Job Title:Deputy School Administrative Manager

Job title:Deputy School Administrative Manager

Post number:HA5008

Reports to:School Administrative Manager

Department:School of Applied Social Science

Location:Falmer

Grade:6

Purpose of the role

To be responsible for the day to day operational management of all aspects of course administration, the line management of the programme administration team and the management of strategic school projects.

Line management responsibility for:

A team ofProgramme Administrators (5 in total)

Main areas of responsibility:

• To manage and co-ordinate efficient, effective and responsive course administration systems and services for the School of Applied Social Science ensuring the needs of the university, school and students are met;

• To take overall responsibility for the operational management of the following core areas of work (as pertain to administration): Induction, retention, assessment and examination, submission and return of work and all other aspects of course administration as may be relevant. This will include the development, organisation, implementation, co-ordination and evaluation of a range of systems, processes and services;

• To manage and develop the team of programme administrators ensuring high levels of commitment, performance and professionalism and to be involved in managing a wide range of HR matters for these staff including recruitment and selection, induction, occupational health, performance issues and other case work;

• In liaison with relevant central departments and the School’sAssessment Policy and Practice Lead, to oversee, co-ordinate and manage the arrangements for assessment processes and ensure effective management of the school’s examination boards throughout the year;

• 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 monitor and assess the changing needs and priorities of the school in the area of course administration and, in liaison with the School Admin Manager, identify ways in which the administrative structure of the school could best adapt to new opportunities, developments and initiatives;

• To be the committee secretary for the School Management Group, drafting agendas, preparing papers, taking minutes and being proactive in the follow-up of all action points;

• To provide senior level support for the Deputy Heads of School in their strategic and operational roles;

• To have a detailed knowledge and understanding of all school and university policies, processes and systems and be able to provide expert advice and guidance to staff and students;

• To deputise for the School Admin Manager where appropriate and to undertake or lead on specific strategic projects and responsibilities as agreed with senior colleagues;

• 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.

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 / An understanding of how to develop and maintain effective and efficient office processes. / A
Qualifications / Educated to degree level or other evidence of high level analytical and communication skills. / A, I
Experience / Experience of understanding and applying policies and processes, ideally in a large institution;
Experience of working as part of a team, collaborating effectively, sharing good practice and leading a team to the successful completion of goals. / A, I, E
A, I
Managing people / Supervisory or line management experience and the ability to support and develop staff. / A, I
Technical/work based skills / Ability to plan, prioritise and delegate work effectively, problem solving and meeting conflicting work deadlines;
Ability to communicate information to staff and students in a persuasive way demonstrating diplomacy and negotiating skills, both orally and in writing;
Strong analytical skills with the ability to assess information, consider various perspectives and produce cogent and analytical reports to a high standard;
Ability to work with a minimum of supervision and take responsibility for setting and meeting own objectives. / A, I
A, I, E
A, I, E
A, I
Other requirements / Excellent level of computer skills including Microsoft Office, databases and online systems;
Understanding of change management principles. / A, I, E
A, I
Desirable / Experience of servicing meetings;
Working knowledge of SITS (CAMS);
A familiarity with the HE sector, its aims and objectives. / A, I
A, I
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 time 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, is 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
Band 10 and above / 30 days / Band 10 and above / 30 days

• More information about the department/school can be found hereProfessional 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

Date: June/2017