Job Description and Person Specification (HR5)
Post Number:TX03009955 /
Job Description
Faculty/Department: / Faculty Operating Service (Faculty of Social and Human Sciences)
Post Title: / Faculty Executive Officer
Please enter Level under appropriate Career Pathway / ERE / TAE / MSA / CAO / R.Nurse / Clinical
4
ERE Category / Academic Posts / Non-Academic Posts
Academic
(mixed) / Research
only / Teaching
only / Enterprise / Education Development
Post Responsible to (and Level): / Head of Faculty Operations (Level 6) - Professional (MSA) line management
Posts Responsible for (and Level): / Administrative staff in the Faculty Operating Service (Faculty of Social and Human Sciences)(Levels 2 & 3) working at Academic Unit level and oversight of MSA staffs in research appointments
Job Purpose: To manage the operational activities of staff who provide a range of administrative services to the Academic Units, in support of the delivery of the Faculty strategy. To design and implement effective, integrated systems and processes to support the efficient and effective operation of the services, including contracting with external bodies and meeting statutory requirements
Key Accountabilities/Primary Responsibilities:
  1. To be responsible for developing, integrating and enhancing processes and systems to ensure the effective and efficient operation of the Academic Units administrative support to meet the Faculty’s strategic and operational objectives.
  2. To liaise and collaborate effectively with colleagues in Professional Services in relation to the development, delivery and improvement of quality services to the Faculty and Academic Units, and to operate and monitor the delivery of service arrangements as appropriate. To identify service requirements and to anticipate needs in order to develop solutions and practice and to implement key service requirements.
  3. To have line management responsibility for key functional operations which includes administrative staff in a multi-site operation, to lead and manage the staff concerned, and to provide a knowledgeable overview of these areas to the Academic Units and the Faculty. This will include fostering a positive work environment and a culture of support and collaboration, promoting good staff relationships and consulting with appropriate staff.
  4. To ensure compliance with the University’s policies and procedures, professional standards and national legislation and codes of practice; and to enhance existing provision in order to maximise service quality, efficiency and continuity within resource constraints and within budget.
  5. To be a member of appropriate Academic Unit and Faculty committees, service meetings and prepare reports where necessary. To liaise with the Head of Faculty Operations, Faculty Resources Officer Manager, Professional Service Leads and Team Leaders, as well as other senior staff members on a regular basis to address Faculty issues.
  6. To ensure that all key performance, monitoring and data reporting requirements within the Faculty and Universityare met in a timely manner.
  1. To lead and manage assigned projects and project teams, usually of a short-term nature, in support of the Faculty’s objectives. This will involve working with the Faculty Resources Officer, AU Management Groups, Faculty Executive Group and other members of the Faculty to undertake projects, including background analysis and research, assessment of complex situations and problems, testing solutions, presenting findings, and producing documents and briefing papers, reports and presentations that will lead to informed decision-making.
  2. To undertake other specific and/or related project tasks and administrative roles and duties as requested and assigned from time to time by the Faculty Business Manager andthe Head of Faculty Operationsand/or Executive Team members of the Faculty.
/ % Time
10%
10%
25%
10%
5%
15%
15%
10%
Internal & External Relationships:
  • Liaise closely with theHead of Faculty Operations,Faculty Resources Officer and other senior Facultyand Academic Unit members to communicate on all activities relevant to the role.
  • Liaise with senior academic staff to ensure efficient discharge of all duties and good governance in relation to the responsibilities of this role.
  • Liaise with University Professional Services staff, external bodies and others as required under the guidance of the Head of Faculty Operations, and other key members of staff in orderto facilitate the tasks and functions of the role, and with the general purpose of ensuring quality and effectiveness of support services across the Faculty’s activities and sites, as well as administering and delivering the responsibilities of reporting requirements, and to communicate processes, procedures and outcomes as required.

