Job Description
Department/Division/Faculty: / Imperial College Business School
Campus location: / South Kensington London
Job Family/Level: / Professional Services, Level 4
Responsible to: / Dean, Imperial College Business School
Line Management responsibility for: / Executive Assistant to the Dean’s Office, PA to the Associate Dean of Programmes, Events Manager, Dean’s Office
Key Working Relationships (internal): / Dean, Associate Dean of Programmes, Faculty Operating Officer, Associate Dean of Faculty and Research, Associate Dean of Undergraduate Programmes and Education Quality, Associate Dean of Executive Programmes, Faculty Finance Officer, Head of Development, Management Board Members, Executive Education Directors, School Faculty, Research and Professional staff, Programme Directors, Programme Managers and College Heads of Professional and Support Services
Key Working Relationships (external): / External service suppliers and Business School external Advisory Board members
Contract type: / Full time; open-ended / permanent
Purpose of the Post
This role supports the Dean and the top executive team in creating, developing, communicating and implementing the Business School’s Vision, Strategy, Plan and ambitious growth agenda.
The post holder understands, supports and contributes to the development of the totality of the School’s business model, operating model and activities. They identify, define and manage specific major projects and initiatives of high strategic importance. They bring together teams of staff from every area of the School to deliver major projects to time, cost and quality.
They develop and implement reporting systems of key management information to ensure plan execution is on track. They direct and monitor that risks and variances are understood, reviewed and actively managed. They develop and propose innovative solutions to exploit organisational opportunities and strengths, and manage threats and weaknesses.
The post holder oversees the Dean’s Office ensuring the provision of effective professional administration support to the Dean, Associate Dean of Programmes, Faculty Operating Officer and key committees including the external Advisory Board, School Management Board and School Rankings Committee.
Key Responsibilities
1. Support the Dean in developing, communicating and implementing the Business School’s vision, strategy and plan
· Each year draft the Business School’s Strategic Plan, and in so doing:
o Consult with stakeholders inside and outside the Business School, designing and leading sessions at the Whole School and Management Board Planning Away Days
o Carry out and factor in complex market and competitive analysis (political, economic, social, technological, legal and environmental)
o Research, analyse and carry out numerical analysis where required to assess and advise on strategic options, at a whole School level and relating to major projects with budgets up to £2M
o Develop, analyse, evaluate and plan scenarios
o Create and propose innovative solutions to exploit organisational opportunities and strengths, and manage threats and weaknesses
· Prepare and deliver communication materials, briefings and presentations to consult on and communicate the Business School’s vision, strategy and plan within the Business School, across College and externally.
2. Support the Dean in delivering the School’s vision, strategy and plan through management of senior Business School committees
· Be Secretary to the Business School External Advisory Board. This includes researching and advising on topics to be on the agenda and writing supporting papers for the Board, writing minutes, ensuring agreed actions are completed, and managing communications with the Advisory Board in between meetings.
· Oversee the smooth running of the Business School Management Board and the All Staff and Faculty Meetings. Advise on topics to be on the agenda and ensure agreed actions are completed.
· Be Secretary to the Business School Rankings Committee, which oversees the external programme rankings and reports to Management Board. Write the agenda, ensure ranking programme strategies and communications plans are in place and being implemented, and ensure actions agreed are completed.
3. Identify, define and manage specific projects and initiatives of high strategic importance
· Identify, plan, manage and support complex major projects of high strategic importance that are required to achieve the School’s strategic objectives, as set out in the Strategic Plan. This includes:
o Business and implementation planning and delivery to create a new research centre
o Research, analysis and benchmarking to identify new market opportunities such as new degree programmes
o Managing the process to recruit and induct senior academic and professional staff members including professors and directors
o Support the application to secure or renew formal accreditation of the Business School, including for AMBA, EQUIS and AACSB, by advising on content and drafting parts of the submission document and direct input into external assessment visits. The quality of submission is critical.
· Use advanced programme, project, consultancy and problem solving skills to undertake internal consultancy assignments to assess, develop and implement enhancements to improve core business processes and deliver operational excellence.
