Business Support Grade 6. Role Definition

Transcription

1 Business Support Grade 6 Role Definition Roles at this level require a comprehensive understanding of regulations, procedures and systems gained through significant practical experience and/or through formal training in order to provide advice to others on how they should be applied or be responsible for the operation of a team. The work will involve some guidance and general instructions from more senior colleagues and will require the Role holder to exercise initiative and judgement on how to resolve short to medium term priorities and in problem solving. Role holders, typically, will be a team leader responsible for co-ordinating the activities of a team/project group. They will be required to contribute to the development of working practices to enhance operational effectiveness within their work area. The following is not a job description but rather is intended to provide a representative description of the work activities typically required of a role at this level. Representative Work Activities Contribute to the formulation of policies and procedures and apply a detailed understanding of established, University systems, processes or procedures to analyse and resolve related problems. To liaise and disseminate information within and between other Departments/ Sections/Faculties/Schools to facilitate exchange of information for purposes of effective working. Undertake short term projects within own area/section or contribute as part of larger department-wide project team, to support the achievements of project objectives. Deliver, or oversee, a range of service support tasks, advising and assisting colleagues, staff, students and others on specific systems or processes, procurement of goods and services to ensure service quality, efficiency and continuity, operating within defined regulations and statutory requirements. Allocate resources and tasks to operational support staff in order to ensure work objectives are met and may contribute information about future physical resource requirements e.g. equipment for the resource planning process within their area and carry out planning for short term projects in own area, or may be required to contribute to planning for their Department. Typically be required to ensure that safe practice and the use of protective equipment and clothing are part of normal day to day working and that all work is carried out complies and is in accordance with current Health and Safety legislation and procedures. Assists the Head of Department/Section/Faculty/School with the management, training and development of support staff and/or users of systems/procedures e.g. devolved from central departments.

2 Assists the Head of Department/Section/Faculty/School responding to oral and written enquiries (internal and external) and manages the flow and quality of responses made by clerical staff. Oversee area/s of work, taking responsibility for co-ordination of activities allocating resources and ensuring procedures, processes, etc are followed and that work objectives are met. To deal with queries referred on from more junior staff and/or external contractors and acting as a filter for issues referred to more senior staff, to provide immediate support and problem resolution. Oversee the effective maintenance of information and documentation, etc for the relevant section of work, ensuring systems, websites, reports etc are updated as required. As appropriate to service and provide support to relevant Faculty/Departmental committees/working groups e.g. preparing and despatching agendas, minutes and other committee related papers, monitoring, ensuring that follow up actions have been carried out and advising on the interpretation of policies and procedures. Prepare a range of papers, reports, letters, spreadsheets, databases and other statistical analyses, and to set up new information systems where appropriate. Undertake directed searches and assist in the preparation of Department/Section/Faculty/School plan and draft reports and providing advice as appropriate. As appropriate to participate in the selection and appointment of support staff within the Faculty/School/Department. Supporting the management and implementation of a range of financial activities including monitoring budgets and the provision of advice on the need to vire funds. Assist in the provision of on-line financial reports to budget holders, ensure that financial procedures are followed in a timely manner and contribute to estimates and annual statements. Perform manipulation, analysis and/or evaluation of information or work flow processes, highlighting any issues for further investigation and preparing reports to support decision making and oversee the circulation of information/findings to ensure awareness of key issues/data. Review and monitor service objectives and standards within own area of work. To propose future improvements, in discussion with more senior line managers, to ensure service quality and efficiency. Competencies/Skills within the 14 HERA Elements 1. Communications The Role holder will be required to communicate effectively in order to convey information routinely to assist other s understanding. This communication includes both oral and written form. Examples include:

3 Persuading colleagues to adopt a view point; Presenting a paper/report at a meeting; Explaining procedures or regulations; Explaining the operational implication of a report or decision; Writing minutes of meetings; Writing of factual reports; Preparing tender documentation; Writing brochures or advertising materials. 2. Teamwork and Motivation Typically the Role holder will supervise/co-ordinate an operationally discrete/defined work area and will help to clarify priorities and ensure they are understood by all team members; will support and encourage colleagues who may need extra help. 3. Liaising and Networking 4. Service Delivery Required to work across team boundaries, i.e. internally and externally, to ensure that section/department/school issues are appropriately represented and reported; to build and strengthen working relationships; share information and contribute to standard work activities at the appropriate level. Required to deliver, or oversee, a range of business or operational service support tasks and ensure that service standards are maintained and applied within own area of activity. 5. Decision Making Processes and Outcomes Required to work with others to explore and ensure all options are considered which have a moderate impact within the Department/Faculty/University and required to provide input and recommendations to support management in making informed decisions on operational matters. 6. Planning and Organising Resources Required to ensure that time and resources/budgets within allocated project/area are used effectively to ensure maximum value is delivered from resources deployed on a short to medium term basis to support the achievement of annual objectives within their department/section/school, includes developing and determining appropriate team or individual work flow and activity scheduling in order to meet laid down objectives. 7. Initiative and Problem Solving Required to diagnose problems within own discrete/defined business or operational area to identify their cause, to take corrective actions to prevent recurrence of the problem, and to consider possible solutions.

4 Required to contribute to the development of improved working methods/practices e.g. by anticipating potential implementation difficulties and identify practical ways of overcoming or preventing them. 8. Analysis and Research Required to identify and use a range of sources and types of data to produce reports that combine these different types of data in order to meet both internal and external requirements. 9. Sensory and Physical Demands 10. Work Environment Required to use tools, equipment and materials generally found in their area of work and to develop abilities and find ways of improving working practices. Have due regard to statutory processes and procedures and recognising common hazards and risks and as appropriate ensuring safe practices and use of protective clothing/equipment are part of the normal day to day working within their area of activity. 11. Pastoral Care and Welfare 12. Team Development Required to show sensitivity to those who may require assistance, including initiating assistance of others when extra help is needed. Required to provide training to team members on operational procedures to ensure that individual contributions are maximised. 13. Teaching and Learning Support May be required to deliver briefing or induction sessions to students or staff outside their team. 14. Knowledge and Experience To take up a post at this level, the following is required: A foundation degree, or degree or NVQ4, or equivalent; Plus An ability to apply and share knowledge and experience with others including the ability to interpret procedures and advise others on their application. To engage in updating knowledge and training activities. Or A levels, BTEC ND/C, NVQ3 or equivalent: Plus Comprehensive knowledge, understanding and experience of relevant procedures, policies, procedures, legislation and quality

5 standards along with an appreciation of wider University and HE issues. Ability to apply and share knowledge and experience with others including the ability to interpret procedures and advise others on their application. To engage in updating knowledge and training activities. The skills and competencies within this profile are generic; they are representative of the requirements at this level. The actual requirements for a post will be defined in the Personnel Specification.