Sports Coordinator: Transport & Administration Edinburgh University Sports Union

Edinburgh University Sports Union (EUSU) seeks a highly organized and proactive sport
Coordinator to strengthen the team to support the delivery of activities mainly focused on transportation and
administrative tasks. The role will help develop and maintain the transportation plan and procedures for:
Edinburgh University Sports Union (EUSU) and a range of administrative tasks to
efficiency and professionalism in all its activities.

Position: Sports coordinator: Transport & Administration

Department / School: Edinburgh University Sports Union (EUSU) / University Sports &

Reports to: Sports Program Manager
Grade: UE05 (£23,487-£27,116)
Info: Full-time, indefinite

Task target

To help further the success and exceptional reputation of Edinburgh University Sports
Union (EUSU) by providing administrative support to EUSU personeel staff and club committees
with particular emphasis on maintaining efficient office management, transportation, membership
system control and developing processes and procedures for clubs. Working as part of the
Sports coordinator team overseeing transportation and administration and the broader objectives of:

Main responsibilities

A. Transportation (60%)
a. Provide effective service and clear advice to clubs and other employees about:
transport procedures and bookings. Support driver training and ensure:
b. Coordinating transport bookings for all clubs (buses and rental cars), for maximum efficiency
of all BUCS bookings. Plan and prioritize activities to ensure operational efficiency.
c. Ensure vehicle insurance is processed for car rental and manage the collection of:
authorized university driver forms, and contacting university insurance
Department on any accidents.
Dec 2021
d. Fully coordinate minibus tests and AA online driving platform, collect and record everything
Needed information.
e. Liaising with Edinburgh Coach Lines and Arnold Clark to ensure and maintain the best deals
f. Report on transport bookings, incidents and finances.
g. Support the strategic direction of transport supply and education.
B. Administration (20%)
a. Ensure effective office administration, to support existing systems and processes,
making sure everything is done efficiently
b. Support in the organization of internal and external activities & events, collecting and
recording defined information documentation as requested, to ensure activities are
efficiently managed
c. Distribution of information to club officials and committees, responding to and resolving
to ask
d. Provide timely responses and resolutions to general member and general questions
public via Sports Union generic email account
e. Support clubs with bookings (rooms, meals after the game, etc.)
C. Databases & Inventories (10%)
a. Collect and maintain EUSU data, including; Sports membership data, HEAR reports,
Edinburgh Award, Approved Coaches and Volunteers, Archives and Cataloging, Risk
assessments & email distribution lists, all via MSL (membership system / EUSU
b. Ensure all clubs have up-to-date safety policies and inventories
c. Ensure the collection of the EUSU calendar in a timely manner and with a high
quality and up-to-date on the membership site.
D. Policies and procedures (5%)
a. Arrange for booking meeting facilities for EUSU Committee and CVA meetings
b. Timely dissemination of information (agenda, minutes & papers), identifying
attendees and effective communication with all EUSU committees
c. Supporting committee chairmen with administration and preparation for all meetings
Dec 2021
d. Support clubs in their AGM process and ensure all clubs are constitutionally filing up-to-date
changes & minutes
E. Meetings & Events (5%)
a. Attend events, meetings and other committee meetings as directed by the line manager
Planning & Organizing
• Maintain and update transport booking, driving test and club arrangements
procedures continuously in an orderly and efficient manner.
• Provide support to EUSU Club Committees as needed
• Support EUSU staff in organizing and executing events / campaigns / communication
and improvements, often six months ahead, in support of EUSU activities.
• Organize and prioritize own workload on a monthly basis to achieve overall agreed
priorities, while remaining flexible to respond to unexpected events and make adjustments
set priorities in consultation with the Sports Program Manager.
• Assist with member questions, complaints, concerns, feedback, to determine
appropriate course of action, subject to confidentiality where appropriate.
• Adopting a flexible and practical approach to competitive demands from clubs to meet their
• Liaise with EUSU personnel to resolve any scheduling issues (transport bookings, match
timing, facility availability) to maintain a high level of member satisfaction.
• Follow policies/procedures when dealing with club/customer inquiries to ensure a:
smooth and efficient office environment.
• Regular consultation with the line manager to agree priorities (daily, weekly, monthly) and to
better ways of working, but planning and prioritizing one’s own work from day to day.
Dec 2021
Knowledge Skills and experience
Feature Essential Desirable

