Further Particulars

This document includes specific information about the role you are applying for and the information you will need to provide with the application.

1Role Details

2About the Unit/Department

3Summary of Duties

4Person Specification

5Role specific requirements e.g. Shift working

6Who to go to for more information about the role or application process

7Where to send completed applications

8Selection process and date of interview

1. Role Details

Vacancy Reference:6262
Job title:Senior Faculty Administrator
Reports to:Dean of Science (Professor Phil Potts)
Salary:£46,278 - £52,086p.a.
Terms & Conditions: Academic Related
Grade:9
Duration of post:8 months (until 30 September 2010)
Working hours:Full Time
Location:Walton Hall
Closing Date:Friday 5 February 2010
Type of application form accepted: Long (see Section 7 for application requirements)
Number of Referees required: 3
Unit recruitment contact: Andrea Harling

2.About the Unit/Department

FACULTY OF SCIENCE
The Faculty of Science has four teaching departments: Chemistry & Analytical Sciences, Earth & Environmental Sciences, Life Sciences, and Physics & Astronomy; and the Planetary and Space Sciences Research Institute.
The Faculty has a staff of about 360, comprising around 115 academic staff (central and regional) with the balance made up of research staff, course managers, laboratory staff, technicians, administrators and secretaries. There are also varying numbers of research students and visiting academic staff.
Science Curriculum
The Faculty currently supports 5 undergraduate discipline-based programmes; Life Sciences, Health Sciences, Molecular Science, Geosciences, and Physical Science; as well as a broad-based Natural Sciences programme which is cross-disciplinary. At post-graduate level, the Faculty supports an MSc programme which currently has 3 strands – Science Studies, Frontiers in Medical Science, and Health Physics.
The Faculty also supports foundation degrees in Health Sciences (including paramedic and operating theatre practice) and is developing an analytical science strand.
Science Research
The Faculty of Science undertakes a range of research across many scientific topics that brings together traditional scientific disciplines and new interdisciplinary areas through three major research groupings:
  • The Centre for Earth, Planetary, Space and Astronomical Research (CEPSAR)
  • Biomedical Research Network (BRN)
  • Science Scholarship Research Network (about to be established)
Our research encompasses both 'blue-skies' basic research and applied research to find solutions to specific scientific and technological problems. In addition, the Faculty of Science is supporting a number of new ‘genesis’ areas where new synergies are rapidly developing in response to external research opportunities.
For more information, please see our website at
THE DEANERY
The Science Deanery is the managerial and administrative hub of the Faculty and currently comprises the Dean, Associate Deans, and administrative and support staff who manage the Faculty’s finances, human resources, course production and presentation, curriculum planning and IT support (around 65 staff in all).