Special Requirements:
Flexible hours of work will be required by these activities as well as core hours.
Person Specification
Criteria / Essential / Desirable / How to be assessed
Qualifications, Knowledge and Experience:
Skill level equivalent to achievement of HND, Degree, NVQ4 or basic professional qualification.
Substantial relevant management experience and proven success in a similar work environment with evidence of appropriate knowledge as evidenced by successful achievements against targets.
Significant experience of administration management and experiences such as building teams and establishing and working with task and finish groups.
Significant experience of HE/NHS administration management
High level IT and design skills with ability to learn new applications and work with related software. / 


 /  / Application
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Interview
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Planning and Organising:
Able to independently organise activities and operationalise processes according to strategic and management plans and remain target driven.
Excellent organisation and time management skills.
Ability to prioritise a conflicting and busy workload. / 

 / Application/ Interview
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Problem Solving and Initiative:
Proven analytical and problem solving capability across a broad range of administrative functions
High level of numeric skills for analysing and reporting data.
Ability to use own initiative, and suggest and implement practical and effective solutions. / 

 / Application/ Interview
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Management and Teamwork:
Able to manage self and prioritise workload.
Able to work independently on project activities as agreed by the Head of Faculty Operations.
Able to proactively and collaboratively work with other individuals and teams, including, contracted suppliers, external bodies and post holders to achieve outcomes.
Able to motivate and oversee the work of others in small working teams, brought together for specific purposes, evidenced by recent and relevant achievement. / 


 / Application/ Interview
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Communicating and Influencing:
Recognises the need to communicate effectively the details of activities and requirements related to tasks and functions relevant to the post.
Experience in the use of the internet, on-line resources and electronic diaries are essential tools for the job which has to be effective across sites and for all parts of the Faculty’s activities.
Communicates sensitively and effectively with others to influence successful delivery of the Faculty’s objectives. Communication will include keeping web page content updated, and alerting client users to revised provisions and services.
Operate and maintain confidentiality with respect to data including commercial and financial data.
Able to clearly and effectively interpret needs and then communicate requirements, using the full range of electronic and traditional communication processes.
Ability to use technical expertise and empower and influence others in pursuit of the Job Purpose / 




 / Application/ Interview
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Other Skills and Behaviours:
Ability to interface with relevant professional service departments in the University and colleagues within the Faculty. An essential requirement will be the ability to develop good relationships and networking skills.
High level skills in the use of Microsoft Office software and databasereporting systems as appropriate.
Able to demonstrate excellent attention to detail, record keeping skills, interpersonal skills and customer service skills.
Understanding of relevant Health & Safety issues
Positive attitude to colleagues / 


 / Application/ Interview
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Special Requirements:
Able to work flexible hours as required by the work activities and timelines and as directed.
There will be a requirement to work out of hours on occasions.
Confidentiality / 

 / Application/ Interview
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Job Hazard Analysis Form - Appendix to Job and Person Specification

Please tick one of the following statements:

This post is an office-based job with routine office hazards e.g. use of VDU (if ticked, no further information needs to be supplied) / √
This post has some hazards other than routine office e.g. more than use of VDU

Please tick all those that apply, and put N/A if not applicable

Environmental Exposures / O* / F / C
Outside work
Extremes of temperature (e.g. fridge/ furnace)
Potential for exposure to body fluids ##
Noise (greater than 80 dba - 8 hrs twa) ##
Exposure to hazardous substances (e.g. solvents, liquids, dust, fumes, biohazards). Specify …………………………………………………………. ##
Frequent hand washing
Ionising radiation.
Equipment/Tools/Machines used
Food Handling ##
Driving university vehicles(e.g. car/van/LGV/PCV) ##
Use of latex gloves (note: prohibited unless specific clinical necessity) ##
Vibrating tools ( e.g. strimmers, hammer drill, lawnmowers) ##
Physical Abilities
Load manual handling.
Repetitive Crouching/Kneeling/Stooping
Repetitive Pulling/Pushing
Repetitive Lifting
Standing for prolonged periods
Repetitive Climbing i.e. steps, stools, ladders
Fine motor grips (e.g. pipetting)
Gross motor grips
Repetitive reaching below shoulder height
Repetitive reaching at shoulder height
Repetitive reaching above shoulder height
Psychosocial Issues
Face to face contact with public
Lone working
Shift work/night work/on call duties ##

O – Occasionally (up to 1/3 of time); F – Frequently (up to 2/3 of time); C – Constantly (more than 2/3 of time) ## denotes to HR the need for a full PEHQ to be sent to all applicants for this position.

FOR FACULTY/SERVICE USE ONLY / ResourceLink Post Number
Which post does this job report to / TX08012187
Is this post a Line Manager? / Yes
If yes, which posts directly report into it? / ResourceLink Post Number
Post 1 / F801012970
Post 2 / TX08011168
Post 3 / TX08009587
Post 4 / JW01000401
Post 5 / WR07001792
Post 6 / TX08009597
Post 7
Post 8
Please add additional rows as required

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