Head of Administrator
University of Warwick, Politics & International Studies
United Kingdom

Vacancy Type/Job categoryManagement & Professional
Department Politics & International Studies
Salary £50,132 - £58,089 per annum
Location University of Warwick, Coventry
Vacancy Overview Permanent position
Full-time, 36.5 hours per week

The Politics and International Studies Department (PAIS) seeks to appoint a Head of Administration as a key member of the Department's Senior Management Team.

You will be an experienced manager with a strong track record of leading teams, developing strategy and implementing change. With highly effective interpersonal and communication skills, you will be capable of working under pressure to tight deadlines and with multiple priorities. You will also have experience of managing budgets and understanding financial data, in order to inform resourcing decisions and priorities.

Informal enquiries: Jackie Clarke (j.smith.4@warwick.ac.uk).

Job Description


To work in conjunction with the Head of Department (HOD) and Senior Management Team (SMT) to develop and lead the strategic direction of the department. To utilise highly developed strategic thinking abilities across the full breadth of activities administered within the department including preparing for the REF, facilitating a growth in research income, preparing for the TEF, monitoring teaching and learning quality processes and overseeing the growth of the department's size in terms of personnel and student numbers.


Strategy and Planning

1. To work with the Head of Department (HOD) and the SMT undertaking a lead role in the professional management support for the development and delivery of the Department's vision and strategic plan across all areas of departmental activity.

2. Act as a key intermediary between the Department and other departments/the University representing the Department at a senior level, both within the University and externally

3. Ensure that the Department's communications are effective and aligned with both the Department's and the University's strategic objectives.

4. Manage the effective design, delivery and support for the Department's governance structures ensuring that are fully complaint with University regulations.

5. Build effective relationships with the Directors of all central services ensuring that the Department's administrative structure and processes are fully aligned with University systems and processes.

6. Provide high level business development support for new Departmental initiatives to include: identifying new opportunities, business planning, the preparation of budgets and business cases and the provision of high level professional leadership and management support for the implementation of the new activity.


1. Work with the Director of Studies and Director of Education undertaking a lead role in the development and delivery of the Department's teaching and learning strategic plans.

2. Provide oversight and support to the Director of Studies and Departmental Administrator (Teaching and Learning) in the Department's Teaching Excellence Framework (TEF) preparation and submission.

3. Provide oversight and support to the Director of Studies and Departmental Administrator (Teaching and Learning) on the delivery of the Department's Institutional Teaching and Learning Review (ITLR) action plan. Support the Director of Studies and Departmental Administrator (Teaching and Learning) on the preparation of documentation for future ITLR or other internal external quality assurance reviews.

4. Act as a key member of the SMT advising the department on academic standards, quality assurance, curriculum and programme design and regulatory compliance.

5. Act as a source of expertise and Department authority on matters relating to teaching quality. Lead on responses to student complaints, appeals and teaching related Freedom of Information requests.


1. Support the Director of Research and Departmental Administrator (Research) in the Department's Research Excellence Framework (REF) preparation and submission, including the delivery of the Department's Research Excellence Group (REG) Action Plan.

2. Develop and implement a research income pipeline in conjunction with the Head of Department, Director of Research, and Departmental Administrator (Research).


1. Prepare and administer the Department's budget and five-year plan, working closely with the University Finance Office as required, managing financial systems and assisting with the development and implementation of long-term financial strategies to meet key Departmental objectives.

2. Ensure the effective management and overview of the Department's annual income and expenditure in line with the budget and University financial regulations providing high level reports to the HOD and SMT.


1. Lead and manage the professional services team in the Department, including on-going review of the effectiveness of the support structures to deliver an excellent professional support for the strategic aims of the Department.

2. Work as a member of the SMT to promote and embed a positive working culture and collegiate environment to enable all staff to reach their full potential.


1. To support the smooth running, and where necessary the development and improvement, of the Department's systems, processes and procedures for all aspects of its activities.

2. To ensure that the Department complies with data protection, freedom of information, health and safety policies, confidentiality, sustainability and other legal and ethical responsibilities, and to oversee the management of information to this end. Ensuring that risk assessments are conducted and that robust procedures are developed, implemented, understood and adhered to for all Departmental compliance activities.


1. To manage the Department's on-going and future requirements regarding facilities and accommodation and to plan and advise on future needs. The post holder will be expected to act as Departmental project manager for any major facilities, accommodation or equipment developments.


1. The above duties are not exhaustive and may be subject to change. The post-holder may be required to undertake other duties within the scope and grading of the post.

Person Specification

The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively. This is measured by (a) Application Form, (b) Test/Exercise, (c) Interview, (d) Presentation.

Essential Criteria 1A good first degree (2:1 or above) or equivalent (a)

Essential Criteria 2Relevant professional or postgraduate qualification or equivalent experience (a)

Essential Criteria 3Significant administrative management and leadership experience in a complex, customer-facing environment, preferably in higher education (a) (c)

Essential Criteria 4Proven ability of budget management, financial planning, provision of strategic and operational advice on planning, modelling and resource allocation (a) (c) (d)

Essential Criteria 5Experience of direct line-management, leading a team, and staff development (a) (c)

Essential Criteria 6Proven ability to think strategically, to develop and influence effective strategies and to translate strategy into operational reality (a) (c) (d)

Essential Criteria 7Strong leadership and management skills with a positive outlook and team-working ethos (a) (c) (d)

Essential Criteria 8Proven ability in effective change management, delivering consistently high quality, integrated services (a) (c) (d)

Essential Criteria 9Proven experience of developing, implementing and evaluating effective systems, policies and procedures, project planning and outcome monitoring (a) (c)

Essential Criteria 10Ability to prioritise a complex portfolio of responsibilities in a challenging environment and the ability to work well under pressure (a) (c)

Essential Criteria 11Excellent interpersonal skills, with an ability to build relationships with a variety of stakeholders in a sensitive, professional manner with a high level of discretion (a) (c)

Essential Criteria 12Highly developed negotiating skills, with proven ability to demonstrate diplomacy in sensitive situations; effective problem-solving and conflict-resolution skills (a) (c)

Essential Criteria 13Excellent oral and written communication and IT skills; aptitude to exploit a range of media for effective communication (a) (c)

Essential Criteria 14Ability to develop comprehensive knowledge and understanding of relevant regulatory and legislative requirements, higher education policy and related funding developments, and to translate them into practice (a) (c)

Essential Criteria 15E15 Appreciation and understanding of issues of equality and diversity in the staff and student bodies, and in the workplace (a) (c)

Desirable Criteria 1Professional financial qualification (a)

Further Particulars

For further information about the University of Warwick, please read our University Further Particulars.

For further information about the department, please visit the departmental website.

The University of Warwick provides an inclusive working and learning environment, recognising and respecting every individual's differences. We welcome applications from individuals who identify with any of the protected characteristics defined by the Equality Act 2010.

Right to work in the UK

If you do not yet have the right to work in the UK and/ or are seeking sponsorship under Tier 2 of the UK points-based immigration system
please click on this link which contains further information about obtaining right to work in the UK and details about eligibility for sponsorship under Tier 2.

Recruitment of Ex-Offenders Policy

As an organisation using the (DBS) Disclosure and Barring Service to assess applicants' suitability for positions of trust, the University of Warwick complies with the DBS Code of Practice and undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other information revealed. More information is available on the University's Vacancy pages and applicants may request a copy of the DBS Code of Practice.

Closing Date23 Jun 2019

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