Faculty/ School/Department / Academic Services
Responsible to: / Director of Faculty Administration
Responsible for:
Job Purpose
Manage teams responsible for the provision of high quality academic administration across one or more areas of work within the relevant school.
Manage systems and processes which operate effectively and efficiently to support the operational management of student administration and support services.
Manage day to day operations ensuring high standards are achieved and maintained,deadlines are met, and processes comply with internal and external requirements.
Develop or improve operating processes as required to meet current and emerging needs and deploy people, financial and physical resources in a way which deliver high quality operational services which enhances the student experience.
Work closely with colleagues in the Faculty, Academic Services and across the University to ensure that people and processes deliver an outstanding service, are proactive and responsive to the needs of internal and external customer groups and work effectively across teams.
Represent the School at external committees and deputise for the Director of Faculty Administration as necessary.
Main activities and responsibilities
- Manage operations to provide the highest possible level of administrative support to students across the full life-cycle.
- Manage the provision of high quality services for students, staff and external partners through the effective management of teams focused on the delivery of objectives and excellent customer service.
- Manage and develop teams of staff, taking responsibility for recruitment, training and development, and performance management including conducting and overseeing Individual Performance Reviews (IPRs).
- Ensure that staffing resources are effectively and flexibly deployed to deliver high standards of support and customer service.Manage resources proactively to meet seasonaland specific demands of the School that deviate due to sector requirements.
- Ensure administrative activity across the academic year is planned effectively to manage the student lifecycle specific to the School including key events from admissions and enrolment, through assessment, examinations and graduation.
- Assess operational requirements and seek effective and innovative solutions by improving processes and procedures and the use of information systems and data within the School.
- Review processes, systems and ways of working to ensure they are efficient, effective and sufficiently flexible to meet the changing requirements of the School and the sector of which it is part.
- Take a lead role in continuous development and improvement of services offered within the School, working collaboratively with colleagues to share best practice and ensure consistency of operation and standards of performance.
- Ensure compliance with internal and external requirements such as University Regulations, sector specific guidance and UKVI legislation.
- Regularly review, audit and assess team performance and quality of services to ensure high standards are achieved and maintained and examples of good practice are disseminated.
- Where the need for change and new ways of working are identified, manage this change and deliver successful outcomes.
- Facilitate a culture of continuous improvement in administrative teams supporting them to respond to periods of change and new demands. Support them in coping with change and identifying new or better ways of delivering support services.
- Provide comprehensive professional advice in own area of expertise to colleagues in the Faculty and in some cases the wider University.
- Contribute to sector specific development through, for example, participating in working groups and responding to consultations.
- Represent the School at high level national committees and user groups specific to the sector of the School.
Additional Key Requirements:
Communication
Provide detailed information to students and colleagues some of which may be complex. Provide clear and accurate interpretation of internal and external regulations and requirements and University policy. Be aware of barriers to understanding such as language and cultural differences and know how to overcome these.
Produce clear written communications, including reports and committee papers.
Managing People and Resources
Lead teams of administrative staff.
Provide guidance and training
Teamwork and collaborative working
Manage an operational team. Act to resolve conflicts within and between teams and ensure the team works effectively with others in the Faculty and the wider University.
Contribute to the management of significant projects.
Represent the School in key external and sector networks
Initiative, problem solving and decision making
Resolve problems affecting the delivery of services within area managed.
Provide advice on operational and longer term issues which affect specific activities and areas of operations.
Support the management of change and respond positively to new requirements or demands.
Identify and drive forward opportunities to improve efficiency and effectiveness of administrative functions within the School.
Influence School decisions by providing expertise on a range of matters relating to academic administration and participating in relevant working groups and consultations.
Work environment
Be aware of the risks in the work environment and their potential impact on their own work and that of others.
Ensure that appropriate risk management processes are operational within own areas of responsibility.
Person Specification
- A good honours degree or equivalent professional qualification.
- Experience in Higher Education at a management or team leadership level.
- Experience of leading and managing operations and teams, with evidence of successfully managing change.
- Experience of managing and successfully delivering projects and resources, to schedule, to budget and to quality is desirable.
- Good knowledge of current issues in Higher Education
- Excellent organisational skills and the ability to analyse and resolve problems creatively, often at minimal notice.
- Ability to instigate new and innovative approaches and facilitate team problem solving.
- Demonstrable ability to produce effective, well organised plans and measurable objectives extending over a year or more and to manage team performance against these plans.
- Ability to lead, manage, motivate and develop staff, individually and in teams.
- Developed written and oral communication skills including the ability to write papers and deliver presentations.
- Excellent interpersonal skills with the ability to lead, negotiate, persuade and influence.
- A high degree of self-motivation and self-managing work style, with the ability to set goals and work independently.
Special requirements
Able to undertake duties at different premises including any University campus as required.
National travel may be necessary from time to time in order to attend meetings and events, representing the School in sector specific networks and committees.
May be required to work outside normal office hours to support University operations and events. This will require flexibility, especially at times of peak activity.
Expectations of all staff
Professional standards
All staff employed by Birmingham City University are expected to exhibit high professional standards which promote and demonstrate the University’s core values of Excellence, People Focused, Partnership Working, Fairness and Integrity.
Equal Opportunities
All staff are expected to understand and enact the University’s commitment to ensuring equality and diversity in all activities. This commitment is enshrined in the Equality Statement and core values.
Dignity at work
Every member of staff has a responsibility to ensure colleagues are treated with dignity and respect.
The University is committed to creating a work environment for all staff that is free from harassment, intimidation and any other forms of bullying at work, where everyone is treated with dignity, respect and professional courtesy.
Health and safety
The arrangements for meeting the University’s health and safety objectives are contained in the Birmingham City University Health and Safety Policy. This includes the responsibilities of key staff and procedures covering the main activities of the University.
All staff are expected to take reasonable care of themselves and those that may be affected by their actions.
Dress code
The University does not operate a formal dress code for its employees, other than for those who are provided with uniform and/or protective clothing. However, employees must ensure that their dress is professional, reasonably smart and appropriate for the situation in which they are working. All staff should ensure that they present a professional image and one that reflects sensitivity to customer perceptions. This may reflect their ethnicity and lifestyle, but should not be provocative or cause offence to those with whom they have contact.
Citizenship
All staff are expected to adhere to good citizenship, being generous with help and support to others, collaborating with colleagues and working for the benefit of the University as a whole. In particular working to provide a positive student experience and achieving excellence in all the University’s activities.
This job description indicates the expectations of staff at this level. Job descriptions are not exhaustive and you may be required to undertake other duties of a similar level and responsibility.