Societies Coordinator (2-year Fixed-Term Contract)

We have an exciting opportunity for a Societies Coordinator to join our Student Activities team on a fixed-term contract at Warwick Students’ Union.

Joining a society is a great way for students to meet new people, explore existing interests or try something new, enhancing and enriching the experience of studying at university. With over 250 student-led societies, there is something for everyone within our diverse student membership.

What’s on offer:

Salary: From £29,729 to £33,093 per annum, plus excellent benefits including holidays and a contributory pension scheme.

Hours:Full-time 35 hours per week. Some evening or weekend work will be required from time to time and will be agreed in advance.

Location:2 days per week working from home, 3 days per week from Warwick Students’ Union, Gibbet Hill Road, Coventry, CV4 7AL. This will be subject to change depending on the business’s needs. Occasional off-site working is required.

Closing Date: Friday, 5 June 2026 at 16:00

Interview Date: TBC

Benefits:20 days holiday plus no less than a total of 18 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, 70 sports clubs, hundreds of elected representatives, a huge range of services and a bold strategy, we’re one of the most exciting.

What’s the role? Warwick SU is looking for a key addition to its fabulous societies support team. You will be responsible for providing advice, guidance and support to specific groups of student societies working in partnership with an established team of Societies Coordinators.

You will build relationships with the student executive teams that lead the Societies and provide relevant information to these student-led groups, particularly concerning planning for activities & events, health and safety, awareness of external speakers and safeguarding processes, managing finances, and legal compliance. You will develop expertise relating to your portfolio of societies, ensuring involvement is maximised, and risks are limited.

You will be responsible for keeping the student activities sections of the website up to date and using your knowledge of technology to communicate effectively with our members.

Who are you?

Ideally, you will have experience in a similar role, knowledge of youth and student culture, and a passion for supporting all students in having the best possible university experience.

You must be a confident, written and verbal communicator with strong customer service skills to succeed. You must also possess excellent planning and organisational skills. You will be highly PC literate and able to use data to improve services.

Experience in working with volunteers, conducting research or knowledge of safeguarding processes is highly desirable.

If you’re excited about the idea of working in a democratic, student-focused environment and want to work in a lively and vibrant organisation, then this job opportunity might be what you’ve been searching for.

We are committed to equal opportunities for all. We welcome applications from people regardless of their race, ethnicity, sexual orientation, religion, age, gender, or disability status. We aim to foster diverse and inclusive working environments and are actively seeking individuals who share our values. Whoever you are, we’d love to hear from you.

Job Description & Person Specification

JOB TITLE: Societies Coordinator (2-Year Fixed-Term Contract)

RESPONSIBLE TO: Societies Development Manager and, through them, the relevant Director, the Chief Executive, and the Board of Trustees

RESPONSIBLE FOR: None

WORK CLOSELY WITH: Membership Services team, Full Time Officers, Society Executives, MSL, Senior Managers, Department Managers and Welcome Hub, Nus Development Staff, Warwick Volunteers, Warwick Sport, the Arts Centre, Other University Departments and External Bodies

Main Purpose for Role: To provide a high standard of service to society members, executives and other student‑led activities, facilitating student involvement and development.

To support the provision of robust advice and guidance, ensuring compliance with the law, minimising safety and financial risk, whilst maximising development opportunities.

Main Duties / Responsibilities

Society Administration:

• To develop and manage effective administrative systems for supporting the work of Societies, particularly larger scale projects such as student conferences, trips/tours and student balls.
• To carry out a range of administrative tasks, including operating financial systems, producing and distributing correspondence/guidance notes and produce reports and statistics as required.
• To provide staff support, advice and guidance for Society events.
• To support Societies with their handover and induction activities for new Executive members and provide Society Advice and Guidance.
• To respond to routine enquiries from society members, providing high standards of customer care.
• To produce written materials for societies, giving guidance on procedures and other relevant information.
• To provide relevant information for Societies on in‑person and written activities & event planning, including information from the SU website.
• To develop good working relationships with Societies to enable us to provide an excellent service and good standards of customer care.
• To work with specific groups as directed by the line manager.
• To provide proof of election administrative support to societies.

