Job Description

We are looking for someone who can provide high quality administration support within the HR and Governance function. This role could suit a recent graduate looking to develop experience in these areas.

The People department is a central supporting department within Kent Students' Union and is responsible for implementing the Union's 'People Plan', ensuring our people are all working together to achieve our charitable purpose.

Summary of duties:

Responsible for providing high quality and reliable HR and Governance administrative support, maintaining the highest standards of confidentiality. Recruitment, including checking candidates' right to work and supporting with onboarding. To support the department in fulfilling employment opportunities for students. To be the first point of contact for general HR and Governance enquiries from both internal and external customers. Gathering appropriate data and reports to provide to the Director and Managers of People & Governance. Promote equity and diversity as part of the culture of the organisation. Being self-motivated, a good communicator with excellent IT skills and have the ability to meet deadlines, with good attention to detail.

Job and Person Spec:

Duties and Responsibilities

To co-ordinate all recruitment for Kent Students' Union, ensuring Recruitment, Selection and induction Policies are adhered to To triage general HR and Governance enquiries To ensure accurate HR and Governance records, databases files and systems are maintained with absolute confidentially and in line with the GDPR To abide by all relevant legislation and statutory requirements pertaining to HR and Governance Provide support to Managers on all issues relating to the performance management and development plans of our people. To co-ordinate and support inductions and key training events which include; rolling development programme, staff development days, staff socials and wellbeing events Co-ordinating the monthly absence management process working with line manager to highlight absence issues To provide general administrative support, including minute taking, typing minutes, letters, memos and reports, and archiving files Carrying out project work, to improve the systems within the HR and Governance functions Administration of Compliance, Legislation and Regulation review and administration of strategic risk register Administration of policy review dates and deadlines Administration of Board/Committee meetings, chasing papers, creating and updating action logs, booking meeting rooms, F&B, parking permits To provide guidance within the organisation on equality of opportunity, challenging discrimination, championing diversity and promoting inclusiveness

People Responsibilities

To encourage open feedback and debate from team members across all departments.

Financial Responsibilities

To ensure best value for money is obtained within the HR and Governance functions, and to ensure all financial procedures are adhered to To ensure monthly staff hours are provided to the University in the required format, informing the pay office of any changes in details/pay or additional payments

Expected Behaviours

To attend training sessions, and appropriate meetings as and when required by Kent Students' Union. To contribute to the positive image of Kent Students' Union with students, the University and the local community. Foster positive relationships across all levels of the organisation. To ensure systems are in place to reduce Kent Students' Unions' impact on the environment. To represent Kent Students' Union and adhere to organisational policies and procedures. To contribute to the positive image of Kent Students' Union with students, the University and the local community. Carry out other duties and activities as reasonable be required to support colleagues in achieving Kent Students' Union's Strategic Plan. To lead and champion the use of the Behaviours Framework across the department and ensure its integration in to all performance management structures.
See our website for a full Person Spec.

About the role; Summary of terms

This is a full time position. The contracted hours are 35 hours per week This post will be based at the University of Kent, Canterbury Campus.

Salary

The salary for this post is 5.2 with an annual salary of 24,698

Probationary arrangements

This post is subject to a 6-month probationary period, with 1, 3 and 6-month reviews.

Notice Period

The notice period for this position is 4 weeks.

Annual Leave Entitlement

The post holder is entitled to 23 days' leave, increasing by 1 day a year to a maximum of 28 days; 6 'customary' days' leave, normally taken over Christmas; and the 8 statutory leave days for England (full-time equivalent). Total entitlement is therefore 37 days in year 1, rising to 42 days after 5 years.

Pension

The post holder is entitled to join the Superannuation Arrangements of the University of London (SAUL), CARE pension scheme with PensionsPlus (salary sacrifice), in which Kent Union contributes 16% and employees contribute 6% of salary.

Hours of Work

The contracted hours are 35 hours a week, with flexibility over work hours and times.

Benefits

Kent Students' Union is committed to facilitating a healthy work-life balance and has cutting edge flexible working policies. Below is a list of some of the staff benefits:

Generous holiday entitlement Generous pension Maternity, paternity, shared parental, adoption and grand-parent leave Career break Time off for volunteering Time off for emergencies and compassionate leave Flexible working requests Time off in Lieu Short notice annual leave days (or 'duvet days') Workplace Nursery Salary Exchange scheme Cycle to Work scheme Length of Service rewards Staff recognition scheme Christmas and other social events

Work-Life Balance

Kent Students' Union is committed to facilitating a healthy work-life balance with opportunities for flexible working after the 6-month probationary period.

Equity, Diversity & Inclusion

We have recently implemented our new EDI strategy 2023-28 the strategy is here to ensure equity and inclusion are a priority for Kent Students' Union. Annually we review racial diversity within our workforce and it is a key priority for us to improve racial and ethnic diversity amongst our workforce, and as such we particularly welcome applications from Racially and Ethnically Marginalised People (REMP) and have introduced a REMP Priority Interview Scheme.

Pre-employment checks

All job offers are conditional on the receipt of two satisfactory references.
We are also obliged to check your identity and obtain proof of your right to work in the UK, which you will be asked to provide at interview if you are successfully shortlisted.
Induction and training
All new staff benefit from an induction from the People Team and their own team, as well as ongoing support and personal development.

How to apply:

Please submit your application on our recruitment portal at ksu.co.uk/careers.

Please ensure that you pay particular attention in your application to detailing how your experience meets the requirements of the person specification and why you are interested in the position. If you have any questions about using the recruitment portal, please email kentunionrecruitment@ksu.co.uk.

Application and Selection Process and Timetable
Applications Close: 3/11/2025, 11:59
Shortlisting: 10/11/2025
Interviews: 17/11/2025
The post will commence in January 2026

Website

Kent Students' Union's website contains further background information about Kent Students' Union to help potential applicants. Potential applicants are encouraged to look at the website prior to applying; the website address is www.ksu.co.uk.

Further Information and Questions

If you require further information, please contact:
Name - Carly Osborn or Jane Fowler
Job Title - People and Governance Managers
Email address - c.osborn-318@kent.ac.uk; j.fowler@kent.ac.uk

Job Types: Full-time, Permanent

Pay: 24,698.00 per year

Benefits:

Additional leave Childcare Company pension Cycle to work scheme Flexitime On-site gym On-site parking Paid volunteer time Transport links Work from home
Work Location: In person