Job Description and Person Specification
Post Number: /
Job Description
School/Department: / University of Southampton Malaysia Campus (USMC)
Post Title: / Campus Operating Officer
Please enter Level under appropriate Career Pathway / ERE / TAE / MSA / CAO / R.Nurse / Clinical
ERE Category / Academic Posts / Non-Academic Posts
Academic
(mixed) / Research
only / Teaching
only / Enterprise / Education Development
Posts Responsible to (and Level): / Chief Executive Officer
Posts Responsible for (and Level): / All USMC non-academic staff
Job Purpose
The Campus Operating Officer (COO) is the chief administrative post and is responsible to the Chief Executive for the management of all non-academic affairs at USMC. The COO will ensure the day-to-day delivery of excellent services and will contribute to the longer-term development of the campus. This post will lead and manage all non-academic external relations to that of USMC. The COO is a member of the senior management team of USMC.
Key Accountabilities/Primary Responsibilities
·  To manage all non-academic staff and establish/maintain an appropriate organisational structure. To motivate and develop staff so that they contribute fully to the success of USMC.
·  To ensure the maintenance of sound financial systems and reporting procedures to allow senior managers to run USMC finances within agreed budgetary limits.
·  To ensure the safe and secure running of the estate, establish a maintenance schedule and oversee the development of new facilities and services appropriate to USMC needs (including shared services within EduCity).
·  To ensure that the University of Southampton academic and quality assurance practises are delivered in agreement with the relevant authorities at the University. To maintain accurate and timely student records and to report on these as required to the University and other relevant statutory bodies.
·  To ensure an excellent student learning environment is established and that student welfare (including accommodation) are properly considered and monitored.
·  To support the recruitment of students with marketing plans and associated activities.
·  To ensure the maintenance and development of IT systems to support the activities of USMC.
·  To establish/operate a Human Relations function dealing with all USMC staff (both academic & non-academic) to ensure fair and equitable working practices and to enable our staff to make the greatest contribution to USMC.
·  To be the lead and focal point for all non-academic external relations. This will include government agencies (Ministry of Higher Education, Iskandar Investment Board etc.), local companies (lawyers, accountants, banks etc.) and other education providers. The post-holder will be expected to be able to undertake important negotiations on behalf of USMC.
·  To liaise and engage with the University of Southampton staff across the professional services and ensure constructive two-way communications are maintained at all times.
·  To ensure that an ethos of high quality and cost effective services are shared by all staff.
·  To produce and amend written procedures for all major processes within USMC and to ensure that as far as necessary these are consistent the University of Southampton’s regulations and procedures.
·  To support the Chief Executive in discharging their duties with regards to Health and Safety issues across all USMC activities.
·  To identify opportunities for the growth of USMC income and academic activity and support the pursuit of agreed developments.
·  To ensure that management and statutory information is produced in an accurate and timely fashion.
·  To deputise for the Chief Executive as required.
·  To undertake any other appropriate duties allocated by the Chief Executive.
Internal & External Relationships:
·  Members of the USMC Board.
·  Equivalent officers in other Universities, both nationally and internationally.
·  External agencies and bodies relevant to the role.
·  Local, national and international government bodies and public organisations.
·  Commercial organisations.
·  Maintain good communication links between USMC and key University of Southampton staff.
Performance Criteria:
·  Effective contribution to the overall management of USMC.
·  Successful delivery of business plan for all areas of responsibility.
·  Year on Year improvements in defined service delivery and efficiency targets.
·  Successful initiation and completion of specified strategic projects.
Special Requirements:
·  Fluent English and Bahasa Malaysia.
·  Able to travel within Malaysia and internationally.
Person Specification
Criteria / Essential / Desirable / How to be assessed
Qualifications, Knowledge and Experience: / First degree or equivalent professional experience.
Post graduate qualification or equivalent experience.
Significant experience of managing resources, business, infrastructure, marketing and promotions functions.
Significant experience of managing projects in teams, demonstrating successful delivery. / Knowledge of HE in UK and Malaysia / CV and evidence at interview
Leadership, Management and Team Work: / Proven experience of developing and delivering strategy and action plans, which will take forward the priorities of USMC.
Demonstrable experience of addressing challenges and managing change.
Capacity to assess and communicate priorities, organise multiple activities and plan workloads.
Proactive approach to managing staff, processes, resources and projects.
Proven experience of motivating and mentoring staff ensuring quality and productivity standards are met; identifying training needs and organising appropriate provision.
Ability to work collaboratively and virtually with colleagues based elsewhere adhering to corporate standards and methods of working.
Experience of managing diverse groups with varying levels of skills and ability. / CV, interview and references
Problem Solving and Initiative: / Demonstrable experience of using initiative and adopting a positive/proactive approach to problem solving.
Ability to analyse, problem solve and provide advice for self and various client groups.
Track record of creative and entrepreneurial thinking ability.
Experience of analysing data to provide clear proposals for action and to identify the resource implications of such proposals.
Able to recognise new potential initiative and energise colleagues to give adequate consideration. / CV, interview and references
Communicating and Influencing: / A confident and experienced negotiator and communicator and able to interact with stakeholder groups/individuals in a sensitive and effective way.
Able to achieve understanding and achieve cooperation to effectively influence others.
Able to have a credible approach demonstrating business acumen.
Produce high level reports and plans that synthesise complex factors in a clear and concise way.
Speak clearly and fluently in groups and with individuals at all levels in the organisation in a compelling and persuasive manner.
Demonstrate adequate preparation so that presentations are focussed, succinct and accurate.
Fluent in English and Bahasa Malaysia. / Ability to speak another relevant language to the region. / CV, interview and references
Resource Management / Manage USMC’s projects and workloads to meet timescales, budgets and outputs.
Keen eye for detail with the ability to understand the wider strategic picture and translate into effective operational delivery. / CV, interview and references
Service Delivery: / Evidence to demonstrate a commitment to the delivery of services that add value from the perspective of the customer.
Proactive approach to the collection and evaluation of feedback in two relationships.
Proactive approach to setting standards in skills, competencies, behaviours for staff to follow and sharing best practise so that performance improves on a continuous basis. / CV, interview and references
Information Technology / Evidence of good levels of understanding in the use of IT systems and their capacity to support future business. / CV, interview and references
Special Requirements: / Able to undertake international travel, including potentially longer visits to the UK for training and development purposes.
Flexibility to work the hours to meet the needs of the business which may include extensive travel at short notice.
Cultural sensitivity and ability to work with a diverse range of cultures. / Interview

