Officer Support Administrator

We have an exciting opportunity for the Officer Support Administrator to support the SU elected officers during their one-year term, helping them lead effectively and make a real impact.

The successful candidate will provide high-quality administrative and executive support, from managing diaries and preparing briefings to coordinating handovers and ensuring officers are set up to succeed. You’ll also support the SU President and Chief Executive, helping maintain leadership continuity and smooth governance operations.

What’s on offer:

Salary: £18,796 - £21,023 (FTE of £28,585 - £31,973) per annum, plus excellent benefits including holidays and contributory pension scheme

Hours: 24 hours per week (8.30am – 4.30pm Mon-Thurs and 8.30am - 3.30pm Fri). Flexibility of working hours is reasonably required from time to time to meet the requirements of the post. This includes occasional evenings and weekends. We offer hybrid working with 2 days working on campus.

Location: Warwick SU, Coventry, West Midlands. Occasional off-site working is required

Closing Date: Monday, 2^nd June 2025, 9am (This vacancy and advert may close early if sufficient applications are received. Please submit your application as soon as possible to ensure prompt consideration).

Interview Date: Week commencing 9^th June 2025

Benefits: Pro-rata of 20 days holiday plus no less than a total of 15 days at Christmas, Easter, New Year, May Day, Spring and Late Summer bank holidays or days in lieu thereof, a dedicated wellbeing programme, cycle to work scheme, employee assistance programme, substantial pension scheme and salary extras. 

Who are we?
Part business, part charity, part membership body, Warwick Students’ Union is a vibrant place to work.

An independent organisation in our own right, we’re professionally run, but different. Our talented teams support elected student leaders to make change, improve lives and fulfil potential; we empower them to make all this happen.

Warwick Students’ Union is one of more than 550 students’ unions across the country. And with more than 25,000 members, over 250 societies, over 60 sports clubs, hundreds of elected representatives, a huge range of services and a bold strategy, we’re one of the most exciting.

Who you are:
Are you passionate about fostering growth and well-being in a dynamic and culturally rich environment? As an Officer Support Administrator at Warwick Students' Union, you will play a pivotal role in supporting our elected officers, from managing their diaries to coordinating impactful cultural events.

Why apply?
The exact opposite of corporate, we’re progressive, passionate individuals working to make a difference in unconventional workplaces.

In return for your enthusiasm and experience, we offer a competitive salary for the non-profit sector, an excellent holiday allowance, a dedicated wellbeing programme, cycle to work scheme, employee assistance programme and substantial pension scheme. 

We’re committed to equality of opportunity for all. We welcome applications from individuals regardless of their race, ethnicity, sexual orientation, religion, age, gender, or disability status. We want to support diverse and inclusive work environments and are actively looking for people who share our values.

Whoever you are, we’d love to hear from you.

Any queries, please contact jobs@warwicksu.com.

JOB DESCRIPTION

JOB TITLE: Officer Support Administrator

REPORTS TO: Deputy CEO with dotted line to Learning, Inclusion & Development Manager

WORKS CLOSELY WITH: Learning, Inclusion and Development Manager, Full Time Officers, Part Time Officers, Student Voice, and Director of Membership.  

MAIN PURPOSE FOR JOB: This role exists to support SU elected officers to lead effectively during their one-year term by providing high-quality administrative and executive support.

The postholder ensures officers are set up to succeed, from managing diaries and briefing documents to preparing handover resources.    

In addition, the role provides administrative support to the SU President, and Chief Executive, enabling leadership continuity and smooth governance operations.

The role involves a blend of proactive planning and responsive problem-solving.  It will often act as the calm centre in a fast-paced officer environment

MAIN RESPONSIBILITIES:

 1. Officer Administrative Support.

• Manage the diaries of elected officers, including scheduling internal and external meetings.
• Coordinate logistics for officer meetings and events (room bookings, catering, tech needs).
• Prepare and distribute briefing packs, agendas, and meeting papers in advance.
• Support officers with essential SU processes such as money request forms, external speaker forms, documentation, and reporting deadlines.
• Provide weekly highlight summaries to officers, keeping them updated and focused on key activity.
• Print and collate physical papers and resources for meetings and campaigns as needed.

2. Officer Support and Continuity

• Track officer attendance, holiday requests, TOIL and engagement in key meetings.

3. Executive Support to Leadership

• Provide administrative and executive assistance to the SU President and Chief Executive, including diary support, briefings, and meeting prep.
• Attend senior meetings where appropriate to take notes and manage follow-ups.
• Maintain confidential information and manage sensitive communications with discretion and professionalism.

Person Specification

Essential

• Proven experience in administrative, executive support, or coordination roles.
• Strong organisational skills with the ability to manage multiple schedules and priorities.
• Excellent written communication and briefing preparation skills.
• Proficient in Microsoft Office / Google Suite tools (Docs, Sheets, Calendar, etc.).
• High levels of discretion and professionalism when handling sensitive or confidential information.
• Experience working with students, elected officers, or in a Students’ Union or charity context.

Desirable

• An understanding of governance structures in non-profits or public sector organisations.
• Ability to produce high-quality briefing summaries and meeting documentation efficiently.
• Comfortable working independently and using initiative in a fast-paced setting.
• Experience drafting or proofreading formal communications (reports, governance papers etc.)