/ JOB DESCRIPTION / HR191

NOTES

·  Forms must be downloaded from the UCT website: http://www.uct.ac.za/depts/sapweb/forms/forms.htm

·  This form serves as a template for the writing of job descriptions.

·  This form must be sent to the Remuneration Specialist, Room 210, Bremner Building.

POSITION DETAILS

Position Title / Department manager
Status of Post (tick) / New Post / Upgrade
Job Grade / PC09
Faculty (if applicable) / Science
Department / Chemistry
Section (if applicable)
Date of Compilation / 1 October 2011
FOR OFFICE USE
Job Title
Date of Grading
Grading Result

ORGANOGRAM


PURPOSE

The Departmental Manager reports to the Head of Department of Chemistry. This is a senior position and the Departmental Manager will be directly responsible for overall administration and management issues in the Department. This includes coordination of the general, academic and financial administration, human resource matters and financial expenditure control of the department. Although the HoD is accountable for the decisions made regarding management of CEM, the intention of this senior position is to free up the HoD from many of the administrative functions to allow him/her to concentrate on academic leadership issues in the department.

The principal purposes of the job are:

§  In consultation with the HOD, approve documentation regarding HR, admin and financial processes in the department, all the while keeping the HOD fully appraised of the department’s financial status through oral and written reports.

§  To manage overall administration of the Department of Chemistry.

§  To manage undergraduate and postgraduate academic administration.

§  To manage the human resource matters of the department.

§  To work with the Head of Department to prepare the annual departmental budget.

§  To oversee the financial GOB, Non-GOB & Research expenditure of CEM.

§  To determine the structure and career path of administrative staff in CEM.

KEY PERFORMANCE AREAS (4-6)

Description / % time
Financial Management / 60
General Administration/Management / 15
HR Management / 10
Academic Management / 15


OUTCOMES

Financial Management
§  Annual preparation of budget: GOB, Equipment (capital and non-capital), IT (capital and non-capital), minor works.
§  Manage CEM fund centres and monitor, analyse and report on expenditure from the relevant CEM funds.
§  Develop, implement and manage appropriate financial audit systems that will enhance the administrative functioning of the department.
§  Take full control of all financial and administrative procedures in CEM, ensuring that transactions comply with UCT financial and HR policies.
§  Ensure that all research and other contracts in CEM are valid and financially met.
§  Accountable for the departmental analytical services: NMR analysis, XRD analysis, elemental analysis and mass spectrometry, ensuring that the services are administered and invoiced.
§  Manage the administration of the Science Faculty Workshop and Glassblower service.
§  Manage Asset Stock-taking.
§  Check and approve all expenditure and claim forms (S&T, Procurement Card, Reimbursements, Petty Cash, Advances).
§  Full management, support and oversight of all SAP transactions and reporting in CEM relating to departmental and research funds. These include:
§ Key Performance indicators - outstanding purchase orders, GRs & payments, Unapproved P Card transactions.
§ Deficits.
§ Delivery due lists – ensure written and financial reporting obligations are met
§ Fund and cost centre maintenance.
§ Manage departmental expenditure and budgets – Operating, Recurrent, Non-Recurrent, Capex, Non-Capex, Minor Works, IT.
§  Full accountability and responsibility for setting up/closing systems and processes related to financial and administrative management.
§  Manage and account for year-end reconciliation.
§  Prepare schedules and plans for external audits relating to operational expenditure.
General Administration
§  Ensure that administrative functions are functional and comply with relevant departmental, faculty and university policies and procedures.
§  Control of CEM office filing system, including email archiving.
§  Co-ordinate efficient running of office including addressing telephonic and counter enquiries.
§  Develop, implement and manage policies and procedures that will enhance the administrative functioning of the department.
§  Attend weekly Exco/Financial management meetings with HOD and deputy-HOD, capture minutes and implement action items.
HR Management
§  Co-ordinate, manage processes and assist the HoD in the appointment of staff, and advise on remuneration contracts, etc.
§  Co-ordinate, manage and oversee the processing of all appointments (recurrent, non-recurrent, tutors and demonstrators) and salary payments, and deal with related queries.
§  Manage the leave of administrative & technical staff.
§  Co-ordinate the department’s annual performance development programme.
§  Manage and assist the HOD with Personal Performance Systems.
§  Manage, allocate portfolios and counsel/mentor administrative staff.
§  Identify training needs and organize relevant training initiatives.
Academic Management
§  Manage, co-ordinate, monitor and ensure deadlines are met for:
§  examinations process - timetables, examinations papers, external examiners.
§  course and lecturer evaluations.
§  marks processing.
§  venue and equipment bookings.
§  teaching budget allocations.
§  photocopying relating to teaching and exams.
§  Manage the registration and departmental bursary payments for postgraduate students.
§  Manage and oversee Postdoctoral Fellowships and Scholarships.
§  Research Report and Publication Count - manage and oversee research output (accredited DoE journals, peer-reviewed books & refereed conference proceedings) via IRMA.

MINIMUM REQUIREMENTS

Minimum Qualifications / A relevant tertiary qualification or proven directly relevant work experience.
Minimum Experience / Minimum experience of at least 3-5 years at a senior level.
UCT departmental or faculty administrative management experience at a senior level will be an advantage.
Key Competencies / Ability to work under pressure with meticulous accuracy and attention to detail.
Ability to take initiative, exercise judgment, solve problems and work to deadlines.
Must be able to take charge of the administration function of the department.
Project management skills.
Effective time-management skills
Leadership skills.
Excellent communication and inter-personal skills.

AUTHORITY

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17 April 2007 Page 1 of 5 HR191