JOB DESCRIPTION. 1. JOB TITLE: Institute Administrator. 4. DEPARTMENT: Institute of Medicine. Institute of Medicine Directors

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1 JOB DESCRIPTION 1. JOB TITLE: Institute Administrator 2: HRMS REFERENCE NUMBER: HR ROLE CODE: FINFA 4. DEPARTMENT: Institute of Medicine 5. ORGANISATION CHART: Institute of Medicine Directors Institute of Medicine Administrator Project Officer Administrative Assistant 1 Administrative Assistant 2 6. JOB PURPOSE: The role holder is required to undertake high level administrative duties within the department, usually with complex written communication required in terms of writing policies, procedures and contributing to strategic documents. The role holder will usually oversee the Project and Planning Officer and two other administrators within the Institute (known as the Administrative team) and therefore be responsible for the administrative provision across the Institute. The postholder will co-ordinate Academic Quality and Standards Assurance functions for the Institute and must have excellent interpersonal and record keeping skills. 7. BACKGROUND INFORMATION: The Institute of Medicine (IoMed), is a new Institute for the University that will embrace the distinctive area of expertise in teaching, research and enterprise in Medicine. The Institute has four key functions with underpinning objectives:

2 7.1 Education Develop and deliver medically focused Postgraduate Educational programmes Develop and deliver Continuous Professional Development programmes suitable for medical and other health and social care professions Development of a General Medical Council accredited and Health Education England approved and commissioned undergraduate Medical Curricula Developing strategic partnerships that establish the opportunities, structures and processes to allow the creation of a new Medical School 7.2 Research Provision of high quality research degree supervision Develop and collaborate on research programmes with the Countess of Chester Hospital and other Hospital Trusts, Community Health Providers and General Practice that have relevance local, regional, national and international level 7.3 Innovation Establishing publishing ventures in the Medicine and related fields 7.4 Clinical Enterprises Developing and delivering appropriate and relevant clinical services 8. WORK PERFORMED AND/OR KEY RESULT AREAS: 8.1 Communicating Effectively Responsible for answering routine enquiries on a daily basis related to the work of the Institute. Acting as the point of expertise in the Institute, explaining detailed procedures relating to the quality and standards of course provision and compliance with external regulators To take minutes at committees/ working groups/ internal and external formal meetings including but not exclusively Board of Studies, Programme/Module Assessment Boards, Institute Management Group, and health Advisory Group on a regular basis. To originate policies, procedures and contribute to strategic documents with support from the Directors 8.2 Leadership and Working Collaboratively The role holder is expected to line manage the Institute Administrators. The role holder will set objectives to be implemented across the administrative provision, linked to the Institute s overall objectives, will allocate work and ensure that it is completed. The role holder is accountable for the performance of the Institute s Administrative Team. The postholder will work collaboratively with Faculty Administrators across the University linked into the Institute s work programmes.

3 8.3 Liaison and Networking To provide information to members of staff in the wider University or stakeholders e.g. Trusts and other Faculties Administrators as a point of expertise in the Institute. Be an active member of committees/ working groups/ meetings particularly but not exclusively the Institute Management Group and those associated with academic quality assurance and standards, as required. 8.4 Delivering a High Quality Standard of Service To provide a high level of customer service to all customers, including external stakeholders of the Institute To ensure that the service provided by the administrative function meets the Institute and wider University requirements, adapting the service provided where necessary. To provide oversight of information systems and requests to the Institute. 8.5 Effective Decision Making To take independent decisions on how to deal with staffing issues that may arise within the Institute with those staff whom they line manage. To make collaborative decisions with staff within the administrative team on changes to operational processes affecting administrative operations across the Institute. To make collaborative decisions with the Directors and provide advice to the Directors, to enable them to take a decision on resources, e.g. staffing requirements in different Institute areas. To bring to the attention of the Institute Directors matters relating to the quality and standards of the Institute s provision together with proposing appropriate remedial actions 8.6 Planning and Organising Self and Others The Institute Administrator is fully accountable for the planning and organising of the administrative team to meet the required objectives. 8.7 Innovation and Improvement (Effective Problem Solving) To deal with all staffing problems and performance issues in line with University procedures. To work with Directors of Undergraduate and PsotgraduateMedicine and Trusts to provide innovative and enterprising solutions to clinical education. 8.8 Analysis and Research Responsible for all data and monitoring required of the administrative team, the role holder may not be required to undertake data entry, etc but will be required to ensure relevant data is completed accurately and to carefully review and analyse such data gathered by others. To collate information as may be required from time to time by the Directors. To extract relevant data from University reports and circulate to the departments within the Institute.

