JOB DESCRIPTION Post: Colleges: Schools: Grade: Campus: Responsible to: Responsible for: School Manager Arts Technologies & Innovation Architecture Computing & Engineering G Docklands or Stratford Head of School School Administrative team Purpose of the post: A member of the School Leadership Team (SLT), supporting the PVC/Dean and Head of School in developing and implementing the School strategy. You will provide high level, high quality advice and analysis to support the SLT in fulfilling their academic leadership responsibilities. You will lead and manage the School s administrative team and ensure it provides an efficient professional service to the PVC/Dean, Head of School and all other academic staff in the School. You will ensure effective management of School resources and the smooth operation of all of its activities. Facilitate, coordinate, plan and deploy resource requirements including maintaining robust budget control. Act as the School s focal point for liaison and networking with central functions and disseminate information quickly and effectively across the School. 1
Main Duties and Responsibilities School Management and Support for PVC/ Dean and Head of School Provide professional advice and support to the Head of School and all members of the School Leadership Team. Contribute significantly to the development and monitoring of the School Plan and, where appropriate, lead on specific projects in the Plan. Oversee communications and information-sharing across the School and the liaison and networking with other Schools/Colleges and Services. Analyse and interpret data to provide management information for the SLT. This includes data from Finance, Human Resources, Strategic Planning, Student Recruitment and Marketing and other central services. Effective use of management data to quickly solve problems, offering robust sound decisions and recommendations to SLT colleagues. Work with the Academic Partnerships Office and others in overseeing the School s engagement with external agencies and collaborators. Manage staff recruitment, staff development, performance management and any future restructuring in consultation with the PVC/Dean, Head of School and the relevant HR Business Partner. Work with the PVC/Dean and Head of School to oversee the allocation and monitoring of student recruitment targets and managing and enforcing regulations within programme recruitment. Line Management Lead the administrative team to support both the School and College objectives of development and growth and to ensure effective service delivery across all activities. Plan work with administrators, offer guidance, support, development and career building opportunities. Ensure that regular performance management and annual appraisals are undertaken within the School. Provide guidance and leadership to the team to encourage digital literacy, effective information management and the creation of an open information culture. Embed the use of tools for improved productivity such as Agresso (Finance system), central timetabling and the Intranet, ensuring School information is clear and up-to-date. Promote the adoption and use of LEAN working processes within the School. 2
Financial Responsibilities Work closely with the Head of School in the preparation, forecasting, monitoring and reviewing of budgets with due regard to College policies, financial regulations and good practice. Ensure that the Schools carry out procurement processes in line with University policy and procedures and Ensure that the Schools undertake the invoicing of work carried out. Ensure that the School effectively utilises the University financial management system to raise and review the status of purchase orders and run detailed reports. Assist Finance Managers with interpretation of monthly reports and variance analysis. Review and control staff costs, working in collaboration with finance and HR regarding any changes. Research Support Work in conjunction with the Research & Knowledge Exchange Office and with Finance, to oversee: the financial management of active projects, the submission of financial and other reports to funding bodies as required. Other managerial duties Working in liaison with Academic Registry to oversee and implement School wide systems and processes for activities including timetabling and record keeping in line with College policy and using cross-college technology platforms in partnership with Registry and Information Technology. Work with Academic Registry to manage the disciplinary process for students and the student appeals process. Embed digital information management principles and processes within the School and support the move from paper to digital through the adoption and championing of a College wide document management system. Act as Information Asset Owner (IAO) for the School s information ensuring it is managed, used and reused appropriately in accordance with legislation (Data Protection Act) and best practice. Participate fully in a School general management forum that will provide the platform for sharing information, expertise and best practice across all six Schools through effective networking with other School Managers to embed a consistent and high quality of practice. Ensure continuous improvement in the administrative systems and procedures. Provide development opportunities and support for administrative staff, creating a learning culture within School administration. Ensure School events take place as required. 3
Undertake Health and Safety duties for the School, as required. Work in accordance with the University s equal opportunities policy. 4
PERSON SPECIFICATION: SCHOOL MANAGER EDUCATION QUALIFICATIONS: A degree (or equivalent) in a relevant subject with evidence of strong intellectual and analytical skills (A). KNOWLEDGE AND EXPERIENCE: Experience working at a relevant level in an administrative/business management capacity. (A) Proven line management experience. (A/I) Project management and planning experience (A/I) Stakeholder management skills (A/I) Desirable criteria Experience of working in higher education Experience of RCUK and others funder s application and reporting systems Understanding of UK and EU research funders policies and procedures (e.g. REF and TEF) Experience of University systems and software e.g. Financial (Agresso), HR/Payroll (itrent) (A/I) FINANCIAL MANAGEMENT: Financial Management skills (A/I) Experience of contributing to the setting and management of budgets and financial planning, including planning resource allocation, and income maximisation. (A/I) Understanding of procurement processes. (I) COMMUNICATION: Excellent verbal and written communication skills, with the ability to receive, understand and convey information that needs accurate and careful explanation or interpretation in a clear and accurate manner with a high degree of tact and diplomacy (A/I). Ability to exercise discretion in dealing with confidential or sensitive matters (A/I). LEADERSHIP: Proven leadership skills with experience of leading a small team. (A/I) 5
SERVICE DELIVERY: Attention to detail and the ability to maintain work of a high standard (A/I) Ability to use initiative and creativity to resolve problems and identify practical and suitable solutions (I) Experience of contributing to collaborative decisions with senior colleagues (I) MANAGING PRIORITIES: Excellent organisational skills, with the ability to plan, prioritise and organise work or resources. (A/I) Able to deal positively and constructively with change and to juggle conflicting priorities. (A/I) An innovative and flexible approach to work. (A/I) MANAGING INFORMATION: Detailed understanding of standards around managing, protecting and re-using information, including information security best practice and data protection principles. (A/I) INFORMATION TECHNOLOGY: High level of digital literacy and IT skills including Microsoft Office, (Word, Excel, Outlook etc.) Web/Internet use and financial management systems. (A/I) OTHER ESSENTIAL CRITERIA: Commitment to and understanding of equality issues within a diverse and multicultural environment. (I) Criteria tested: A = Application form I = Interview P = Presentation T = Test 6
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