Role Descriptions
The Leadership Team
The Leadership Team is responsible for defining the vision and setting the direction of the society.
PRESIDENT
The President is the leader and figurehead of the society. They define a vision as well as set specific goals, objectives and strategy for the year.
Primary Responsibilities:
Leading the society Team Leaders and supporting the executive team to run the society’s activities
Managing relationships with stakeholders and partners internal and external to the University, including securing sponsorship
Ensuring the society’s continuity beyond their tenure
Keeping the society open and inclusive to all
Key Skills:
The role of President is demanding, and candidates will need to be highly organised to keep track of the various activities of such a large society
The President must be confident enough to act as a leader and mentor to their team and the society as a whole
The President must be an effective delegator, prioritising both the development of their team and the efficient completion of tasks
Throughout their tenure, the President will need to be highly driven in order to face the various unique challenges that will likely arise
VICE PRESIDENT
The Vice President supports the President in leading the society and will be required to take on various supporting tasks, in particular with large-scale events and operational and strategic changes.
Primary Responsibilities:
Work directly with the society Team Leaders to help realise their strategies and individual aims
Identify the needs of society members to inform the society’s areas of focus for the year, generating new ideas to add another dimension to the society
Act as a leader for the society to ensure effective communication and engagement at every executive team-level
Key Skills:
The Vice President must be very organised and driven
The Vice President needs to possess event management, communication, and time management skills
The Vice President must be a willing and vocal leader in order to lead and coordinate the society teams and support the entirety of the executive team
The Finance Team
The Finance Team is responsible for looking after the society's accounts to ensure the society has enough funds for the year ahead. It's key for the positions to communicate effectively with each other to make sure financial records are consistent and Warwick SU financial regulations are handled diligently.
TREASURER
The Treasurer is the Finance Team Lead. They are directly responsible for the society's finances, both in the long term and in the day-to-day operation of the society, acting also as the financial advisor within the society.
Primary Responsibilities:
Overseeing and maintaining current society finances
Working with the Sponsorship Director to prepare a forecast for the year ahead
Prepare financial planners (budget) for all society events
Keeping track of sponsorship payments and working with the SU to ensure smooth operation of the Society’s accounts
Keeping track of the society’s inventory
Keeping up-to-date with the SU finance system to ensure payments and reimbursements are made promptly
The Treasurer must be proactive in supporting sponsorship acquisition and filling out the required financial forms
Key Skills:
The Treasurer must have numerical competency, an attention-to-detail and understanding of financial statements
The Treasurer must be a clear communicator to ensure society stakeholders are aware of the financial situation
The Treasurer will need to build good relationships with the relevant SU coordinators and finance staff to help speed things through
The Treasurer must be organised and maintain their own account of society finances to confirm those shown by the SU’s system (knowledge of Microsoft Excel is desirable)
SPONSORSHIP OFFICER
The Sponsorship Officer leads the sponsorship hunt throughout the year. They liaise with the Treasurer to form the sponsorship strategy for the year and to process sponsorship contracts.
Primary Responsibilities:
Create a sponsorship structure which will be promoted to prospective sponsors and partners with the goal of creating lasting relationships
Maintain existing relationships with internal and external sponsors and partners
Negotiate sponsorship agreements with prospective sponsors
Lead and coordinate the collaborative effort to contact prospective sponsors and partners
Work with the Treasurer to process financial sponsorship
Act as the point of contact with the various engineering institutions (IET, IMechE and RAEng)
Key Skills:
The Sponsorship Officer must be a confident networker, including proactively going to careers fairs and networking events to meet prospective sponsors or partners
The Sponsorship Officer must be able to liaise with and respond to companies in a professional and timely manner and prepare stakeholder reports to keep sponsors updated about our activities
The Sponsorship Officer must be organised and have good communication skills
The Operations Team
The Operations Team is responsible for ensuring the executive team (and wider society) are functioning efficiently and with effective communication. In addition, they are also responsible for overseeing the society’s other ventures.
SECRETARY & OPERATIONS DIRECTOR
The Secretary & Operations Director is the Operations Team Lead. They ensure the society runs smoothly internally, including organising and chairing meetings, booking rooms and writing meeting minutes. The Secretary & Operations Director should be aware of how all exec roles function and be willing to take on responsibilities that don't necessary fall to a specific position.
