THE UNIVERSITY OF NOTTINGHAM
Recruitment Role Profile Form

Job Title:Infrastructure Systems Manager

School/Department:Faculty of Engineering

Salary:£28,695 - £37,394 per annum, depending on skills and experience.

Job Family and Level:APM, Level 4

Contract Status:This post will be offered on a permanent basis.

Hours of Work:Full Time 36.25 hours per week, 5 days per week, 8.30am-4.50pm

Mon-Thurs, 8.30am-4.25pm Fri

Location:Faculty of Engineering, University of Nottingham, University Park, Nottingham.

Reporting to:Technical Services Manager

The Purpose of the Role:

The purpose of the role is the initial and continueddevelopment of systems and procedures that support Infrastructure and staff related activities andprovide strategic and operational leadership and co-ordination of those systems and procedures within the Faculty of Engineering.The role involves regular meetings with the Head of Departments and Research Groups and Infrastructure and Facilities Managers in order to set, plan and implement uniform University and Faculty system polices fully across the Faculty. It must support Faculty academics and staff in understanding,implementing and maintaining these systems.

Main Responsibilities / % time per year
1. / Equipment Management
Develop a robust management information system to support equipment control, deployment and replacement to achieve the aims of the Faculty Strategy within Infrastructure, working with Associate Deans to develop strategic plans for T&L and Research.
Responsibilities will include:
Equipment Usage and Charging Process
  • Develop, implement and manage an equipment usage charging system for the Faculty to enable all operating costs to be covered.
  • Identify current and future equipment to include in the charging system and analyse the viability of it being included.
  • Manage and develop a charging rate process.
  • Manage and develop an annual charging collection procedure to ensure a self-funding process is in place and maintained.
  • Monitor usage of income to ensure funds are suitably distributed.
  • Analysis of data to inform strategic process direction and measure progress.
Servicing and Maintenance of Equipment
  • Develop, implement and manage a service and maintenance process for both teaching and research related equipment.
  • Determine equipment to be included on an ongoing basis and implement and maintain a Faculty wide schedule.
  • Identify future needs.
  • Identify and advise on replacement equipment.
Kit Catalogue
  • Strategic management and development of the research equipment inventory system within the Faculty to enable compliance with EPSRC requirements and to facilitate research collaboration.
  • Implement and manage a system to ensure Kit Cat is fully updated within the Faculty including adding new equipment, removing redundant equipment and updating information.
  • Liaise with academic and research members of staff to ensure all information held within Kit Cat is current. Analyse the data to enable the strategic assessment of future needs and develop Faculty plan of action to meet those needs.
  • Represent Engineering across campus promoting capabilities.
  • Engage with other M5 universities to develop cross university equipment catalogue and develop best practice.
/ 30%
2. / Technician Charging
Develop a robust management information system to support technician charging to achieve the aims of the Research and T&L strategies. Responsibilities will include:
Policy and Procedures
  • Produce, develop and manage the policy and procedures to enable a fully functional, fair and transparent technician charging system to operate throughout the Faculty.
Management and Operational
  • Manage recording system ensuring it is maintained and operational.
  • Ensure, through close liaison with the Research Office and senior technical staff, correct research project codes are identified and charged to maintain best use of available funds.
  • Record data in order to support the strategic management and control of research project finances and funding of appropriate technical support.
/ 25%
3. / Audit Management
  • Manage the collation, preparation and delivery of information and documentation for internal and external quality audits and other Quality Assurance activities and respond to requests for information on all research project audits as well as close liaison with the University audit teams in terms of University financial regulations and good business practice.
/ 15%
4. / Faculty Staff Essential Equipment Support
  • Develop and manage an operational procedure to ensure all Faculty staff across all job families are aware of and equipped with all essential equipment/resources to meet their job execution e.g. PCs, mobile phones, skype facility, etc.
/ 10%
5. / Staff Induction and Exit Procedure
  • Develop, implement and manage a staff induction procedure to ensure all new starters across all job families are given a minimum standard of induction including, Health & Safety, allocation of mentor, purchasing procedures, office equipment, expenses, etc.
  • Develop, implement and manage a staff exit procedure to ensure all employees across all job families return all Faculty supplied equipment, remove or reallocate documentation, leave their work area in an acceptable state, supply exit feedback, etc.
/ 10%
6. / Staff Development and Training
  • Develop, implement and maintain a training/development records system for all APM and technical staff.
  • Identify training needs and skills gaps ensuring all legal legislation is met. Carry out market analysis to support identified training requirements.
  • Source appropriate training/development.
  • Organise training/development events.
/ 10%
7. / Any other duties appropriate to the grade and role of the post holder.

Knowledge, Skills, Qualifications & Experience

Essential

/

Desirable

Qualifications/
Education / Degree qualified in relevant subject/relevant formal training, plus hands on experience in a related role.
Or
Proven track record of extensive work experience, demonstrating practical and theoretical knowledge of a specific/specialised field of work.

Skills/Training

/ Thorough knowledge and understanding of the work practices, processes and procedures relevant to the role.
Detailed operational knowledge of systems relevant to own field of work in terms of functionality and capability.
Excellent IT skills in a wide range of software packages.
Proven analytical and problem solving capability. / Awareness of the current and future activities of the University/Faculty to use for planning purposes and systems analysis.

Experience

/ Experience of planning and progressing a series of work within general guidelines, using initiative and judgement without recourse to senior management.
Proven planning and organising skills. / Working with academics to design and develop processes and systems.
Working knowledge of the work and activities of other areas of the University relevant to the Faculty.

Statutory/Legal

/ Knowledge of Health and Safety.

Personal Attributes

/ Proven oral and written communication, presentation and interpersonal skills with a positive attitude with a willingness to accept responsibility.

Other

/ A flexible approach and the ability to communicate at all levels with a diverse and multinational workforce.
Work as an individual and as part of a team. / Ability to identify new opportunities and creative solutions.
An understanding of the key working relationships required with staff at all levels across the Faculty/University

Decision Making

i)taken independently by the role holder

  • Plan, manage and organise own workload and delegate where required
  • Development, operation and review of administrative procedures and standards
  • Recommendation to Management Team in relation to process and procedure implementation
  • Resolve issues/problems not of a routine nature and operational decisions
  • Draft reports, correspondence and recommendations
  • Using own discretion and judgement to advise/approve matters for staff and students within the framework of policy and procedure provided by the University (e.g. HR issues, Quality Manual framework)
  • Day to day enquiries regarding policy and procedures

ii)taken in collaboration with others

  • Development and implementation of Faculty policies
  • Quality Assurance policy and implementation
  • Setting of charging rates for equipment and technician time

iii)referred to the appropriate line manager (please name) by the role holder

  • Expenditure beyond agreed allocations
  • Holiday requests
  • Sick absence

Additional Information

The Infrastructure Systems Manager is required to develop and implement processes and procedures commensurate with the delivery of Faculty goals and is instrumental in decision making and target setting in these areas.
The role holder is a key member of Faculty Committees and has to maintain a good overview of changes within the University and externally to ensure that the Faculty is meeting requirements. Where gaps are identified, the role holder will draft and implement policy/systems/processes or will communicate and work with other personnel within the Faculty/University where policy change is likely to affect their role and new systems need introducing (systems management).
The role involves working extensively with staff and managers, providing advice on policy and providing options and solutions to problems.
The addition of the post will allow the Faculty to allocate much needed time and resource in this area and drive forward a structured approach.
Head of School/Department
(or nominee): / C Hallam
Date completed: / 27March 2015
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