RECRUITMENT ROLE PROFILE FORM
Job Title: Administration & Business Systems Manager
School/Department: Estates Office
Salary: £28,982 - £37,768 per annum depending on skills and experience. Salary progression beyond this scale is subject to performance
Job Family and Level: APM 4
Contract Status: Permanent
Hours of Work: Full time
Location: Estates Office, University Park
Reporting to: Operations & Facilities Director
Purpose of the New Role:
To lead and manage an efficient and cost effective financial administration, sickness management, helpdesk and administration process and business systems function across the Estate Office. Managed through the effective use of resources, policies and procedures, budget control and the administration/systems associated with this service.
To manage departmental IT, Business Systems development and strategy, Estate Office web sites, the Estate Office management information system (Concept), the University Card system (NEDAP) and the Door Access Control system (AEOS).
/ Main Responsibilities / % of time /1. / Business Systems: Lead, manage and develop the implementation of the departmental IT strategy, liaising with the Estate Office Directorate and Information Services colleagues, as well as providing advice on new projects as necessary
To manage the Estates public web site and intranet
To manage, administer and develop the Estate Office management information system (Concept) as Database Administrator, in conjunction with FSI (the supplier), including all of its associated reporting and updating requirements
To lead on the management and administration of the University Card and Door Access Control system (AEOS), including software and hardware support, rule engine management, fault reporting, advice, development of the system and the expansion of functionality. Developing the best solution and problem solving, interfacing with operational services via the Security Office
To provide specialist technical advice to the Estate office Directorate to inform strategic decision making on Information Technology and systems, including business systems analysis as required / 50%
2. / Administration: To lead on the development, implementation and also monitor and propose improvements in departmental policies and procedures, including Service Level Agreements
To manage and develop central departmental data storage (electronic and paper) and lead on the development of the filing and archiving system
To manage and monitor the cost effective control of the delegated budget allocated to central administration for office consumables and IT
To main, monitor and report Estate Office costs associated with any work that will be recharged to internal University departments or external organisations (including the production of reports as necessary)
To manage the use of relevant data contained in Estate Office databases and identify and assess strategic development in system to improve the Estate Office processes at a strategic level, ensuring continuous operational improvement across Estates / 30%
3. / HR Management: To manage and improve the departmental personnel records relating to sickness, annual leave, special leave and training in accordance with The University’s freedom of information policy. The role holder is required to receive, collate, understand, analyse and produce explanation of the findings to the Directorate as necessary
To act as the department’s point of contact for HR matters (sickness, special leave, absenteeism, etc. To manage, maintain and report on departmental training records (other than the central Professional Development record) in accordance with The University’s freedom of information policy / 5%
4. / Line management: To lead, manage, support and develop a team who provide the central administrative support to the Estate Office (administration and helpdesk), to maximise their contribution to the Estate Office output / 5%
5. / Customer Liaison: Lead on the development of customer related issues, complaint resolution, providing information drawn from system and reporting on financial matters to customers
Develop systems in conjunction with contractors for job update and liaise with them regularly in order that they deliver within the service levels / 5%
6. / Additional duties: Act as Fire Warden for the primary Estate Office
To act as the IT Representative, with a close working relationship with IS Project Leaders in the development of office wide IT and management systems. Also act as Estates PC disposal coordinator and software licencing coordinator
To lead on and develop strategic reports and the management of creation of reports for Concept and ad hoc queries for AEOS. To take the lead on all IT/administration training and personal IT development / 5%
Knowledge, Skills, Qualifications & Experience
Essential / DesirableQualifications/
Education / · Degree in Business, Administration or Information Systems and some experience within a similar role or a proven track record of extensive relevant work experience / · Business systems analysis qualification
Knowledge/Skills/
Training / · Extensive administration and financial systems knowledge relevant to the role
· Thorough understanding of the management of human resources
· Proven analytical and problem solving skills
· Proven planning and organisational skills
· Experience of leading and developing a team
· Excellent communication, presentation and interpersonal skills / · Professional SQL training
Experience / · Substantial relevant experience gained within a similar or comparable role
· Excellent IT hardware and software knowledge, including knowledge or experience of managing SQL Server databases, database design and administration and web page design
Other / · Excellent attention to detail
· Customer focused
· Actively seeks to develop self
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