3. Summary of Duties

Overall job purpose
Working in support of the Dean of the Faculty, the Senior Faculty Administrator (SFA) has overall responsibility for the planning, resource management (staff and financial), business management and administrative operations of the Faculty.
The SFA leads a number of teams that provide broad ranging support to the Faculty, covering the areas of finance, HR staff development, research administration, information management & communications, and IT. Although operational responsibility for each area rests with the particular team, the SFA has oversight of and management responsibility for their activities. Within this context, the main duties are as follows:
Main duties
  1. Plays a key role in the Faculty’s strategic decision-making, policy and planning through membership of the Science Faculty Executive and the provision of advice to the Dean, Associate Deans and Heads of Department. The SFA has a key role in the preparation of formal Unit Plans, and in the current action planning process.
  1. Leads and manages the Faculty’s HR function and processes for all categories of staff;
  • Works with the Dean and the Faculty Accountant to monitor staff budgets and develop a staffing plan to maintain an affordable staffing complement that effectively supports the Faculty’s current and future activities;
  • Has overall responsibility for the development, implementation and maintenance of HR policies and procedures within the Faculty for all categories of staff, working closely and effectively with the University’s HR Division to ensure compliance with legal requirements and with the OU’s HR policies and procedures;
  • Manages the Faculty’s merit award, promotions and grading/regrading processes, ensuring that effective and appropriate procedures are in place;
  • Advises the Dean, Associate Deans and Heads of Department on staff management issues, the impact of new legislation, and individual cases where appropriate;
  • Has oversight of the day-to-day work of the Faculty’s staffing team including; recruitment of new staff, contract changes/extensions for existing staff, allowances for office holders, induction, probation, leave, sick absence, retirement and dismissal procedures etc.;
  • Manages the processes relating to the internal recruitment of Dean, Associate Deans, Heads of Department, Programme Director, and Associate Programme Directors;
  • Advises the Dean and the Faculty’s Staff Development Liaison Group on the Faculty’s training and development plans and appraisal processes.
  1. Leads and manages the Faculty’s financial and resource planning, deployment and systems in order to ensure the ongoing financial health of the Faculty;
  • Ensures that the Faculty has the systems necessary for producing effective business planning information, accurate forecasting and effective routine financial control;
  • Manages the work of the Finance Administrator and Finance Clerk;
  • Provides advice on and takes an oversight of work on course fees, financial agreements with service units, student number planning, workload planning etc.;
  • Liaises with departmental administrators and laboratory managers to ensure effective financial management of devolved resources;
  • Provides financial advice, management information and financial analysis to the Dean, Associate Deans and Heads of Department;
  • Promotes and demonstrates effective working with the Finance Division, the Planning Office and other relevant parts of the University;
  • Assists the Dean in negotiations with Pro-Vice-Chancellors and others over the level of the Faculty’s resources and matters relating to the University’s resource allocation processes.
  1. Takes an overview of the business development of the Faculty:
  • Proactively contributes to the discussion and evaluation of strategic options, and the development of objectives, priorities and action plans;
  • Monitors the external environment as it relates to the research and teaching of Science;
  • Contributes to the Faculty’s Marketing Group and works closely with key contacts in the Marketing Division to establish priorities for market research, advertising and the development of communications strategies, product development and placement;
  • Works with the Faculty’s OU Worldwide Liaison Officer to ensure the promotion of the Faculty’s courses overseas.
  1. Leads and manages the administrative support to the Faculty’s research activity:
  • Manages the Research Administrator/Information Officer to ensure the support and development of the Faculty’s research, and its effective internal and external communication;
  • Ensures a sound framework of budgetary procedures associated with research activity and the provision of appropriate levels of financial information concerning research sustainability, infrastructure costs and capital equipment planning;
  • Ensures a sound framework of personnel procedures associated with research, particularly as they relate to the management of fixed term contract staff, the recruitment and deployment of laboratory staff, and the recovery of costs of permanent research and laboratory staff from external sources.
  1. Leads and manages the Faculty’s, decision-making, governance and administrative functions and systems:
  • Works with the Dean to coordinate the work of the Science Faculty Executive;
  • Takes overall responsibility for the efficient and effective operation of the Faculty’s governance structure and its supporting committees and groups;
  • Ensures, as far as possible that the operation of the Faculty’s governance structure works effectively in relation to wider University boards and committees;
  • Makes recommendations for changes to management structures and processes, particularly in the light of quality and efficiency criteria, taking into account the operation of activities devolved to the departments;
  • Takes oversight of the administrative and support structures of the Faculty, negotiating with academic colleagues where necessary to ensure the effective provision of support to the teaching and research work of the Faculty;
  • Oversees the planning and deployment of the Faculty’s IT infrastructure through management of the IT Manager and team;
  • Works with the Senior Curriculum Manager to provide professional leadership and personal/career development for all the academic-related staff of the Faculty;
  • Personally demonstrates standards of professional excellence and ensures that these are nurtured in the Faculty’s administrative and support staff.
  1. Plays a key role in the Faculty’s negotiations and relationships with other units and institutions:
  • Represents the Faculty within the University through attendance at appropriate meetings;
  • Networks with the University’s senior managers and negotiates for the Faculty where necessary;
  • Represents the Dean in discussions with external bodies when appropriate;
  • Negotiates and liaises with external funders where necessary.
  1. Contributes to the professional development and competence of the Senior Faculty Administrators’ (SFA) Group:
  • Works with other SFAs and the Secretary for Central Academic Units (CAU’s) to coordinate cross-faculty activity, develop best practice and share resources;
  • As part of the SFA Group contributes to the development of policy and the management of the University;
  • Undertakes such responsibilities on behalf of the SFA Group as may be agreed with the Dean and the Secretary for CAU’s.
  1. Undertakes such other duties as may be directed by the Dean, including involvement in wider institutional and inter-faculty initiatives as may be agreed with the Dean and the Secretary for the Academic Units.
Line Management Responsibilities
The following teams and staff currently report to the SFA:
Finance (2)
Staffing (4)
Research Administration (2)
IT (6)
Health & Safety (1)
Financial resource management responsibilities
The Faculty has an annual turnover of around £54m.

