Thank you for your interest in joining us here at Liverpool Guild of Students. As a students’ union,

we are committed to offering excellent opportunities, services and facilities for all students at the University of Liverpool. We make sure that our members have the best experience, become equipped to change the world and are proud of their Guild, aiming to be one of the leading Students’ Unions in the UK.

This is an exciting time for us. We are very proud of our achievements over the last few years, which you can read more about by downloading our impact report from our website. We are also in first year of our brand new 2019 - 2022 strategic plan, and re excited to welcome new and talented people to help us meet our development goals.

This is a fantastic opportunity to work in a vibrant and ever-changing environment, alongside a team of amazing people who are truly dedicated to improving the student experience.

Enjoy reading more about us in this booklet, and I wish you the best of luck with your application.

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What is the Guild For? (Our Mission)We will offer excellent opportunities, services and facilities which improve, enrich and develop the lives of all students at the University of Liverpool, from application to graduation.

Where are we going? (Our Vision)We will ensure that our members have the best experience, be equipped to change the world and be proud of their Guild. We will be one of the leading Students’ Unions in the UK.

To do this, we promise to:• Support our members• Invest in our spaces• Ensure all members benefit from the Guild• Put members at the heart of decision making

To help us keep our promises and continue to deliver a great experience for our members, we invest in the following four key areas:

• People• Equality, Diversity and Inclusion• Communications• Digital and IT

We’re Liverpool Guild of Students, the award-winning Students’ Union for the University of Liverpool. Our job is to create a home for each of the 28,000 students during their time here, ensuring each student gets the most out of student life beyond their degree.

We like to think of ourselves as home for opportunities - whether that be through joining one of our 200+ societies, taking part in volunteering, coming to a pub quiz or tucking into one of our ever-famous burritos. Each student becomes a member of the Guild as soon as they join the University, and being part of our staff team means looking forward to seeing what opportunities students embark on and achieve every year.

About us

Our strategy

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We’re run by students, for students, and with students.

This is at the heart of everything we do, and our democracy structure is designed to give every student the chance to have their say and shape their university experience.

We’re the key link to the University, representing the voice of 28,000 students and helping to improve the quality of their education. If something needs to change, we’ll help them to make it happen.

FundingWe receive most of our funding from the University of Liverpool. We get this each year in the form of a block grant. We also raise funds through trading (bars, the shop and Starbucks) and a small amount from donations and other grants. As a charity, we do not generate profits to pay to shareholders - every penny that is made is reinvested back into the organisation.

Trustee BoardOur Board of Trustees is made up of four full time student representative officers, 4 student trustees and 4 external trustees. The Board has overall responsibility for the management and administration of the Guild, fulfilling this by setting the overall strategic direction and directly managing the Chief Executive.

Staff StructureWe currently employe 70 salaried staff to provide services for our members, as well as approximately 120 student staff. The Senior Leadership consists of three Department Directors and the Chief Executive.

Adnan HussainGuild President

Hannah NguyenVice President

Every year, students are given the chance to vote for, and stand to be one of, the four Student Officers who run our organisation. They lead the political and campaigning direction of the Guild and help ensure that our priorities are aligned to students’ needs.

Our Student Officers 2019-2020 are:

Jodie SylvesterVice President

Dylan ThompsonDeputy President

How we’re run

Our elected leaders

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Representative & Involving:Our members lead us and are involved in shaping their own experience at every level.

Fun & Friendly:Everyone is welcomed here and we create a home away from home for all our members.

Sustainable:We’ve been here for over 100 years. We’ll be here for hundreds more by being ethically, environmentally and financially sustainable.

Professional & Responsible:We are inclusive, informative, respectful, human and inspiring.

Innovative & Agile:We are responsive to new ideas.

Amibitous:Everything we provide is the high quality our members deserve.

ValuesOur

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Where we workOur building sits right in the heart of campus, at 160 Mount Pleasant. If coming to work with us would mean relocating, you can find out more about Liverpool by visitingwww.visitliverpool.com but take it from us, it’s an amazing city to live and work in.

Diversity and inclusionWe’re committed to ensuring our workforce reflects the diversity of the world and community we’re based in. We positively encourage applications from all individuals irrespective of their gender, age, home country, ethnic background, sexuality, religious beliefs or disabilities.

If working here wasn’t good enough in itself, we also offer a wide selection of benefits.

HolidaysWe offer 25 days annual leave, plus bank holidays. In addition to this, we also offer six discretionary days, four days at Christmas and two days at Easter. We also provide the option to buy additional annual leave of up to ten days per annual leave year.

Discounts, Discounts, DiscountsYou can join the University Perks at Work discount scheme, which offers exclusive deals and discounts at your high street favourites, restaurants, cinemas, holidays and many more. You can also purchase a Totum Card and download the Totum App for further discounts and offers, and enjoy keeping fit for less with a discounted membership at the University gym.

