Department: School of Sport and Service Management

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Job Description

Location: Eastbourne

Job Title: Deputy School Administration Manager (REASE, Innovation and Development)

Post Number: EV5002

Grade: 6

Responsible to: School Administration and Technical Manager (SATM)

Responsible for: The administrative staff based in the Admissions, Marketing and Recruitment Unit, Research, Economic and Social Engagement Unit, Postgraduate Taught Unit, Falmer and Hastings school sites

Main areas of

Responsibility

1. To support the Deputy Head of School (Innovation and Development) and to lead on the development of appropriate support for school innovation and development projects;

2. To work with the Assistant Heads of School (Graduate Centre) and (Business and International) to ensure the effective development and operation of the Admissions, Marketing and Recruitment Unit, Research, Economic and Social Engagement Unit and Postgraduate Taught Unit;

3. To manage and co-ordinate efficient, effective and responsive administrative systems and services for the School of Sport and Service Management, in the Admissions, Marketing and Recruitment Unit, Research, Economic and Social Engagement Unit, Postgraduate Taught Unit, Falmer and Hastings school sites, ensuring the needs of the university, faculty, school and students are met;

4. To take responsibility for the recruitment, training needs, and performance of administrative staff within the specified units and any new designated units;

5. To be an active member of the School Management Group (SMG) when deputizing for the SATM, and to provide support and guidance to the Head of School, School Administration and Technical Manager and SMG, and to represent the school on faculty and university groups / committees as appropriate;

6. To deputise for the School Administration and Technical Manager as required

Specific duties

1. To support the Deputy Head of School (Innovation and Development) and to lead on the development of appropriate support for school innovation and development projects.

1.1 To provide administrative support to the Deputy Head of School (Innovation and Development) and work with him on developing and delivering new projects. This will include project planning, project management, negotiating with central departments to ensure achievement of project objectives.

1.2 To develop and recommend new administrative structures and systems to take account of new School developments and changing needs and priorities, in liaison with the School Administration and Technical Manager, Deputy Head of School and Faculty Office.

1.3 To undertake ad hoc projects with and on behalf of the Deputy Head of School, as required.

2.1 On behalf of the school Senior Management Team, to work with the Assistant Heads to ensure the effective development and operation of the Admissions, Marketing and Recruitment Unit, Research, Economic and Social Engagement Unit, and Postgraduate Taught Unit to meet school, faculty, university and applicable external expectations.

2.2 To ensure the effective inter-relationship and communication between the different units to maximize effectiveness and delivery of outcomes.

2.3 To keep up to date with developments within the university which relate to the units and ensure that those concerned are kept informed of the implications for the school.

2.4 To undertake ad hoc projects with and on behalf of the Assistant Heads of School (Graduate Centre) and (Business and International) as required.

2.5 To have Health and Safety oversight for the Graduate Centre buildings on a day to day basis on behalf of the School Administration and Technical Manager (SATM), liaising with the school Health and Safety Officer and SATM as appropriate.

3. To manage and co-ordinate efficient, effective and responsive administrative systems and services for the School of Sport and Service Management, in the Admissions, Marketing and Recruitment Unit, Research, Economic and Social Engagement Unit, Postgraduate Taught Unit, Falmer and Hastings school sites, ensuring the needs of the university, faculty, school and students are met.

3.1 To develop and co-ordinate efficient and effective administrative systems within the Admissions, Marketing and Recruitment Unit, Research, Economic and Social Engagement Unit, Postgraduate Taught Unit, Falmer and Hastings school sites of the school, which integrate with faculty and university frameworks, keeping under review and improving as necessary.

3.2 To ensure the effective operation of university systems within the Admissions, Marketing and Recruitment Unit, Research, Economic and Social Engagement Unit, Postgraduate Taught Unit, Falmer and Hastings school sites, such as the Credit Accumulation Management System, in conjunction with the university’s central services.

3.3 To ensure an effective interface between the Admissions, Marketing and Recruitment Unit, Research, Economic and Social Engagement Unit, Postgraduate Taught Unit, Falmer and Hastings school sites, and the other units within the school, Doctoral College, other schools, faculty and university departments in relation to development and operation of the above systems and administrative services.

3.4 With the Deputy School Administration Manager (QA and Programmes) to ensure that the administrative support for the postgraduate taught and research students and staff is efficient and effective and aligns with the school, faculty and university’s expectations and regulations.

