Senior Departmental Administrator University of Warwick, Board of Faculty of Arts United Kingdom

Vacancy Type/Job category Management & Professional
Department Board of Faculty of Arts
Sub Department Creative Arts, Performance and Visual Cultures
Salary £40,792 - £48,677 per annum
Location University of Warwick, Coventry
 
Vacancy Overview

Full time (36.5 hours per week), permanent position.


The School of Creative Arts, Performance and Visual Cultures is a new University of Warwick initiative that brings together a group of smaller departments from within the Faculty of Arts to form a new and larger academic unit. The initial focus of the postholder will be to support the change management process as the new School comes into being from the 1 August 2019.


The Senior Departmental Administrator is a key member of the department's management team, working across the full breadth of the school's operations. In addition to having management responsibility for all the administrative operations in the department, the Senior Departmental Administrator provides a major input into the development of operational, financial, HR and regulatory and compliance strategies for the department.


We are looking for a highly organised, experienced administrator who is also an excellent communicator. An innovative thinker, experienced at finance, planning and resource allocation, you will be able to deliver high quality, efficient and effective new working practices and procedures in an integrated services model, working closely with all relevant areas of the University's central administrative functions.


You will be educated to degree level or have equivalent experience, have highly effective people management skills to lead and inspire the departmental professional team, with experience of successful achievement in administration in higher education. You need to have a good level of digital literacy and will be an experienced user of systems to support all academic and business operations. Enthusiastic and highly motivated, you will bring drive and energy to support the Head of Department with strategic and operational developments.


For an informal and confidential discussion about this role, please contact Diana Stonefield, Director of Administration, Faculty of Arts on (0) 24 765 73310 or D.Stonefield@warwick.ac.uk.


Interview date: Early-mid July 2019.


JOB PURPOSE 

The Senior Departmental Administrator is a key member of the Department’s management team, working across the full breadth of the department’s operations. In addition to having management responsibility for all the administrative operations in the department, the Senior Departmental Administrator provides a major input into the development of operational, financial, HR and regulatory and compliance strategies for the department. 


DUTIES & RESPONSIBILITIES
 


Support for Head of Department and Senior Management Team
 

1. To be responsible to the Head of Department for the development, review and effective operation of the Department’s administrative functions and services. 

2. To advise and support the Head of Department and Senior Management team on the design, development and implementation of departmental plans and strategies. 

3. To provide the Head of Department and Senior Management Team with management information to guide decision-making, developing and monitoring KPIs and monitoring the achievement of strategic and operational objectives. 


Student Administration and Quality Assurance
 

4. To manage the professional support for departmental student administration and course quality assurance ensuring full compliance with University and wider regulatory structures. 

5. To manage the professional support for all aspects of the student experience working closely with key departmental academic staff and staff in central services. 

6. To provide strategic and operational support for new academic developments, e.g. new courses, changes to curriculum, partnerships, etc. 


Marketing and Admissions
 

7. To manage the professional support for departmental marketing and communications including: student admissions and recruitment, alumni relations and widening participation. 


Planning, Finance and Resources
 

8. To manage the departmental financial and budgetary operations providing advice and guidance to departmental staff and ensuring that the department is compliant with the University’s financial regulations. 

9. To support the Head of Department in reviewing, preparing and then implementing the departmental five-year plan working closely with colleagues from central service areas such as Strategic Planning, HR and Finance. 

10. To oversee the departmental workload data collection, analysis and data presentation process for the Head of Department providing advice and guidance on key HR issues. 

11. To manage and maintain the department’s facilities and assets including, IT resources planning and management, space management and timetabling. 


REF Support and Research Grants
 

12. To provide professional support for the development and implementation of the Department’s REF and impact activities. 

13. To provide support for all aspects of research project planning and implementation from application and approval through to delivery, governance and monitoring. 


Human Resources
 

14. To lead and manage the professional administrative team, including: recruitment and selection, induction, provision of support and training, performance management, professional development, appraisal, etc. 

15. To coordinate the recruitment of new departmental appointments/contract renewals/contract ends in conjunction with University service areas including SPA, Finance and HR. 

16. To coordinate the contracts and payments of temporary/casual staff, including sessional teaching staff, Unitemps, etc. 

17. To provide support to the Head of Department for the academic Annual Review and Appraisal and Personal Development processes. 

20. To work closely with the allocated HR Advisor to ensure the department is fully compliant with University policies and processes. 

21. To coordinate the departmental induction for new academic staff. 


Governance, Regulatory and Compliance Support
 

22. To oversee and maintain the departmental governance structure; serving as a committee/working group member and/or secretary as required. 

23. To provide professional support and coordination for departmental business continuity, regulatory compliance (e.g. Health and Safety, Equality and Diversity, GDPR, etc.), internal and external audit and review preparation and management. 


Role in relation to other Departments, the Faculty and the University
 

24. To act as an interface between the Department, the Faculty and the University’s Professional Services, including co-ordinating and meeting requests for provision of information. 

25. To attend meetings on behalf of the Department ensuring appropriate follow-up action is taken. 

26. To represent the Department, the Faculty, or Departmental Administrators on University working parties. 


Other
 

27. To undertake such other duties as may be determined from time to time by the Head of Department that are commensurate with the role and the grade.
 

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 1An honours degree or equivalent qualification. (a)

Essential Criteria 2Experience of successful administration and management in a complex, customer-facing environment, ideally in education or higher education. (a,c)

Essential Criteria 3Experience of budget management, financial planning, provision of strategic and operational advice on planning, modelling and resource allocation. (a,c,d)

Essential Criteria 4Ability to contribute to strategic thinking, innovative and creative approaches to the development of new working practices, staffing structures, systems and procedures. (a,c,d)

Essential Criteria 5Proven ability in effective change management, delivering consistently high quality, integrated services. (a,c,d)

Essential Criteria 6Proven experience of developing, implementing and evaluating effective systems, policies and procedures, project planning and outcome monitoring. (a,c)

Essential Criteria 7Proven experience in committee servicing, governance and decision-making structures. (a,c)

Essential Criteria 8Ability to prioritise a complex portfolio of responsibilities in a challenging environment and the ability to work well under pressure. (a,c)

Essential Criteria 9Excellent interpersonal skills, with an ability to build relationships with a variety of stakeholders. (a,c)

Essential Criteria 10Highly developed negotiating skills, with proven ability to demonstrate diplomacy in sensitive situations. Effective problem-solving and conflict-resolution skills. (a,c)

Essential Criteria 11Excellent oral and written communication and IT skills. Aptitude to exploit a range of media for effective communication. (a,c)

Essential Criteria 12Highly effective people management skills, including direct line management experience. (a,c)

Essential Criteria 13Ability 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 14Appreciation of issues of equality and diversity in the student body and in the workplace. (a,c)

Essential Criteria 15A good level of digital literacy with demonstrable experience in implementing and using a range of different systems to manage academic and business processes. (a,c)

Desirable Criteria 1Postgraduate and/or relevant professional 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.


For informal enquiries about the role, please contact Diana Stonefield, Director of Administration for the Faculty of Arts at (0) 24 765 73310 or email D.Stonefield@warwick.ac.uk.


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.


Other InformationThe 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.

Closing Date18 Jun 2019


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