Primary Responsibilities:
Organising and chairing the weekly executive meetings
Taking minutes at all major executive team meetings
Overseeing the operational structure of the society, bringing together relevant executive team members in working groups when working toward large-scale projects (e.g., Week 0)
Coordinating with other executive team members to ensure that actions discussed in meetings are carried out successfully and within agreed deadlines
Making sure members of the executive team are able to fulfil their roles, providing operational help to the team wherever a problem arises
Overseeing the writing of the weekly emails that are distributed to all members of the society
Ensuring society members have opportunities to be proactively involved with the society by organising the society outreach team
Lead the Year 1 Ambassador and Postgraduate Officer selection processes in Term 1
Key Skills:
The Secretary & Operations Director must be able to take a holistic view of the complex organisation of the executive team to promote efficient and effective communication and collaboration
The Secretary & Operations Director must be versatile and organised, with the ability to quickly respond to sudden changes or urgent matters
The Secretary & Operations Director must be an accurate and concise communicator, as much of their responsibility involves producing written documents (e.g., meeting minutes)
The Secretary & Operations Director must be a coordinator and a motivator, pushing the team to achieve their best
TECHNOLOGY OFFICER
The Technology Officer has direct responsibility of all technology which underpins the society’s operation, including the society’s website, email platform, storage drive and various Microsoft Teams. They are also responsible for technology at both in-person and virtual events, liaising with University departments to book out screens, digital signage and Live Event capacity where required.
Primary Responsibilities:
Leading the recruitment of a Technology Ambassador to assist with day-to-day technology tasks
Managing the society website and webserver platform
Working heavily with the Secretary & Operations Director to ensure good flow of communication internally within the executive team
Assessing the society’s current use of technology to improve the executive team’s workflow and interaction with members
Improving and maintaining the Warwick Engineering Society PDR point scanners
Scheduling society Live Events on Microsoft Teams
Key Skills:
The Technology Officer must be someone with a passion for technology; programming skills (preferably Python) are desirable, but not mandatory
The Technology Officer must be someone with an eye for detail, ensuring that the society website is accurate, functional and aesthetically pleasing
The Technology Officer must be diligent and thorough, ensuring technology functions properly before, during and after an event (e.g., PDR Scanners, Microphones, Cameras, etc.)
The Technology Officer must be familiar with the use of technology for remote working and society operation, whilst adhering to the University’s software framework
SPORTS OFFICER
The Sports Officer plans, organises and executes the society’s sporting events, ensuring the society is represented at University-wide sporting competitions and leagues.
Primary Responsibilities:
Maintaining all of the Men’s football teams and assembling Women’s teams
Leading sports trials for the selection of team members, including team captains, for all teams
Working with the Sponsorship Officer to obtain a sports kit sponsor
Ensuring that sports team members are integrated into the society (e.g., joint socials, awards at the Ball, etc.)
Working with the Welfare & Equal Opportunities Officer to run all-inclusive sporting activities for all society members
Key Skills:
The Sports Officer should ideally already be involved with an Engineering Society sports team and have an understanding of Warwick Sport
The Sports Officer must be proactive, outgoing and a confident communicator in order to manage existing and create new teams
The Sports Officer must be organised in order to deal with the logistics of overseeing the various sports teams and working with the other relevant executive team members
PROJECTS & SAFETY OFFICER
The Projects & Safety Officer is responsible for planning, organising and executing practical (and/or virtual) engineering projects which give society members opportunities to develop and expand both their personal and team-working skills.
Primary Responsibilities:
Researching and finding practical projects that society members can get involved with and complete during term-time
Liaise with School of Engineering stakeholders, industrial partners and other societies to setup collaborative practical projects
Organise society members who wish to get involved with projects into teams and source any resources needed
Write project proposals and plan schedules so that projects can run efficiently throughout the year
Act as a guide for society members to ensure project timelines are defined and progress is maintained
Work with the Engineering Build Space team to gain an understanding of the types of projects that can be achieved within the constraints of the University
They will also be responsible for ensuring that all relevant executive team members undertake First Aid Training, ensuring the society has a First Aid capability at all required events (e.g., conferences and site visits).