External Speakers:

• Manage the External Speakers inbox and update spreadsheets/systems and databases. Determine the risk of an external speaker.
• Be able to offer and advise on appropriate safety protocols for high‑risk events.
• Assess speaker risk; approve where necessary or make referrals as appropriate.
• Assess Society Risk Assessments for associated speakers.
• Create & develop relationships with university partners, including but not limited to Security & the VC’s office.
• Attend meetings with a variety of stakeholders across campus, including University staff & students.
• Design & deliver online external speaker training to Society Members.
• Advise on policy & process improvements and work with the university to streamline and improve the customer journey.

Safeguarding:

• Manage and maintain spreadsheets/systems and databases.
• Determine risks identified and make referrals as appropriate.
• Be able to offer and advise on appropriate safety protocols for high‑risk activities & events.
• Liaise with external stakeholders where appropriate.
• To administer all forms & correspondence about this area.
• Assess Society Risk Assessments for activities.
• Advise on policy & process improvements and work with the university to streamline and improve the customer journey.

Events:

• To assist the Societies Officer with the organisation of annual events e.g., Societies Fair & Societies Awards.
• To work with the Societies Development Manager to deliver society‑related projects in conjunction with the VP Societies and administer the allocation of relevant grant funding.
• To provide initial advice to the Societies to ensure that they organise successful events/tours/trips.
• Provide administrative support and coordination for Event Planning.

Finance and Budgets:

• To administer finance and budgetary requests and when required to assist members who are having difficulty when completing forms or budgets.
• To support the budget application process for Societies and to monitor Society budgets.

Projects:

• To coordinate and support society related projects and campaigns in conjunction with the Societies Development Manager, VP Societies, relevant students and student groups.
• Support the development of funding bids and ensuring project plans, outputs and budgets are deliverable, and ensure objectives are drawn up and delivered in support of Officer manifestos and the SU’s strategic priorities.

Compliance:

• To support officers and society members in implementing organisational policy and procedure relevant to student activities.
• To support and advise society Execs in aspects of safeguarding in relation to their specific activities.
• To advise students on and implement health and safety policy and systems for student activities, including risk assessment and safety of equipment.
• Review risk assessments in liaison with the line manager.
• To commit to reducing the SU’S environmental impact and promote environmental and ethical good practice.
• Provide basic information across the other membership services areas of Democratic Services, Student Academic Representation, and Student Advice Service.
• Any other duties, in line with the job description that may be reasonably be required from time to time.

Expected Standards

• Maintain & update relevant society databases and spreadsheets including the MSL database.
• All systems to be easily understood, robust, accessible, and accurate.
• Work to be produced accurately, meeting deadlines and to the required format.
• To maintain impartiality according to the Student/Staff protocol.
• Knowledge is up to date, relevant and regularly maintained.
• A polite and informative service is given at all times, making appropriate referral.
• Accurate and relevant material is produced to required deadlines.
• Cost effective advice is given, maximising the effectiveness of Societies budgets.
• Health and safety procedures are adhered to and adequate risk assessment is carried out.
• Communicate outcomes effectively to members.
• Finance requests should be monitored to ensure they are for authorised purposes in accordance with Finance procedures.
• Support is given to Societies when completing documentation.
• Knowledge of Bye Laws, including how societies are approved, associate members, application of disciplinary procedures.
• Financial and safety risks are minimised.
• To be carried out in line with the SU’s environmental policy.
• Strong teamwork ethic and up to date knowledge of all Membership services.

The above tasks to be carried out with due regard to the organisation’s policy on Equal Opportunities, Health and Safety, and Customer Care.

Person Specification

Essential Skills / Knowledge / Qualifications

• Fully conversant with Word and Excel
• Highly PC literate
• Ability to stay calm under pressure
• High standards of customer care
• Experience of monitoring of budgets
• Experience of assessing risk & decision making
• Planning and organising Skills, including prioritisation
• Attention to detail
• Knowledge of health and safety & experience of risk assessments
• Systematic
• Demonstrates tact and diplomacy
• Demonstrates initiative
• Self‑motivated
• Confidentiality
• Experience of interrogating databases
• Numerate
• Literate

Desirable Skills / Knowledge / Qualifications

• Experience of working with non‑profit organisations
• Facilitation skills
• Experience of working with committees
• Flexibility of working hours
• Experience of working with volunteers
• Knowledge of HE Sector and issues facing students
• Experience of organising or managing events
• Experience in conducting research

Experience of working within a safeguarding team

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