4 To monitor with the Director of External Relations, Contracts and PRSB requirements relating to the Institute s income and expenditure profile. To produce reports for Institute Management Group as required 8.9 Sensory and Physical Demands Standard for office work 8.10 Work Environment Office environment. Where concerns are raised regarding the health and safety of others, the role holder is responsible for referring these onto the Directors Pastoral Care and Welfare To act as first point of contact for staff welfare issues and to provide advice and guidance as appropriate, referring more complex problems to more senior managers (e.g. Directors/ PVC) Team Development To ensure new members of the administrative team are appropriately inducted. To provide training to members of the administrative team To conduct staff development s/ performance and development reviews for Administrative Team 8.13 Teaching and Learning Support This is not a requirement of the role 8.14 Knowledge and Experience See person specification below General To undertake any other duties commensurate with your grade, and/or hours of work, as may reasonably be required of you To take responsibility for upholding and complying with the University s Equality and Diversity policies and for behaving in ways that are consistent with fair and equal treatment for all To comply with all University Health and Safety policies.

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6 PERSON SPECIFICATION Job Title: Institute Administrator Department: Institute of Medicine Criteria / Method of identification Qualifications: Degree or equivalent level qualification Professional qualification or higher degree ECDL Supervisory/Line Management qualification (or willingness to work towards this if appointed) certificates certificates certificates certs/ Proven Experience: Relevant experience within a senior administrative role. Experience of working in a Higher Education environment Experience of managing others Experience as a committee secretary Advanced IT skills Skills in data analysis High standard of numeracy and financial competence and confidence / Test / Test, test Delivering academic and service excellence: Ability to service committees/working groups in production of papers and minutes To develop an informed understanding of the University s Academic Quality and Standards Assurance Systems

7 Managing self and inspiring others: High level written and oral communication skills. The ability to prioritise own and others work and use resources effectively. Well organised, self-motivated, self-evaluative and able to pay attention to detail Working together: The ability to work effectively with others as a competent team member and co-ordinator. Ability to work independently, logically and analytically with minimum supervision Excellent interpersonal skills Organisational and stakeholder awareness: Ability to solve problems in accordance with procedures. Excellent problem solving, administrative and organisational skills Good working knowledge of HE procedures and systems Knowledge of Quality Assurance procedures within HE/NHS / Test Requirements are those, without which, a candidate would not be able to do the job. Applicants who have not clearly demonstrated in their application that they possess the essential requirements will normally be rejected at the shortlisting stage. Requirements are those that would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements. Method of identification is where the selection panel will match the candidate s skills and abilities to the required criteria outlined (i.e. application form,, test)

8 UNIVERSITY OF CHESTER TERMS & CONDITIONS OF EMPLOYMENT INSTITUTE OF MEDICINE INSTITUTE ADMINISTRATOR SALARY SCALE University Scale OS8, points 27-30, 28,695-31,342 per annum payable monthly in arrears. RESIDENCE REQUIREMENT It is a requirement of this post that within 12 months of appointment, the post-holder should live within a 30 mile radius or within a one hour travelling time by public transport from the University. HOURS OF WORK 36.5 hours per week to be worked as follows:- Monday to Thursday 9.00am pm Friday 9.00am pm (less one hour for lunch each day) A flexible approach to work will be required as there may be occasions when it would be necessary for you to work additional hours as dictated by the workload. HOLIDAY ENTITLEMENT 22 days per annum (pro-rata during the commencement and cessation years), rising to 27 days after five years' continuous service. Two extra statutory days per annum during the Christmas period. MEDICAL EXAMINATION Successful candidates will be required to complete an Occupational Health questionnaire, and may be required to undergo a medical examination. ESSENTIAL CERTIFICATES Short-listed candidates will be asked to bring to, proof of qualifications as outlined on the Job Description and Person Specification provided. Upon appointment, copies of essential certificates will be required by HRM Services. PENSION SCHEME The University operates two pension schemes for support staff: The default scheme is the Higher Education Defined Contribution Scheme (HEDCS), which is administered by Friends Life. The Cheshire Local Government Pension Scheme, to which the University is an admitted body. All support staff are entitled to participate in one of these schemes. Some staff will be automatically enrolled into a scheme, depending on their age and earnings, but if they do not wish to remain a member of the scheme, they will be entitled to opt out after enrolment. EQUAL OPPORTUNITIES The University has a policy of equal opportunity aimed at treating all applicants for employment fairly. SMOKING POLICY The University operates a No-Smoking policy. PROBATIONARY PERIOD A nine months' probationary period applies to all University posts.

9 CLOSING DATE Candidates should apply for this vacancy via our online recruitment website ( by Tuesday 9 th December 2014 quoting reference number HR14108.