Job Description Template 2

Annex C Page 1 of 6 DEPARTMENT OF [INSERT NAME] JOB DESCRIPTION 1. Title: [Senior] Administrator [or other title] 2. Grade: [Insert current or proposed salary grade] 3. Responsible to: Head of Department [or insert specific title] 4. Line Manager for: [List post titles and salary grades of immediate subordinates] 5. Departmental Organisation: See organisation chart attached. [Chart to be attached by the Department] 6. Job Purpose: The [Senior] 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. With the Head of Department [and the senior management team] the Administrator is also required to be proactive and innovative in the development of future strategic and business plans and the acquisition of funding for the department. Also to advise the Head [and the management team] 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. The Administrator is also expected to contribute to the overall administration of the University. 7. Job Content: Specific duties include: a. Strategy and Planning Annex C Page 2 of 6 i. Being • innovative in the development of new ideas and business plans for funding teaching and research • instrumental in the planning and optimisation of the use of space including alterations, new build, refurbishments and allocation of existing space • proactive in the strategic planning for and introduction of new information technology, communication systems and other services and facilities ii. Advising on and implementing changes in the strategic use of staff b. Personnel Management i. Maintaining • a good working knowledge of current employment law, proposed EU and national employment legislation and its potential impact on the department • a comprehensive understanding of University personnel policy and procedures • 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 nonacaddemi support staff • the employment of temporary and casual staff • statistical analysis of departmental personnel, making recommendations and providing data and reports as required v. Ensuring • all personnel work is carried out efficiently, effectively and in compliance with the University’s policies and procedures • all departmental staff have the right to work in the UK and that work permit applications are submitted as appropriate • contracts of employment, job descriptions are issued • induction training is carried out • academic-related and non-academic support posts are correctly graded • the welfare, career development and if necessary the disciplining of staff is undertaken • personnel records are maintained in accordance with the Data Annex C Page 3 of 6 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 c. Financial Management i. Maintaining: • a good working knowledge of best financial practice • a comprehensive understanding of University financial policy 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 • 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 • 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. Providing active input to 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 i. 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 ii. Ensuring that: • accounts to handle grants awarded are set up by Research Services and the Finance Division Annex C Page 4 of 6 • sound, auditable systems of control are in place and that funds are expended for their designated purpose in compliance with funding bodies’ policies and the University’s financial regulations • 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 iii. Preparation of: • financial budgets for externally funded activities in liaison with the Principal Investigator, funding bodies and the University Research Services • expenditure forecasts and other financial information on grants for Principal Investigators and for claims for research undertaken e. Buildings and Facilities Management i. Negotiating with the Estates Directorate [and if required, 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 Annex C Page 5 of 6 • laboratory and field work as appropriate g. Safety, Security and Other Departmental Duties i. Maintaining a good working knowledge of: • current health and safety law, proposed EU and national health and safety legislation and its potential impact on the department • University health and safety policy and guidance ii. In conjunction with the Departmental and Area Safety Officers, liaison with the University Safety Office and Occupational Health Service iii. Advising the Head of Department on the appointment of a suitable Departmental Safety Officer iv. Assisting the Departmental and Area Safety Officers in the implementation of agreed or proposed safety measures by ensuring advice is available on the practicalities and financial aspects v. 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 vi. Liaison with the University Marshal and Security Services and if required Thames Valley Police on security matters vii. Attendance at committee meetings and in working groups as required to ensure the implementation of agreed decisions and to advise on the non-academic aspects of the department h. University and Other Duties i. Participation in University working groups; recruitment selection and other panels; and other fora as considered appropriate or agreed by the Head of Department ii. Mentoring of the Administrator or other senior managerial staff of another department as requested iii. 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 is required to take a high level of personal responsibility for both their own work and that of the staff under his/her control. He/she must have sound judgement under pressure, be able to think laterally and creatively and have the intellectual capacity and strength of character to take and implement important, complex and difficult decisions. The postholder should meet the essential criteria below and match most of the desirable criteria. a. Essential Criteria Annex C Page 6 of 6 (i) Knowledge, intellectual capacity, reasoning and analytical skills of a graduate or equivalent (ii) Extensive [and senior] managerial experience in a varied working environment (iii) Significant experience of personnel management involving a large and diverse workforce (iv) Advanced numeracy skills coupled with demonstrated ability in financial management and analysis (v) Strong interpersonal skills with a proven ability to lead, to manage change, and to encourage a team-based approach (vi) A quick analytical mind with the ability to think laterally and creatively to resolve problems (vii) Strong 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) Well versed in the use of IT with the ability to exchange information and data between a variety of office, financial and other resource management software b. Desirable Criteria (i) Experience within a Higher/Further Education, public sector or other large and complex organisation (ii) Knowledge of research grant award and student fees systems plus the major academic and research fund awarding bodies (iii) An awareness of the current issues facing the Higher Education sector generally Attachment: Departmental Organisation Chart [prepared by the department]