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					Annex D DEPARTMENT OF [INSERT NAME] JOB DESCRIPTION 1. 2. 3. 4. Title: Grade: Responsible to: Line Manager for: Administrator [or other title] [Insert current or proposed salary grade] Head of Department [or insert specific title] [List post titles subordinates] and salary grades of immediate


Departmental Organisation: attached by the Department] Job Purpose:

See organisation chart attached. [Chart to be


The Administrator [or other title] is responsible for the effective and efficient day to day non-academic management and administration of the department [and associated units] to enable the academic staff to discharge their teaching, research and general academic responsibilities. The Administrator is also required to assist the Head of Department in the development of future strategic and business plans and the acquisition of funding for the department. Also to advise the Head of potential operational and strategic problems, offer sound solutions and implement the resultant decisions. The non-strategic duties are wide-ranging and include personnel management of all academic-related and non-academic support staff (total: [insert total]); financial management (turnover £[insert total]m) and administration of research support activities. The department also has approximately [insert total] postgraduate and [insert total] undergraduate students for whom the appropriate non-academic support is to be provided. General operational management and administration including the maintenance of the department’s [insert no of buildings] building[s] and facilities also form part of the responsibilities. Furthermore, the Administrator ensures that departmental procedures conform to relevant law and government legislation together with University statutes, regulations, policies and procedures. 7. Job Content:

Specific duties include: a. Strategy and Planning i. Assisting with:  the development of new ideas and business plans for funding teaching and research

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Annex D  the strategic planning for and introduction of new information technology, communication systems and other services and facilities  the planning and optimisation of the use of space including alterations, new build, refurbishments and allocation of existing space Advising on and implementing changes in the strategic use of staff


b. Personnel Management Maintaining:  a sound understanding of current employment law through a sound working knowledge of University personnel policies and procedures and their impact on the department  close liaison with the University Personnel Services ii. Providing advice on:  the management of personnel problems  conduct and performance issues  time-keeping and absence  disciplinary and grievance procedures up to and including employment tribunals iii. Line management of the departmental personnel staff iv. Carrying out:  the recruitment and selection of academic-related and non-academic support staff  the employment of temporary and casual staff  analysis of departmental personnel information and providing data and reports as required v. Ensuring that:  all personnel work is carried out efficiently and effectively  all University’s personnel policies and procedures are followed  all departmental staff have the right to work in the UK  work permits and other necessary employment or residence documentation is obtained as appropriate  contracts of employment and job descriptions are issued  induction training is carried out and the information needed by new staff is readily available  academic-related and non-academic support post grading applications are submitted as appropriate  the welfare, career development and if necessary the disciplining of staff is undertaken  personnel records are maintained in accordance with the Data Protection Act and other rules of confidentiality vi. Organising:  the appraisal of all levels of support staff  the identification of support staff training and development needs  the continuing training and development of support staff i.

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Annex D

c. Financial Management i.Maintaining:  a good understanding of current financial practice through a thorough knowledge of University financial policies and procedures  close liaison with the Divisional Accountant and the University’s Finance Division ii.Carrying out:  the preparation of annual and longer term estimates  financial planning and forecasting and advising on the setting of budgets  the coordination of financial plans to take account of changed circumstances  the authorisation, supervision and validation of all payroll payments and the resolution of payroll queries  the control of administrative budgets iii.Control of the departmental finance staff and ensuring that all financial activity (orders, payments, invoicing, expenses and other claims, VAT and Intrastat returns, etc) is carried out efficiently, effectively and is properly authorised iv.Assisting in the negotiation of all contracts in liaison with the University’s Finance Division; Legal Services, Research Services, Central Purchasing and ISIS Innovation as appropriate v.Management of all contracts, trading activity and donations vi.Providing management information for the Head of Department and other budget holders vii.Overseeing procurement procedures including liaison with Central Purchasing when tendering is necessary viii.Maintenance of the departmental fixed asset register (recording, insurance, repairs and disposals) d. Research Administration Assisting:  academic staff applying for research funding by the provision of salary and overhead estimates and progressing the applications to funding bodies in liaison with Research Services  Principal Investigators in the preparation of financial budgets for externally funded activities ii. Liaison with the University Research Services iii. Ensuring that:  accounts to handle grants awarded are set up by Research Services and the Finance Division  sound, auditable systems of control are in place and with the Principle Investigator that funds are expended for their designated purpose in compliance with funding bodies’ policies and the University’s financial regulations i.

