Job Description

School:School of Environment and Technology

Location:Moulsecoomb

Job Title:Deputy School Administration Manager

Post Number: SV5045

Grade:6

Responsible to: School Administration Manager

Main areas of

Responsibility:

  1. To work with members of the school management team to support the effective development and operation of quality assurance processes across the school.
  1. To manage and co-ordinate efficient, effective and responsive administrative systems and services with respect to Quality Assurance for the School of Environment and Technology ensuring the needs of academic staff and students are met.

3.To support the School Administration Manager in ensuring the appropriate administrative systems and procedures are in place relating to admissions, UK Border agency requirements and monitoring (UKBA)course and assessment administration.

4.To work with the School Administration Manager (SAM) to support the recruitment, training needs, and performance of administrative staff within the school.

5.To provide support to the School Management Group.

6.To deputise for the School Administration Manager where appropriate and to undertake specific projects and responsibilities as agreed with senior colleagues.

Specific duties:

  1. To work with members of the school management team to support the effective development and operation of quality assurance processes across the school.

1.1On behalf of the school senior management team, to work with the Associate Heads and course leaders to ensure the effective development and operation of the quality assurance processes and activities to support teaching and learning for the school.

1.2To ensure the effective inter-relationship and communication between the school and Academic Services to maximise effectiveness and delivery of outcomes.

1.3To keep up to date with developments within the university which relate to the school and with particular regard to Quality Assurance and Enhancement (QAE) and ensure that those concerned are kept informed of the implications for the school.

1.4To undertake ad hoc projects with and on behalf of the Head of School and Associate Head of School (Quality).

2.To manage and co-ordinate efficient, effective and responsive administrative systems and services with respect to Quality Assurance for the School of Environment and Technology, ensuring the needs of Academic staff and students are met.

2.1 To develop and co-ordinate efficient and effectiveadministrative systems within the school, which integrate with university quality assurance frameworks, keeping under review and improving as necessary.

2.2 In conjunction with theSchool Administration Manager to ensure that the administrative support for the undergraduate and postgraduate students of the school is efficient and effective and aligns with the school and university’s expectations and regulations.

2.3To directly co-ordinate and supervise the administrative support and functions provided by the administrative staff supporting quality assurance systems within the school (e.g. QAE committees, exam boards, divisional meetings) and to ensure that the service provided meets the changing needs of the school and the university.

2.4To provide, co-ordinateand manage an effective administrative support for quality assurance across the school, including the servicing of regular school meetings (including the School Board, and subcommittees, divisional boards, course boards, student staff consultative committees).

2.5To ensure that necessary documentation is available and presented to School and university committees in relation to course development, validations, periodic review and other course related activities.

2.6To oversee, co-ordinate and manage the arrangement for assessment processes and ensure effective management of the school’s examination boards and related processes (undergraduate and postgraduate exam boards).

2.7To act as secretary to the School Board of Study, working closely with the Chair of the Board, this involves, ensuring action points have been completed by nominated persons, ensuring rooms have been booked, calling for and numbering of papers, preparation and circulation of agendas and associated papers to constituted members, minuting the meetings etc.

2.8To liaise with colleagues responsible for academic timetabling to ensure that efficient and effective academic timetables for staff and students are produced annually and amended when necessary and taking into account new courses being developed.

2.9To use initiative to resolve complex problems which arise in relation to the school’s administrative service for quality assurance.

3.To support the School Administration Manager in ensuring the appropriate administrative systems and procedures are in place relating to admissions, UK Border agency requirements and monitoring (UKBA),course and assessment administration.

3.1To support the planning and management of all activities relating to examinations, admissions, UKBA requirements,assessment and examination administration.

3.2In liaison with the School Administration Manager to keep an overview of administrative systems supporting admissions, UKBA monitoring requirements, course, assessment and examination administration, policy and developments.

3.3To liaise with administrative and academic colleagues within the school and academic services in relation to administrative procedures and policy in respect of admissions, course, assessment and examinations.

4.To work with the School Administration Manager (SAM) to support the recruitment, training needs, and performance of administrative staff within the school.

4.1In collaboration with the School Administration Manager and the Associate Heads of School, to manage the allocation and monitoring of work responsibilities for designated administrative staff, ensuring that the service provided meets the changing needs of the school and the university. This will involve workload planning up to one year ahead, taking into consideration all aspects of the academic year cycle.

4.2To ensure the effective operation of the QAE service and relevant staff, (holding team meetings as necessary) and, in conjunction with relevant senior colleagues, to ensure the effective communication with the rest of the support staff and the school.

4.3To manage and co-ordinate the recruitment of administrative staff to the school in collaboration with the School Administration Manager, including acting as a panel member or chair as appropriate.