Benefits

With usWorking

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“Along with the variety and opportunities my job offers, I love the freedom I am given to shape my role and explore new and exciting ways of working. “It’s great to be part of the Guild family, and I am hugely thankful for the endless amounts of support and opportunities I have been given here so far.”

Susanne Harris, Communications Manager. Employed since June 2014

“Working here has really helped to carve out a clearer career path for me. The support from management is fantastic and the opportunities come thick and fast. You truly never know what to expect from a days work!”

Dan McGinley, Bars Supervisor?. Employed since August 2017

83% of our employees would wholeheartedlyrecommend the Guild as a great place to work.

Events & SocialsFrom our annual Christmas party to free Mountford Hall gig tickets and socials organised by your Staff Representatives throughout the year, there’s opportunities to mix with colleagues outside of the working day.

Learning and DevelopmentIf you’re keen to further your skills, knowledge and experience, we provide a range of ways you can boost your personal development. There’s money in the pot to invest in you.

VolunteeringMake the most of the opportunity to give something back with five paid days for volunteering leave.

Flexible WorkingYou can request to work more flexible hours to suit your lifestyle.

Car ParkingIf you travel to work by car, you can make use of the various car parks in close proximity to our building which can be accessed at the swipe of your University staff card.

Employee Assistance Programme (EAP)Access the EAP and get extra support as and when you need it. Ran in conjunction with the University of Liverpool, the EAP offers confidential counselling and information to support staff with personal or work-related issues which may be affecting your health, wellbeing or performance.

Occupational Sick PayEmployees with over six months service are eligible for occupational sick pay, in line with our attendance procedure.

Salary Sacrifice SchemesTrade in part of your salary for a non-cash benefit via the Childcare Voucher or Cycle to Work scheme – giving a little bit can go a long way.

Pension SchemeYou can put it away for a rainy day by entering our pension scheme.

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About The Role

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Job Description

Governance Co-ordinator

Governance Co-ordinator Job Title: Responsible To: Responsible For: Salary:

Chief Executive None £ 25,818 (pro rata 0.8, 4 days a week)

Deadline for Applications: 2nd March 2020 Interviews: Week beginning 16th March

Summary of Post

Liverpool Guild is a lobbying organisation that brings people together and works with them to bring about positive change.

The Governance Co-ordinator’s main remit is to be responsible for the administration of the governance functions of Liverpool Guild of Students ensuring legal compliance and to support its senior management in delivering organisational objectives.

Specific Duties

Committee Support

For Trustees meetings, committees, Companies Act meetings, members’ meetings, meetings with the University of Liverpool and other internal and external meetings:

Formulate with the Chair and Chief Executive the agenda, organise thesupporting reports and liaise with those members of staff or trustees who maybe required to prepare papers for meetings;

Schedule meetings, providing proper notice to members, coordinate thecompilation and distribution of papers in a timely and accurate manner inadvance of the meetings;

Brief Chairs ahead of meetings

Attend and take accurate minutes of the meetings and produce action logs,complying with the Companies Act 2006 and best practice for charities;

Check and confirm the quorum at meetings;

Ensure the safe custody of the official record of the Board of Trustees’ business,including signed minutes;

Respond informatively to queries from members of committees and attendees ofmeetings;

Make the necessary logistical arrangements for meetings, including roombooking, refreshments etc;

Prepare for approval committee terms of reference and rules relating to thecomposition, quorum, chairing and frequency of committee meetings inaccordance with the Governing Documents;

Maintain an accurate register of the members and attendees of allcommittees/meetings and their contact details;

Prepare induction packs for trustees and members of committees;

Prepare and update an annual schedule of matters detailing the planned detailedwork for each meeting/committee;

Organise the Annual Members Meeting and provide support to the Chair duringthe meeting;

Ensure that best practice and legal compliance is adhered to at the Trusteesmeetings;

Undertake an annual effectiveness review of the Board; and

Attend and organise the Board of Trustees annual Away Day.