Key Skills:
Be proactive and creative when finding or setting practical projects
Be an effective verbal and written communicator to liaise with participating society members and write project proposals for external stakeholders
Be proficient in the use of project management tools
Be organised and motivated in order to plan out project schedules, deadlines and deliverables.
Be a confident leader in order to make key project decisions and ensure projects run smoothly
Have a genuine interest for the practical application of engineering and willing to get stuck in
WELFARE & EQUAL OPPORTUNITIES OFFICER
The Welfare & Equal Opportunities Officer is responsible for raising awareness of STEM student mental health and leading any society mental health campaigns and events. They will also work closely with the President to ensure the society is inclusive and open to all.
Primary Responsibilities:
Ensuring the society’s welfare page is kept up-to-date with welfare resources both internal and external to the University
Lead the society’s wellbeing support, including attending SU welfare training
Lead the society’s wellbeing-focused charity fundraising efforts, including Movember
Develop current and introduce new welfare initiatives to promote awareness of and improve STEM student mental health
Work with the President to ensure the society is inclusive and open to all
Take an active role in the planning and organisation of the ‘Borderless’ diversity and equality conference
Key Skills:
The Welfare & Equal Opportunities Officer needs to be highly organised and effective at both time management and communication in order to coordinate large teams
Developing Welfare initiatives to make sure all students feel supported and heard
Strong inter-personal skills with a friendly and welcoming approach
The Events Team
The Events Team is responsible for planning, organising and executing the society’s events ranging from revision sessions to conferences and careers talks. As the largest team, it is vital that the team collaborate and communicate effectively to bring the best experiences and opportunities to the society’s members as possible.
EVENTS DIRECTOR
The Events Director is the Events Team Lead. They are responsible for the planning, organisation and delivery of the society’s 3 annual conferences, in addition to overseeing all of the society’s events (e.g., ball, elections, tour, Borderless, etc).
Primary Responsibilities:
Oversee the Events Team to manage event timelines, progress and feedback
Regularly communicate Events Team progress with the Leadership Team
Leading the recruitment of Events Officers to assist with events-related tasks, including sourcing conference speakers
Lead the planning, organisation and delivery of the society’s conferences, including on-the-day logistics, sourcing keynote speakers and working with the Design Director to form conference brands
Oversee the planning, organisation and delivery of the society’s events, including Week 0 (fresher’s week), forums, ball, tour and elections
Ensure the society’s event formats are engaging and provide value for society members
Build consistency across the events that the society hosts for members
Key Skills:
The Events Director must be highly organised and effective at both time management and communication in order to lead and coordinate large teams
The Events Director must be a confident and vocal team leader, motivating the Events Team and cross-team collaboration to effectively deliver the society’s many events
The Events Director should be an excellent networker and written communicator as they will need to contact many experienced external parties when sourcing conference keynote speakers
ACADEMIC OFFICER
The Academic Officer is responsible for leading the academic support offered by the society including delivering support sessions and producing module revision materials to aid students with their engineering studies.
Primary Responsibilities:
Supporting society members by organising academic sessions to offer academic skills development, module support and revision. These include January and summer exam support, laboratory report writing guidance and study space sessions.
Leading the recruitment of Academic Support Members to assist with academic tasks, including producing module revision materials
Producing module revision materials to aid engineering student learning
Using feedback from the society’s members to inform academic help session content
Utilising the society’s cross-year student community to build an academic community of engineers
Planning, organising and delivering academic insight events highlighting the various postgraduate and research opportunities within the School of Engineering
Working closely with module ambassadors, course representatives and SSLC members to improve the engineering student academic experience at Warwick
Key Skills:
The Academic Officer must be academically capable, with a good understanding of the course
The Academic Officer must be confident and driven in order to run large academic sessions, often in collaborate with engineering students across a range of study years
The Academic Officer must be highly organised to be able to plan academic sessions ahead of time, curating content to the needs of the society’s members
SITE VISITS COORDINATOR
The Site Visits Coordinator is responsible for organising the society’s on and off-campus site visits to University departments, engineering companies, research centres and careers fairs (where applicable).