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Annex D in conjunction with Research Services and the Finance Division, scheduled grant income is received and claimed expenditure is reimbursed  all research activities meet relevant ethical and Home Office and other licensing requirements iv. Preparation of expenditure forecasts and other financial information on grants for Principal Investigators and for claims for research costs e. Buildings and Facilities Management i. Negotiating with the Estates Directorate [and if appropriate NHS management] and internally between users on the allocation of space to meet departmental plans ii. Ensuring that all departmental buildings and facilities are maintained in accordance with University policy and procedures and liaison with the University Estates Directorate [and if required NHS management] iii. Providing departmental input to the planning and implementation of capital projects, alterations, repairs and refurbishments iv. Control of support staff including as appropriate: IT and audio-visual support, electronics, mechanical workshops, building services, stores, catering, cleaning and reception/security staff v. Coordination of common use facilities (lecture theatres and seminar rooms; common rooms and catering facilities; meeting rooms) and marketing their use externally vi. Management of the department’s vehicles and car parking spaces; administration of the parking permit scheme for the department f. Academic and Student Administration i. Assisting in the recruitment of academic staff as required ii. Providing non-academic support for:  the recruitment, admission and support of undergraduate and postgraduate students  the organisation of courses  timetabling of lectures and provision of facilities  the production of student handbooks, course notes and other documentation  laboratory and field work as appropriate g. Safety, Security and Other Departmental Duties i. Keeping current on University health and safety policy and guidance and liaison with the University Safety Office and Occupational Health Service ii. Advising the Head of Department on the appointment of a suitable Departmental Safety Officer iii. Assisting the Departmental and Area Safety Officers in the implementation of agreed or proposed safety measures by ensuring advice is available on the 

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Annex D practicalities and financial aspects iv. Ensuring physical and personal security measures are in place including control of access to buildings and if required to specific facilities in buildings, both within and outside working hours v. Liaison with the University Marshal and Security Services and if required Thames Valley Police on security matters vi. Attendance at committee meetings and in working groups as required to ensure the implementation of agreed decisions and to advise on the nonacademic aspects of the department h. University and Other Duties i. Participation in University recruitment selection and other panels as considered appropriate or agreed by the Head of Department ii. Any other administrative or managerial duties delegated or requested by the Head of Department 8. Person Specification:

The postholder needs to have high personal integrity and be willing to take personal responsibility for both for their own work and that of the staff under his/her control. He/she must have the intellect and creativity to resolve complex situations. The postholder should meet the essential criteria below and match most of the desirable criteria. a. Essential Criteria i. Knowledge, intellectual capacity, reasoning and analytical skills of a graduate or equivalent ii. Previous managerial or supervisory experience in a varied environment iii. Some experience of personnel management iv. Numerate and able to demonstrate ability in financial management and analysis v. Good interpersonal skills with the ability to encourage a team-based approach vi. A logical mind with the capacity to overcome difficult problems creatively vii. Good organisational skills together with the ability to prioritise and delegate effectively viii. The ability to communicate effectively (both orally and in writing) with a wide range of people within and external to the postholder’s own organisation ix. Computer literate with experience of a range of software b. Desirable Criteria

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Annex D

i. Experience within higher/further education, a public sector environment or other large and complex organisation ii. Some knowledge of the major academic and research funding bodies and their research grant award and student fees systems iii. An awareness of the current issues facing the Higher Education sector generally Attachment: Departmental Organisation Chart [Prepared by the Department]

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