Job Hazard Analysis Form - Appendix to Job and Person Specification

Please tick one of the following statements:

This post is an office-based job with routine office hazards e.g. use of VDU (if ticked, no further information needs to be supplied)
This post has some hazards other than routine office e.g. more than use of VDU

Please tick all those that apply, and put N/A if not applicable

Environmental Exposures / O* / F / C
Outside work
Extremes of temperature (eg fridge/ furnace)
Potential for exposure to body fluids ##
Noise (greater than 80 dba - 8 hrs twa) ##
Exposure to hazardous substances (eg solvents, liquids, dust, fumes, biohazards). Specify …………………………………………………………. ##
Frequent hand washing
Ionising radiation.
Equipment/Tools/Machines used
Food Handling ##
Driving university vehicles(e.g. car/van/LGV/PCV) ##
Use of latex gloves (note: prohibited unless specific clinical necessity) ##
Vibrating tools ( e.g. strimmers, hammer drill, lawnmowers) ##
Physical Abilities
Load manual handling.
Repetitive Crouching/Kneeling/Stooping
Repetitive Pulling/Pushing
Repetitive Lifting
Standing for prolonged periods
Repetitive Climbing i.e. steps, stools, ladders
Fine motor grips (e.g. pipetting)
Gross motor grips
Repetitive reaching below shoulder height
Repetitive reaching at shoulder height
Repetitive reaching above shoulder height
Psychosocial Issues
Face to face contact with public
Lone working
Shift work/night work/on call duties ##

O – Occasionally (up to 1/3 of time); F – Frequently (up to 2/3 of time); C – Constantly (more than 2/3 of time) ## denotes to HR the need for a full PEHQ to be sent to all applicants for this position.

FOR SCHOOL/SERVICE USE ONLY / ResourceLink Post Number
Which post does this job report to
Is this post a Line Manager? / Yes / No
If yes, which posts directly report into it? / ResourceLink Post Number
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Post 8
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