Primary Responsibilities:
Planning and organising an interesting and varied calendar of site visits throughout the academic year, reflecting the diverse engineering degree offering by the School of Engineering
Working closely with the Treasurer, Sponsorship Director and SU to ensure all on and off-campus trips are financed and planned in advance
Working with the Careers and Events Directors to form 'PDR Point Packages' for society members during Terms 1, 2 and 3
Undergo First Aid Training, acting as a designated First Aider at site visits and other society events
Key Skills:
The Site Visits Coordinator must be organised and meticulous, as event planning packs are required to be submitted to the SU months in advance
The Site Visits Coordinator must have professional conduct, as a representative of the society’s executive team and member base during site visits
The Site Visits Coordinator must be an effective communicator, being able to liaise with companies in a professional and timely manner, as well as managing large groups of people on a site visit
The Site Visits Coordinator must be a team player, as the role requires working with many other executive team members and other stakeholders to deliver site visits
CAREERS OFFICER
The Careers Officer is responsible for planning, organising and delivering the society’s numerous, regular careers events throughout the academic year.
Primary Responsibilities:
Organising a regular series of EngCafé careers events to connect society members with prominent companies, helping to improve their knowledge of application processes
Ensuring that careers sessions are as interactive as possible and relevant to society members
Working to develop society members’ careers-related skills and knowledge by hosting careers skills sessions (e.g., how to excel at an assessment centre)
Handling applications to prominent awards bodies, including Bright Network and Engineering Talent Awards
Key Skills:
The Careers Officer must be proactive and professional in securing speakers from companies, often involving working with key society sponsors and partners
The Careers Officer must be very organised, as delivering careers events requires extensive logistical work to be completed in advance
The Careers Officer must be knowledgeable of application processes and typical career paths followed by Warwick engineering graduates
SOCIALS COORDINATOR
(Two Positions Available)
The Socials Coordinators are responsible for the planning, organisation and delivery of the society’s regular social events, in addition to a tour (if feasible). The society’s social events are incredibly important for engaging society members and promoting unity within the society community.
Primary Responsibilities:
Planning, organising and delivering a regular series of social events which are inclusive of all society members, helping to bring society members together in a community
Promote unity and cohesion amongst the executive team through team-only social events
Collaborate with other Warwick societies to continue to build the Warwick STEM and Engineering Discord communities
Key Skills:
The Socials Coordinators must be fun, creative, outgoing, energetic and organised to effectively plan and execute memorable events, no matter the attendance
The Socials Coordinators must be enthusiastic, encouraging and inclusive of members and non-members alike
The Socials Coordinators must maintain an active, visible presence within the society community
BALL COORDINATOR
(Two Positions Available)
The Ball Coordinators are responsible for the delivery of the society’s formal ball: a glamourous, celebratory evening of entertainment, food and drinks. They will work closely with the Secretary & Operations Director to form an operational working group comprised of executive team members to plan and organise such an event.
Primary Responsibilities:
Planning, organising and delivering the society’s formal ball event
Working closely with the Finance Team and SU coordinators to ensure the ball is correctly financed, ticketed and planned, whilst adhering to SU regulations
Sourcing a ball venue and organising attendee transport
Working closely with the Design Director to create a ball theme
Key Skills:
The Ball Coordinators must be creative, ambitious and organised to effectively plan and execute this memorable event, drawing upon expertise across the executive team where required
The Ball Coordinators must be excellent verbal and written communicators as they will be required to meet and liaise with stakeholders internal and external to the University
The Ball Coordinators must be highly organised and driven, excelling in project management
The Marketing & Communications Team
The Marketing & Communications Team is responsible for producing and publicising all society media to the relevant audiences. They ensure society events are publicised alongside any other news and sponsored content.
s responsible for making sure that the society is promoted properly to all the society's stakeholders - both internally and externally to the university.
MARKETING & COMMUNICATIONS DIRECTOR
The Marketing & Communications Director is the Marketing & Communications Team Lead. They are responsible for determining the society’s publicity strategy for the year to ensure the society has adequate reach and engagement within its target audiences.
Publicity is essential to the running of every society, especially one as large as EngSoc. The Head of Publicity manages our Social Media and plans strategies, both digital and active, for all events. The responsibilities previously fulfilled by the Head of Marketing will now also come under the remit of Head of Publicity and these duties can be split in any which way, making the role much more versatile.
