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Part-time Representation Administrator - Reading Students’ Union

Location: University of Reading, Whiteknights Campus, Reading, Berkshire

Salary: Pro rata salary £19,174.50 per annum (based on full time equivalent of £23,968.16)

Contract: Permanent

Hours: Part time 28 hours per week (minimum of four days a week)

Location: Office based

Help students make their voices heard and be part of positive change across the University!

About Reading Students’ Union

We are a dynamic, student-focused organisation dedicated to empowering students and enhancing their university experience. Our vision is to be a place for everyone, we inspire and empower students to change the world. Check out our exciting new strategy

Representation Administrator

Are you highly organised, detail-oriented and passionate about providing excellent administrative support? Do you enjoy coordinating activities, maintaining accurate records and helping people access the information and support they need?

We're looking for a proactive and organised administrator to support the delivery of our representation, democracy and student voice activity. This role plays a vital part in ensuring our academic representation systems, elections, Student Council, CourseMate and Digital Democracy Hub operate effectively, helping students influence change across the University.

This is an exciting opportunity to contribute to the student experience by ensuring the administrative foundations of student representation are efficient, accurate and impactful.

What You'll Do

You'll provide high-quality administrative support across a range of student voice and democratic activities, ensuring information is accurate, processes run smoothly and students receive excellent support. Working closely with colleagues, student representatives and University stakeholders, you'll help create an environment where student feedback is captured, acted upon and communicated effectively.

Support Student Representation

• Maintain accurate records of student representatives, roles, contact details and terms of office.

• Support the recruitment, appointment and onboarding of student representatives.

• Act as a first point of contact for routine enquiries from representatives and direct more complex issues to the appropriate colleague.

• Coordinate representative communications, training sessions and engagement activities.

• Support representatives to access systems, resources and information needed to succeed in their roles.

• Assist with the administration of the Student-Led Teaching Awards.

Support Democracy and Elections

• Provide administrative support for Students' Union elections, student votes and democratic processes.

• Process nominations, candidate information and election records accurately and on time.

• Coordinate routine communications for candidates and voters.

• Support election briefings, events and voting activity.

• Maintain accurate records of participation and outcomes.

• Escalate queries or issues requiring professional judgement.

Coordinate Student Council Activity

• Organise meetings, agendas, papers and attendance records.

• Maintain accurate records of discussions, decisions and actions.

• Monitor outstanding actions and request updates from relevant colleagues.

• Support the publication of Student Council outcomes and updates.

• Respond to routine enquiries and signpost where appropriate.

Maintain Student Voice Systems

• Keep information within CourseMate and the Digital Democracy Hub accurate, current and accessible.

• Track feedback, actions and outcomes, ensuring students can see the impact of their contributions.

• Support students and representatives with routine system enquiries.

• Monitor published information and highlight missing, delayed or inaccurate content.

• Help ensure student feedback is directed through the appropriate processes.

Ensure Excellent Administration and Data Management

• Maintain clear, accurate and organised records across representation and democracy activity.

• Coordinate meetings, bookings, communications and administrative processes.

• Manage routine enquiries through shared inboxes and communication channels.

• Monitor deadlines and follow up outstanding actions and information.

• Produce routine reports and data summaries.

• Handle confidential information in accordance with data protection requirements.

• Support the Representation Coordinator and Representation & Insights Manager with operational priorities and projects.

About You

We're seeking someone who is highly organised, reliable and committed to delivering excellent support services.

Essential

• Experience providing administrative or coordination support.

• Excellent organisational skills and attention to detail.

• Experience maintaining accurate records and managing information.

• Strong communication skills with the ability to support a wide range of stakeholders.

• Confidence using Microsoft 365 and digital systems.

• The ability to manage multiple priorities and meet deadlines.

• A proactive approach to identifying issues and following up actions.

• A commitment to providing inclusive, student-focused support.

Desirable

• Experience supporting elections, governance or democratic processes.

• Experience working with students, volunteers or elected representatives.

• Experience within a Students' Union, Higher Education, charity or membership organisation.

• Knowledge of student representation, democracy or the Higher Education sector.

Please click the link below for the full job description:

Representation Administrator Job Profile

Why Join Us?

• Inclusive and supportive team culture
• Flexible working options
• 35 days’ annual leave including Christmas and Easter closure days
• Professional development opportunities
• Unique working environment in the heart of a vibrant Students’ Union, set on a stunning, green campus.

Ready to make our data-led strategy a reality? Apply today!

Committed to equality, celebrating diversity, and embedding sustainability—building an inclusive workplace and a brighter future for all.