JOB TITLE: KPA COORDINATOR (FIXED-TERM, PART-TIME – INTERIM POSITION)

Location: Keele University (Office-based, with potential for hybrid working)
Hours: 21.75 hours per week (0.6 FTE)
Contract Type: Fixed term for 12 months (with possibility of extension)
Start Date: On or before 1st Oct 2025
Salary: £16,165 per annum (FTE £26,942) | Hourly rate: £14.30
About Us
The KPA is Keele’s postgraduate specialist students’ union. The only separate union in the country to take care of the PG specific issues. Our primary charitable objective is to provide support for postgraduates, which guides all our activity; from lobbying and working together with the Keele University and working in collaboration with Keele SU to help build and develop Keele’s postgraduate community.
About the Role
We are seeking a highly organised and detail-oriented Finance and Administration Officer to join our team. This is a key role within the organisation, providing essential support to ensure the smooth running of our financial, administrative, and operational activities. The successful candidate will play a vital role in managing our bursary scheme, supporting trustee meetings, and ensuring compliance with charity regulations.
This is a part-time, fixed-term position for 12 months, with the possibility of extension. The role is office-based at Keele University, with some flexibility for hybrid working. Regular in-person attendance is required for trustee meetings, bursary committee meetings, and other key events.
Key Responsibilities
Finance
Process and pay invoices, ensuring timely and accurate payments.
Issue invoices for services provided by the Association and follow up on overdue payments.
Manage payroll for staff, Sabbatical Officers, and casual workers.
Record all income and expenditure using the KPA Bank Tracker.
Conduct regular bank reconciliations and prepare quarterly financial reports for trustees.
Liaise with the charity’s accountant to assist in the preparation of annual accounts.
KPA Bursary Scheme
Manage all enquiries and applications to the bursary scheme.
Provide support and advice to students applying for bursaries.
Service monthly Bursary Committee meetings, including circulating applications and taking minutes.
Communicate with applicants, process claim forms and ensure accurate payments.
Liaise with the Keele Alumni Team regarding donations and provide regular reports on scheme expenditure.
Charity Commission Reporting
Maintain an up-to-date list of trustees on the Charity Commission website.
Upload the charity’s annual report and accounts by the required deadline.
Committee Elections
Support the Chief and Deputy Returning Officers in organising twice-yearly committee elections.
Ensure accuracy and adherence to election rules throughout the process.
Onboard newly elected Officers, completing all necessary documentation.
Postgraduate Celebration Event
Work with KPA Officers to plan and deliver the annual Postgraduate Celebration Event.
Oversee the Bob Beattie Awards Scheme, from launch to prize presentation.
Trustee Meetings
Organise quarterly trustee meetings, including agenda preparation and document circulation.
Take accurate minutes and ensure follow-up actions are completed.
General Duties
Act as the main point of contact for all enquiries, directing them to the appropriate team member.
Support the KPA Officer Team in adhering to charity and democratic procedures.
Always present a professional image of the organisation.
Person Specification Essential
At least 2 years’ experience in an administrative and finance role.
Qualified to degree level.
Experience
Experience working for a charity in a finance/administrative role, including uploading annual reports and accounts.
Experience distributing grants or bursaries.
Experience organising trustee meetings and taking accurate minutes.
Experience with financial procedures, including bank reconciliation, transaction recording, and invoice payments.
Knowledge
Knowledge of charity and student union operations.
Proficiency in MS Office (Outlook, Teams, Word, Excel, Forms, etc.).
Awareness of university life, postgraduate students, and the challenges they face.
Understanding of the importance of democratic processes within a student union.
Skills
Excellent written and verbal communication skills.
High level of accuracy and attention to detail in finance and administration.
Methodical, calm under pressure, and able to manage multiple tasks simultaneously.
Confident working independently and as part of a team.
Sympathetic to postgraduate students and able to respond to queries in a timely manner.
Ability to maintain strict confidentiality.
Strong organisational skills and ability to meet tight deadlines.
Why Join Us?
Opportunity to make a meaningful impact on the lives of postgraduate students.
Flexible working arrangements, including potential for hybrid working.
Supportive and collaborative team environment.
Chance to develop skills in charity finance, administration, and event management.
How to Apply
To apply, please submit your CV and a cover letter outlining your suitability for the role to kpa.chair@keele.ac.uk by 13/09/2025.
For an informal discussion about the role, please contact kpa.chair@keele.ac.uk.
Job Type: Part-time
Pay: £14.30 per hour
Work Location: Hybrid remote in Longport ST5 5N

Please refer the Job description for details