Southern Universities Management Services

Transcription

1 Southern Universities Management Services Administrator Role Profile 2014 SUMS Administration Officer Role Profile Apr 2014

2 Introducing SUMS Southern Universities Management Services (SUMS) works for, and is owned by, universities and was established over forty years ago by a small group of similar universities to provide a unique network for the free interchange of ideas and experience between participating universities. We continue to work exclusively in Higher Education as a membership organisation. The partnership with our Members is at the heart of all we do. We deliver outstanding service, great value and quality. SUMS is a registered charity as well as being a limited company. There are two divisions of the business: SUMS Consulting and Southern Universities Purchasing Consortium (SUPC). SUMS Consulting is a specialist management consultancy whose staff combine an understanding of HE, its unique business model and its challenges, with a depth of experience and expertise gained outside the sector. They are drawn from a variety of commercial, professional and industrial backgrounds and are able to develop and promote best practice solutions that are capable of implementation. SUPC is the largest of the six regional higher education purchasing consortia that operate throughout the UK. SUPC was originally formed when a handful of universities came together for the collaborative purchase of stationery. It has now grown to a membership of over 100 higher and further education institutions and offers its members a wide range of collaborative purchase agreements covering most commodity areas. SUMS operates from offices on the site of the University of Reading and has a close relationship with the University, who offer support within the operational functions of: IT; HR and payroll and Finance. We tend to follow the policies and procedures that the University adopt. For further information about SUMS please see our website: :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: SUMS Administration Officer Role Profile Apr 2014

3 Role Profile Role Reports to Administration Officer Company Secretary and Practice Manager; who is responsible to the CEO of SUMS Overall Role Support for Company Secretary/Practice Manager and CEO Administrative support to the consultant team Communications and Events Office and Assignment administration HR administrative support. Specific Duties Communications Ensure good relationships with Members are maintained and developed by ensuring good communication is effected Maintain and update systems to support good communication with Members and other stakeholders Support internal work processes Assist with the delivery of SUMS marketing and communications strategy Support the development and production of SUMS publications. Website Management and operational maintenance of company website [using content management system] including: content creation, edits and revisions, ensuring content is always current and complete as well as supporting the business values. Events Help with the production of Members Meetings and other events/seminars by setting dates, organising venues and catering and undertaking the administration over the event s lifecycle Assist with member liaison; this will include organising Management Committee Meetings. Company Secretarial Support Assist the Company Secretary/Practice Manager with papers and minutes of management meetings Maintain company records. 3

4 Administrative Support to the Consultant Team Support the assignment process: Monitor the progress of assignments from the despatch of the draft terms of reference through to final report and completion of assignment summaries Edit and scrutinise correspondence and reports for compliance to standards Arrange the production and despatch of bound copies of final reports Issue and track receipt of the quality assurance questionnaire Update the assignment database Support the consultants engagement with Members. Operational Liaison Liaise with UoR as and when required Support Human Resources management including: Maintaining absence records Supporting the recruitment, induction, probation and appraisal processes Administration to support staff development events. Other Develop and maintain filing system [electronic and hard copy] ensuring relevant information is filed efficiently. Provide occasional cover for the Finance Officer. Shape and implement your own staff development plan after this has been agreed at appraisal. The above list is not exclusive or exhaustive and the role holder must be willing to assume responsibilities outside the normal range. Key Success Criteria Personal objectives are set and reviewed annually as part of the appraisal process. 4

5 Key Criteria Essential Desirable Qualifications and training A Levels or equivalent level of education: Maths and English GCSE grade C minimum Degree or equivalent Competencies Skills, abilities, experience Proficient in: Microsoft Word Microsoft Excel Microsoft PowerPoint Desktop publishing Website maintenance Social Media Content Management Systems Microsoft Access Proof reading Behaviour Excellent organisational skills Excellent customer services skills Proactive Self-starter Use of initiative 5