills and knowledge to empower sports club leaders and will have personal experience of higher education. The role will require excellent administration and organisational skills, a methodical approach to managing information and sophisticated interpersonal skills. Ideally you will have experience with sports fixture administration, providing exceptional customer care and working with and training volunteers.

The role sits within the Student Activities and Development Team and the post will have a cross-departmental focus to ensure our training package, volunteer support and all processes are equitable and effective for all student groups.

The role will lead on the delivery of Imperial’s Varsity programmes, as well as support the delivery of large events or programmes within the team, including Welcome Fair, Welcome Week, Give it a Go and Elections.

Duties And Responsibilities

• Coordinate the development of Clubs, Societies and Projects (CSP), Management Groups and Constituent Unions, providing planning and guidance to ensure all CSPs have, and are maintaining individual development plans.
• Coordinate and administrate sports fixtures and training with BUCS including working with the student activities and team to arrange transport.
• Coordinate the planning and delivery of CSP events, tours, trips and activities, under the guidance of the line manager.
• Support and administer financial processes relating to CSP events, tours, trips and activities.
• Support the recruitment, training, and supervision of elected volunteers in sports clubs
• Working in partnership with the rest of the students Activities and Development Department, support the project of department events including Varsity, Awards and Welcome Week
• Support the delivery of recruitment, training, and supervision of student activities student staff as appropriate to the role.
• Coordinate new student-led groups within student activities to become sustainable against Imperial College Union standards.
• Coordinate the effective communication to CSPs, promoting support and sharing success.
• Advise and support student officers on relevant committees with a focus on supporting the sports board
• Ensure the website and other online resources are kept up to date.
• Process documentation relating to CSPs and support improving administrative systems and processes.
• Support the development and maintaining of relationships with key Imperial College staff.
• To support the delivery of key team events including but not limited to Welcome, Varsity and the Student Choice Awards.

Essential requirements

• Experience of programme or project administration, management, and delivery
• Experience of building and maintaining relationships with a diverse set of people and stakeholders
• Experience of event planning and delivery
• Knowledge of structures, issues, and trends affecting Student Activities in Higher Education
• An understanding of equality, diversity and inclusion issues in practice
• Excellent communication skills, both written and oral, with the ability to relate to people at all levels
• Excellent administration, organisation, and time management skills
• Ability to formulate development plans for activities and services
• Competent IT skills: Microsoft 365, social media platforms, and digital/online learning tools

Further information

Please note this role is with the Students’ Union. We’re a registered charity in our right, with our own governance, systems, processes and objectives. However, we work extremely closely with Imperial College London, so you’ll also be joining a wider community of staff working within Higher Education. If you’ve never worked in a students’ union, or are unsure why it’s different, we urge you to get in contact. It’s a brilliant place to work.

Flexible Working

Like with other organisations, the pandemic has required us to really think through our working patterns – and how we can enable staff to work flexibly and productively. Because we’re a relatively small, student-facing organisation, we have an expectation that all permanent staff will work from the office in South Kensington for three days a week minimum (more if they choose).

To apply for the role please complete the online application form.

Should you require any further details on the role please contact Connar Walford, Student Opportunities & Development Manager: [email protected]