4. Develop, implement and manage risk management processes
· Direct the Business School’s risk management processes, systems, reporting and compliance to ensure all major strategic risks are identified and managed. Assess impact and likelihood, current and required additional controls, making specific actionable recommendations to the Dean and Management Board.
· Review and maintain the Business School Risk Register. Ensure that the Business School processes align with and report into College processes and systems.
5. Develop and implement management information and reporting systems to support delivery of strategy
· Design, enhance and maintain key management information and reporting systems. Track progress against objectives and targets, identify variances and drive action to manage them.
· Report management information to key stakeholders, including the School and College’s Management Boards, the School Advisory Board and the School staff. Key management information to include key performance indicators, risk register and corporate programmes and initiatives summary.
6. Oversee Dean’s Office Events and Communications
· Line manage the Events Manager of the Dean’s Office to ensure that events of strategic priority to the Dean and the School are delivered to time, cost and quality.
· Research, create and design for the Dean innovative and engaging presentations, briefings, graphics and communication material on strategic topics for different stakeholders. Create Business School internal communications from the Dean's Office on key topics using physical and digital channels.
· Research and write speeches and notes for the Dean for important occasions including high level conferences, dinners, award ceremonies, Business School and student events.
7. Manage the Dean’s Office
· Ensure that efficient and effective administrative support capability, processes and systems are in place for the Dean, Associate Dean of Programmes, and Faculty Operating Officer.
· Line manage the two Dean’s Office PAs, including recruitment, induction, training, development and performance management.
· Represent the Dean, Associate Dean of Programmes, and Faculty Operating Officer at key conferences, meetings and events.
Person Specification
Requirements
Candidates/post holders will be expected to demonstrate the following / Essential (E)/
Desirable (D)
· Education
Educated to degree level or equivalent or equivalent experience in a similar or related role(s) / E
PRINCE or equivalent project management qualification / D
Experience
Proven ability to develop vision, strategy and plans for a business unit or team / E
Experience of analysing, explaining and disseminating information efficiently and effectively / E
Experience of line managing professional staff to deliver excellent service / E
Experience of working with and influencing senior staff / E
Experience of managing complex projects / E
Experience of policy development and implementation / E
Experience of producing clear and concise presentations, briefings, graphics and other written material on complex topics for a range of stakeholders and audiences / E
Experience of working to a senior member of a large and complex organisation, preferably in a Higher Education Institution / D
Knowledge
Ability to assess major issues affecting universities, and the needs of the academic environment / E
Interest in, and knowledge of, the university environment / D
Knowledge and understanding of university and business school rankings / D
Skills & Abilities
Proven capability to build and sustain effective working relationships and networks in a complex matrix organisation / E
Excellent interpersonal, influencing and relationship management skills / E
Excellent written and oral communication skills / E
Evidence of taking an innovative approach and creative problem solving / E
Ability to use personal initiative / E
Ability to work both independently and as part of a team / E
Evidence of excellent personal organisation and time management skills / E
Please note that job descriptions cannot be exhaustive and the post-holder may be required to undertake other duties, which are broadly in line with the above key responsibilities.
Imperial College is committed to equality of opportunity and to eliminating discrimination. All employees are expected to follow the 7 Imperial Expectations detailed below:
1) Champion a positive approach to change and opportunity
2) Encourage inclusive participation and eliminate discrimination
3) Communicate regularly and effectively within and across teams
4) Consider the thoughts and expectations of others
5) Deliver positive outcomes
6) Develop and grow skills and expertise
7) Work in a planned and managed way
Employees are also required to comply with all College policies and regulations paying special attention to:
· Confidentiality
· Conflict of Interest
· Data Protection
· Equal Opportunities / · Financial Regulations
· Health and Safety
· Information Technology
· Smoking / · Private Engagements and Register of Interests
They must also undertake specific training and assume responsibility for safety relevant to specific roles, as set out on the College Website Health and Safety Structure and Responsibilities page.
Committed to equality and valuing diversity, we are an Athena SWAN Silver Award winner, a Stonewall Diversity Champion, a Disability Confident Employer and work in partnership with GIRES to promote respect for trans people.