4. Person Specification

The person appointed is expected to develop in the role. However we expect that such development will be based on the following skills, qualifications, aptitudes and experience.
Essential
  1. Degree or equivalent qualification, skills or experience (for instance evidence of skills in reasoned argument, communication, analysis, interpretation, synthesis and continuous/reflective learning);
  2. Demonstrable experience in a relevant management role or roles with experience of both staff and financial management;
  3. Proven experience of contributing to strategy formulation and implementation at a senior level;
  4. Understanding of the relevant legislative framework and proven experience in the management of HR policies and procedures;
  5. Significant experience of managing teams and proven ability to lead, manage and motivate staff;
  6. Well developed financial planning and management skills with proven experience in budget management;
  7. High level of communication, negotiation, ambassadorial and influencing skills;
  8. Proven problem solving ability with the ability to think creatively in arriving at solutions;
  9. Proven ability to present complex information in a simple way for a range of audiences;
  10. Competence in the effective use of ICT as a planning, management and communication tool;
  11. Well developed organisational skills with experience of delivering complex projects to deadlines;
  12. An understanding of business operations management;
  13. A positive and proactive approach to challenges, with the ability to analyse a problem, determine a solution and take action to implement a plan;
  14. Knowledge of and commitment to Equal Opportunities principles and practices.
Desirable
  1. A management or relevant professional qualification;
  2. Experience working in an senior administrative position in Further or Higher Education;
  3. An understanding of the context within which Higher Education operates, and the particular issues relating to Science teaching and research.

5. Role Specific Requirements e.g. Shift working

N/A

6. Who to go to for more Information about the Role or Application Process

If you would like to discuss the particulars of this role before making an application please contact Michael Street on 53485 or email .
If you have any questions regarding the application process please contact Andrea Harling on 59108 or email .

7. Where to Send Completed Applications

Candidates are required to complete a long application form, and provide a statement of no more than two pages outlining the strategic priorities for the SFA in the Faculty of Science for the coming 12 months. This statement will be discussed as part of the interview process.
Your completed application should be returnedby: Friday 5 February 2010
Name/Job title: Andrea Harling, Staffing Administrator
Department/Unit: Deanery, Faculty of Science
Address: The Open University
Walton Hall
Milton Keynes
Buckinghamshire
Post Code: MK7 6AA
Or e-mail your application to:

8. Selection Process and Date of Interview

The interview panel will be chaired by Professor Phil Potts, the Dean of Science. The other members of the interview panel will be advised. The interviews will take place onThe date of interviews it to be confirmedWednesday 17 February 2010.
The selection process for this post will include completion of activities related to the role, followed by a formal interview. We will let you know as soon as possible after the closing date whether you have been shortlisted for interview together with details of the selection process. Applications received after the closing data will not be accepted.

VID 6262 Further Particulars

January 2010

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