Qualifications and achievements

• Educated to HNC level • Educated to Degree level
• Full, clean driving license
Work and other
• Office experience
• Basic knowledge of
British/Scottish Student Sports
• Knowledge and experience of
working with databases and other
office systems and procedures.
• Experience in sports
• Experience of working in a
Students Sports environment
• Coordinating experience
transport bookings
• Track record of working with
partner organizations
Skills and
• Competent level of IT competence
(word, excel, powerpoint, outlook,
website & wiki management and
publishing house).
• Accuracy and ability to prioritize
tasks within a routine.
• Ability to exchange base
oral or written information.
• Developed interpersonal and
communication skills, both written
and verbally.
• Specialist or advanced
knowledge of IT
• University experience
driving procedures
• Ability to write reports
• Ability to work flexibly
hours with the occasional evening
and weekend work
• Striving for results.
• Focused, Organized, Flexible and
• Ability to work as a member of a
• Empathy with students
• Passion for sports and physical
• Ability to communicate effectively
oral and written
• Interest in and knowledge of
University sport and physical
• Resistance


This is an exciting position within the Edinburgh University Sports Union that provides a
comprehensive transport plan for Edinburgh University Sports Union and coordinates a huge
range of administrative tasks. The position has no formal line management but will enjoy
significant interaction with colleagues at the University of Edinburgh. You report to the
Sports Program Manager and work as part of the EUSU team. The feature has extensive
development potential. Flexible and collaborative working are important aspects of this role. The roll
will affect the education and development of others.

Extra information

University of Edinburgh

The university currently has more than 40,000 students in courses of study in more than 100 academic
disciplines and coming from more than 150 countries around the world
For more than four centuries, our people and their achievements have rewritten the history of time and
again. They’ve explored space, revolutionized surgery, published time-defining books, the…
way for life-saving medical breakthroughs and introduced the world many inventions, discoveries
and ideas from penicillin to Dolly the sheep. We have believed that anything is possible.
As an employee you will be part of one of the world’s leading universities, with 22 schools
divided among 3 colleges offering more than 500 undergraduate and 160 postgraduate courses to
more than 40,000 students per year. Professional services are critical to this success, as are our
world-class educational, research and student facilities. In fact, we are one of the top employers in
Edinburgh, employing over 12,500 people across a wide range of academic and support roles.
As a world-changing, leading university, we are an exciting, positive, creative, challenging
and rewarding place to work. We support you, nurture your talent, develop and reward
success and integrate academic, professional and personal career goals, and give your
career the advantage of a great and distinguished reputation.

The University of Edinburgh is a charity, registered in Scotland, with registration number
Sport and exercise at the University of Edinburgh
University Sport and Exercise voted ‘Best Educational Sports Facility of the Year in the UK’
in the 2019/20 National Fitness Awards, and enjoys a nationwide reputation for the quality of its
facilities, services and programs. We are regularly ranked as one of the best sports universities
in the country, and our offer includes individual well-being, personal fitness, sports therapy,
event management, workforce development, rec sports and international sports performance. Bee
Sports & Exercise we are open to everyone.

Learn more about The Sports Union, sports facilities and services, including a 360 degree tour
of the facilities, visit the links below:
Application procedure

All applicants must apply online at the University of Edinburgh portal. The application process is:
quick and easy to follow, and you will receive an email confirming the secure receipt of your application.

You can submit a resume and other attachments via the online system.
Further information about this vacancy can be obtained by contacting:
• Millie Doherty (Sports Program Manager) at

Please submit your candidacy here.


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