Primary Responsibilities:
Determining a publicity strategy for the year ahead, taking into account any wider society objectives
Analysing society reach using social media insights to inform the society’s publicity approach
Coordinate the purchase of society physical marketing materials, including leaflets, roller banners, posters and branded merchandise
Representing the society in the Faculty Science Media Team
Directly managing the two Marketing & Communications Officers while overseeing other members of the Marketing & Communciations Team
Key Skills:
Approachable and enthusiastic, and willing to engage members and non-members alike
Proficiency with social media platforms such as Facebook and Instagram
Innovative - a good marketing campaign can determine attendance at events significantly
Highly organised – dealing with the vast quantity of events can be challenging with an unstructured approach
Strong team management and commmunciations skills in order to tracker society marketing and publicity progress to share with leadership while managing other Communications Team members
MARKETING & COMMUNICATIONS OFFICER
(Two Positions Available)
The Marketing & Communications Officers are responsible for ensuring the society members and wider audience are aware of society events and other opportunities. They will manage the society’s presence across various social media platforms.
Primary Responsibilities:
Ensuring all society events, opportunities and sponsored content are promoted appropriately across all relevant social media platforms
Working with the Marketing & Communications Director to ensure publicity aims and objectives are met throughout the year
Sourcing quotes for and ordering society branded merchandise
Responding to all messages received by society social media accounts, directing queries to the relevant executive team members
Key Skills:
The Marketing & Communications Officers must be knowledgeable of the use of social media platforms to publicise events, opportunities and sponsored content
The Marketing & Communications Officers must have a high attention-to-detail to ensure all society posts are free from spelling and grammatical mistakes
The Marketing & Communications Officers must be organised and driven to work toward deadlines and timelines
CONTENT CREATOR
The Content Creator is responsible for creating content for our society’s pages. Notably, this will involve creating high-impact reels for our Instagram and TikTok pages, as well as editing videos for our YouTube channel.
Primary Responsibilities:
Working with the Marketing & Communications Director to set out a vision for the society’s content.
Providing graphics and content in a timely manner for the Marketing & Communications Officers to post.
Key Skills:
Must be comfortable and experienced working with a wide range of social media platforms.
The Content Creator should have a strong knowledge of current social media trends.
The position requires the creator to be present at society events to capture content for the posts.
DESIGN OFFICER
The Design Officer is responsible for the society’s brand and design standards, ensuring consistency and continuity across all designed items. Working with various executive team members, they will ensure the society is visually pleasing across all social media and promotional platforms.
This involves designing materials to help promote the society’s events and determining themes and colour schemes for such events. Marketing is a big job, so it may be necessary to recruit a team of graphic designers from the Outreach team.
Primary Responsibilities:
Leading the recruitment of Design Outreach Team Members to assist with design-related tasks, including the day-to-day creation of content
Working with the Events Director to design bespoke themes for the society’s conferences
Designing all society physical and digital media, including flyers, posters, roller banners, social media posts
Be aware of design trends around campus to ensure the society remains visually competitive
Leading the design of themes and campaigns for the society’s larger-scale events, including Week 0 (fresher’s week) and the formal ball
Designing society clothing and merchandise (e.g., pens, mugs and notebooks) in collaboration with other relevant executive team members
Key Skills:
The Design Officer must be experienced with graphic design software (e.g., Adobe Photoshop)
The Design Officer must be creative, organised and be able to work to deadlines; effective communication with the rest of the executive team is essential
The Design Officer must have a high attention-to-detail, always ensuring that all society design items are free from mistakes
MAGAZINE EDITOR
The Magazine Editor is responsible for ensuring the termly issues of the society’s magazine “The Warwick Engineer” are produced and distributed within the society’s community.
Primary Responsibilities:
Leading Magazine Officer recruitment to help with magazine creation
Organising and editing the termly edition of the society's magazine “The Warwick Engineer”
Sourcing writers for the society’s magazine
Working with the Sponsorship Director to offer sponsored areas within the magazine
Key Skills:
The Magazine Editor must be an excellent verbal and written communicator
The Magazine Editor must be creative and organised in order to produce a magazine brand and written content
The Magazine Editor must be an effective team leader, coordinating various team members to deliver the required magazine issues
We hope that seeing all the positions above has inspired you to nominate yourself for an executive position of Warwick Engineering Society but if you’re still hesitant, about anything at all, then please drop our current President an email at president@warwickengineers.co.uk who’ll try his best to clear up any doubts.
Good Luck!