Job title:Deputy School Administration Manager (Academic Portfolio)

Reports to:School Administration Manager

Department:School of Education

Location:Falmer

Grade:6

Purpose of the role

In direct liaison with the School Administration Manager, Deputy Heads of School and Head of School, to support the management and co-ordination of an efficient and effective administrative service for the School of Education, ensuring the needs of the university, the school and its students are met. This will include being the administrative lead for defined areas of responsibility.

Line management responsibility for:Senior Records Officer, Senior Programmes Officer, Programme Assistants.

Main areas of responsibility:

  • To take overall responsibility for the operational management of activities relating to the administration of student assessment and Examination Boards; including seeking ways to improve systems and processes (in liaison with the School Management Board and Deputy School Administration Manager (Systems, Information and Development)). To ensure appropriate arrangements are in place and to negotiate as and when required to find acceptable solutions to conflicting requirements;
  • To liaise with relevant academic and administrative staff to ensure administrative procedures supporting examinations and assessment for all courses are carried out in accordance with university and school level policies and regulations, e.g. General Examination and Assessment Regulations (GEAR), Learning Support Plans (LSPs), Partnership in Education (PiE) regulations etc;
  • In liaison with relevant central departments, academic and administrative staff, to take overall responsibility for the operational management of the following core areas of work (as pertaining to administration): mitigating circumstances, academic misconduct, academic appeals, complaints and the School Placement Sub-Committee. To be the chief point of contact for staff and students with respect to these areas, arranging meetings and collating formal records as appropriate; providing guidance and advice to aid parity of treatment across the school’s full portfolio of courses and preparing and submitting formal reports on activity as necessary;
  • To line manage staff working within designated teams ensuring high levels of commitment, performance and professionalism. To be involved in a wide range of HR matters for these staff including staff development, workload allocation, performance issues and other case work;
  • To support the Senior Records Officer and Senior Programme Officer in their supervisory roles and to have supervisory responsibility for an Administrative Assistant;
  • In collaboration with the School Administration Manager, to be responsible for the recruitment, selection and induction of designated administrative staff. To participate in the induction of new academic staff as appropriate, advising and guiding in relation to relevant administrative requirements and procedures;
  • To monitor and assess the changing needs and priorities of the School of Education in the area of course administration and, in liaison with the School Administration Manager and Deputy School Administration Manager (Systems, Information and Development), identify ways in which the administrative structure of the school could best adapt to new opportunities, developments and initiatives;
  • To use initiative to resolve complex problems which arise in relation to the school’s course administrative service, using negotiation skills to find acceptable solutions to conflicting requirements;
  • To contribute to the wider work of the university as directed including the representation of the school at appropriate meetings including as a member of university committees and working groups as required;
  • To provide administrative cover at times of heavy workload, absence etc., deputise for the School Administration Manager where appropriate and to undertake specific projects and responsibilities as agreed with senior colleagues.

General responsibilities

These are standard to all University of Brighton job descriptions.

  • To undertake other duties appropriate to the grade and character of work as may be reasonably required, including specific duties of a similar or lesser grade.
  • To adhere to the University’s Equality and Diversity Policy in all activities, and to actively promote equality of opportunity wherever possible
  • To be responsible for your own health and safety and that of your colleagues, in accordance with the Health and Safety at Work Act.
  • To work in accordance with the Data Protection Act

The person specification focuses on the knowledge, qualifications, experience and skills (both general and technical) required to undertake the role effectively. Please ensure that your application demonstrates how you meet the essential criteria. You will be assessed by your completed application form (A), at interview (I) and in some instances through an exercise (E).

Essential criteria / A, I, E
Knowledge /
  • knowledge of how to develop and maintain effective administrative systems;
  • numerate and literate with attention to detail and accuracy;
  • familiar with word processing, spreadsheet and database packages;
  • experience of using a database system to retrieve data, update records and generate reports or other documentation;
  • experience of interpreting complex regulations.
/ A, I, E
Management of others /
  • knowledge of good recruitment and selection techniques;
  • line management experience;
  • ability to achieve objectives through induction, motivation, continuous development and teamwork, guaranteeing equality of opportunity.
/ A,I
Communication /
  • highly developed interpersonal skills;
  • ability to communicate complex information in a clear, appropriate and understandable way to a variety of audiences, both orally and in writing;
  • diplomacy and negotiating skills with the ability to be assertive when necessary.
/ A, I
Sensitivity /
  • listens well and understands the needs of othersin differing situations;
  • ability to identify and negotiate acceptable solutions to conflicts of interest;
  • approachability and the flexibility to respond to emergencies or unforeseen events.
/ A, I
Self-motivation /
  • has a record of successful performance at an appropriate level of responsibility;
  • sets and meets objectives on own initiative;
  • is committed to continuous self-development.
/ A, I
Teamwork /
  • respects ideas and expertise of others;
  • appreciates own strengths and weaknesses;
  • ability to take appropriate action without being prompted.
/ A, I
Organisation /
  • the ability to prioritise work effectively, judging the relative importance of conflicting demands and planning actions in order to meet deadlines;
  • the ability to maintain high standards while working quickly with a minimum of supervision.
/ A, I, E
Response to Change /
  • prepares and plans self and others for change;
  • adaptable;
  • interested in learning and investigation.
/ A, I
Analysis, creativity and problem solving /
  • ability to solve problems and develop plans successfully;
  • considers various perspectives and the overall strategic picture;
  • can produce cogent and analytical reports/synopses to a high standard.
/ A,I
Desirable /
  • experience of servicing meetings;
  • understanding of the higher education environment;
  • familiarity with university regulations, policies and procedures;
  • insight into the needs and priorities of staff and students in higher education;
  • familiarity with and ability to use SITS/E-Vision, especially CAMS, or a similar student record system;
  • familiarity with Filemaker Pro/Access or similar database.
/ A, I
  • Any appointment is generally made at the bottom of the salary range for the grade dependent upon experience and previous salary.
  • This is a full timepost and is permanent.
  • Annual leave entitlements are shown in the table below and increase after 5 years’ service. In addition, to the eight Bank Holidays, there are university discretionary days between Christmas and New Year. All leave, including bank holidays and discretionary days, are pro-rated for part time employees.

Grades / Basic entitlement per year / Grades / After 5 years’ service
1-3 / 23 days / 1-3 / 28 days
4-7 / 25 days / 4-7 / 30 days
8-9 / 27 days / 8-9 / 30 days
  • More information about the department/school can be found here Professional Services Departmentsor hereAcademic departments (schools and colleges)
  • Read the University’s 2016 - 2021 Strategy
  • The University has an attractive range of benefits and you can find more information about them on our website.