4.4To support the School Administration Manager in the induction and training of all new administrative staff, to manage induction and determine training and development needs for designated staff, and to make provision to support in staff development and training in relation to QAE.

4.5To undertake the Staff Development Reviews for designated staff and take appropriate follow-up action, including undertaking interim reviews.

4.6To take responsibility alongside the School Administration Manager for organising a diverse team of administrators and to deal with any staffing issues including those of poor performance, attendance and incapability, ensuring appropriate communication of difficult information in sensitive situations.

4.7To have delegated responsibility for managing and monitoring administrative staff requests for flexible working, annual leave and any absences from the school office (including the sick book) in liaison with the Human Resources advisor and the School Administration Manager and with reference to university policies.

5.To provide support to the School Management Group.

5.1To be an active member of the School Management Group (SMG) when deputising for the School Administration Manager.

5.2To act as secretary to the School Management Group.

5.3To participate fully in the corporate, budgetary and strategic planning decision making of the school.

5.4To provide support and guidance and advice to School Management Group on the correct operation and implementation of university administrative procedures and their influence on the operation of quality assurance procedures.

5.5To undertake/lead specific projects on behalf of the Head of School and SMG, including the development of draft policies and plans.

5.6To compile reports as required for the school and university.

5.7To represent the school at appropriate meetings including as a member of faculty and university committees/working groups as required.

6. To deputise for the School Administration Manager across the full range of duties as requested in their absence.

6.1To deputise for the SAM across the full range of duties as requested and as required by the Head of School.

6.2To be aware of the needs of the school and to contribute to strategic and long term planning processes.

6.3To undertake or lead on specific projects on behalf of the School Administration Manager (and the School Management Team in the School Administration Manager’s absence).

6.4To contribute to the wider work of the university as directed by the School Administration Manager, including the representation of the school at appropriate meetings including as a member of university committees/working groups as required.

6.5To engage in professional and flexible working practices by supporting the School Administration manager in delivering an efficient administrative service to the school. This might include occasions when colleagues are unavailable or when pressure of work demands.

Selection Criteria:

The criteria below indicate the qualities that are needed to do the job well. Candidates for the post will be selected according to the extent to which they satisfy them, and the evidence of potential for developing the rest further. Most of the criteria must normally be met in order to qualify for selection.

Essential:

  • Knowledge/qualifications: a degree or other evidence of a high level of analytical, communication and problem-solving ability; knowledge of how to develop and maintain effective office systems; knowledge of programme and quality assurance related processes; familiarity with a number of word processing, spreadsheet and database packages. The ability to understand and use a variety of information retrieval systems. Experience of managing staff including management of poor performance. Experience of understanding and applying procedures appropriately in a range of situations.
  • Communication: highly developed interpersonal skills; able to communicate information in a persuasive way orally and in writing both to staff and to students; diplomacy and negotiating skills with the ability to be assertive without being aggressive.
  • Sensitivity: listens well and understands the needs of others, and is sensitive to the differing needs of different situations.
  • Self motivation: has a record of successful performance at an appropriate level of responsibility; sets and meets objectives on own initiative; is committed to continuous self-development.
  • Teamwork: flexible, co-operative, helpful; respects ideas and expertise of others; appreciates own strengths and weaknesses. The ability to take action appropriate to the job without being prompted.
  • Organisation: the ability to prioritise work effectively, judging the relative importance of conflicting demands and planning actions in order to meet deadlines. An ability to maintain high standards while working quickly with a minimum of supervision.
  • Response to change: prepares and plans self and others for change; adaptable; interested in learning and investigation.
  • Analysis, creativity & problem-solving: considers various perspectives and the overall picture; solves problems and develops plans successfully, with absolute minimum of supervision. Thinks and plans strategically.
  • Management of others: has credibility and influence; can recruit, develop and motivate staff who can meet objectives; ensures equality of opportunity.
  • Technical skill: highly developed keyboard skills, knowledge of word processing, database and spreadsheet applications.
  • Physical: the post-holder must be able to undertake all the physical requirements of the job such as extensive use of display screen equipment, according to health and safety guidelines.

Desirable:

  • A familiarity with higher education, its aims and objectives; an understanding of the higher education environment.
  • Experience of servicing meetings.
  • Experience of project planning and management.
  • Previous supervisory experience and knowledge of personnel matters.
  • Committed to developing information technology systems.
  • Knowledge of safe working practices in an office environment.

This job description sets out the duties of the post at the time it was drawn up. Such duties may vary from time to time without changing the general character of the duties or level of responsibility entailed. Such variations are a common occurrence and cannot of themselves justify a reconsideration of the grading of the post.

Ref:SJB/CRF

DateJuly 2014 Final