Company Secretarial Support

Advise on, and be responsible for the proper approval of changes to, theGoverning Documents;

Ensure that the Guild’s policies and procedures are up to date, accurate, centrallystored and available, and approved;

Draft policies or procedures that may be required;

Maintain a database of policies and procedures and their status;

File returns, appointments, resignations, accounts and other required informationto Companies House and to the Charity Commission within the prescribeddeadlines;

Act as the principal point of contact with the Charity Commission;

Maintain statutory and other registers including the Register of Directors andRegister of Members;

Project manage the production of the Guild’s Annual Report, liaising with theDirector of Finance;

Maintain a database of other key legislation, linked to the schedule of policiesand procedures, and ensure that strategies for compliance are developed andimplemented;

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Administer the Guild’s risk management strategy, updating and reporting to theTrustees at least annually;

To keep informed of governance developments for companies, charities andstudents’ unions and to disseminate this information for the Guild’s seniormanagers where relevant;

Lead the process to appoint and induct new trustees including monitoringupcoming vacancies, checking the eligibility of prospective trustees, ensuringthat appointments are validly made in accordance with the GoverningDocuments and relevant legislation, and preparing letters of appointment;

Undertake an annual skills survey of the board to guide trustee recruitment;

Executive Assistant

Support the Senior Management Team;

Work closely with the Democracy Manager to ensure the effective developmentand implementation of Guild policy;

Support the strategic and business planning process as and when required;

Arranging and booking events;

Booking travel and accommodation for trustees;

Managing expenses requests for trustees in line with the Expenses Policy;

Support the administration of the Guild’s relationship with the University ofLiverpool; and

Assist with the administration of the Guild’s pension and insurancearrangements.

Information Governance

Act as the Guild’s Data Protection Coordinator and ensure compliance under theData Protection Act 2018 and the GDPR inter alia;

Draft and keep up to date key data protection policies;

Provide induction and ongoing training for staff in the area of Data Protection andInformation Security;

Maintain Statutory Registers, including a Register of Processing Activity andBreach Register;

Lead on processing Subject Access Requests;

Co-ordinate the response to, and investigate, breaches in accordance with theGuild’s Data Breach Procedure;

Provide advice and respond to queries in the area of Data Protection;

Formulate Privacy Notices and draft statements provided at the point of datacollection;

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Formulate Guild policy for the filing and retention of documents;

Review potential contracts and agreements for Data Protection compliance; and

Assist with the undertaking of the Data Sharing Agreement with the University ofLiverpool.

Other

Compile reports and manage records as required, including being responsiblefor the management of relevant Guild databases.

Be present at, and assist in the running of Welcome Fairs.

Attend meetings and training events as required.

Comply with the Guild’s policies and procedures at all times.

Comply with and promote the environmental and sustainability procedures withinthe Guild.

Undertake any other duties that may from time to time be requested.

Have a flexible approach to duties and work and, in particular, adopt a team workstyle with departments and activities across the Guild. This may involveundertaking duties in support of the activities and services of other departments.

Maintain an appropriate standard of confidentiality.

Notes

The minimum working week for the post is 28 hours. However, due to the nature of the work, actual working hours may exceed this total and may involve some evening and weekend work. This is considered part of the contract and reflected in the grading for the post.

The job description is current at 10th February 2020 and will be reviewed annually. It outlines the main duties of the position and is designed for the benefit of both the post holder and Liverpool Guild in understanding the prime functions of the post. It should not be regarded as exclusive or exhaustive.

In particular, given the grading and nature of the post, the responsibilities of the postholder may well change from time to time. The postholder may, from time to time, be required to be based at and/or work from any University of Liverpool site.

Management has the right to vary the duties and responsibilities after consultation with you.

Signed:…………………………………………………………………………………………

Name:…………………………………………………………………………………………

Date:……………………………………………………………………………………………

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Person Specification

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Criteria Essential Desirable

Qualifications

Educated to ‘A’ level standard or equivalent *

Additional Qualification in a related discipline *

Relevant training / experience in administration *

Experience

Experience of administrative work, either voluntary or paid *

Experience of PA or secretarial work *

Experience of working in a Higher or Further Education environment/ Student Union

*

Experience of managing and supporting committees/ /circulating papers/minute taking

*

Knowledge and Skills

Outstanding organisation skills, including excellent attention to detail

*

Proficient use of I.T. skills in Microsoft including: Word, Outlook and Excel

*

Assertiveness and confidence *

Excellent communications skills, both written and oral *

Able to use own initiative *

Approachability *

Reliability *

Ability to work in a busy and high-pressure environment *

Short-hand / minute-taking skills *

Personal Characteristics & Behaviours

Highly motivated, energetic and enthusiastic *

Commitment to the creation of an environment that promotes equality of opportunity whilst recognising and valuing diversity

*

Able to work in a student led, democratic environment *

Committed to the Core Values of the Guild *

Commitment to excellent standards of customer care *

Flexible working attitude *

To go about the role in a resource efficient manner, in keeping with our environmental policies

*

Your application should include:

Please send your application by email to: guildjobs@liverpool.ac.uk

For an informal conversation about this opportunity, please contact:

Jenny Thomas HR Manager: jennyt@liverpool.ac.uk

Key Dates

You will need to be available for interview on the date listed below if you are shortlisted.

Closing date for applications: 2nd March 2020

Interviews: Tuesday 17th March 2020

How to Apply

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