3.5 To directly oversee and line manage the administrative support provided by the administrative staff within the Admissions, Marketing and Recruitment Unit, Research, Economic and Social Engagement Unit, Postgraduate Taught Unit, Falmer and Hastings school sites

3.6 To monitor and plan the administrative workload of the Admissions, Marketing and Recruitment Unit, Research, Economic and Social Engagement Unit, Postgraduate Taught Unit, Falmer and Hastings school sites in order to ensure that the service provided meets the changing needs of the school.

3.7 To provide initial induction of all new staff in the Admissions, Marketing and Recruitment Unit, Research, Economic and Social Engagement Unit, Postgraduate Taught Unit, Falmer and Hastings school sites of the school.

3.8 To ensure an effective school reception and information service for internal and external clients is provided in the Graduate Centre.

3.9 To ensure an effective administrative support is provided by the Admissions, Marketing and Recruitment Unit, Research, Economic and Social Engagement Unit, Postgraduate Taught Unit, Falmer and Hastings school sites including servicing of regular school meetings, support for Principal Lecturers, Course Leaders and Module Leaders.

3.10 To use initiative to resolve complex problems which arise in relation to the school’s administrative service for the Admissions, Marketing and Recruitment Unit, Research, Economic and Social Engagement Unit, Postgraduate Taught Unit, Falmer and Hastings school sites.

4. To take responsibility for the recruitment, training needs, and performance of administrative staff within the specified units and any new designated units.

4.1 To manage the recruitment of all administrative and clerical staff to the specified units and any new designated units within the school, with the school manager.

4.2 To plan and implement interview events and act as a panel member or chair.

4.3 To manage induction, training and determine / make provision to support staff development for all administrative and clerical staff within the specified units and any new designated units in the school, in liaison with the School Administration and Technical Manager as appropriate.

4.4 To undertake the Staff Development Reviews of all school administrative and clerical staff, within the specified units and any new designated units and take appropriate follow-up action, including undertaking interim reviews.

4.5 To manage diverse teams of administrators, comprising mixed grades, abilities and responsibilities, and manage the performance of administrative staff within the specified units and any new designated units in the school.

4.6 To take responsibility, in liaison with the School Administration and Technical Manager, for dealing with any staffing issues including those of poor performance, attendance and incapability, ensuring appropriate communication of difficult information in sensitive situations.

5.1 To participate fully in the corporate, budgetary and strategic planning decision making of the school.

5.2 To advise the School Management Group, School Administration and Technical Manager and Head of School on the correct operation and implementation of university administrative procedures and their influence on the operation of the Admissions, Marketing and Recruitment Unit, Research, Economic and Social Engagement Unit, Postgraduate Taught Unit, Falmer and Hastings school sites.

5.3 To undertake/lead specific projects on behalf of the Head of School and School Management Group, including the development of draft policies and plans.

5.4 To compile reports as required for the faculty, school and university.

5.5 To represent the school at appropriate meetings including as a member of faculty and university committees/working groups as required.

6. To deputise for the School Administration and Technical Manager as required and be a member of the Support Management Team.

6.1 To deputise for the School Administration and Technical Manager across the full range of duties as requested in their absence.

6.2 To be a full member of the school’s Support Management Team

Selection Criteria The criteria below indicate the qualities that are needed to do the job well. Candidates for the post will be selected according to the extent to which they satisfy them, and the evidence of potential for developing the rest further. Most of the criteria must normally be met in order to qualify for selection.

Essential:

· Knowledge/qualifications: a degree or other evidence of a high level of analytical, communication and problem-solving ability; knowledge of how to develop and maintain effective office systems; familiarity with a number of word processing, spreadsheet and database packages. The ability to understand and use a variety of information retrieval systems. Experience of managing staff, including management of poor performance and of financial management. Experience of understanding and applying procedures appropriately in a range of situations.

· Communication: highly developed interpersonal skills; able to communicate information in a persuasive way orally and in writing both to staff and to students; diplomacy and negotiating skills with the ability to be assertive without being aggressive.

· Sensitivity: listens well and understands the needs of others, and is sensitive to the differing needs of different situations.

· Self motivation: has a record of successful performance at an appropriate level of responsibility; sets and meets objectives on own initiative; is committed to continuous self-development.

· Teamwork: flexible, co-operative, helpful; respects ideas and expertise of others; appreciates own strengths and weaknesses. The ability to take action appropriate to the job without being prompted.

· Organisation: the ability to prioritise work effectively, judging the relative importance of conflicting demands and planning actions in order to meet deadlines. An ability to maintain high standards while working quickly with a minimum of supervision.

· Response to change: prepares and plans self and others for change; adaptable; interested in learning and investigation.

· Analysis, creativity & problem-solving: considers various perspectives and the overall picture; solves problems and develops plans successfully, with absolute minimum of supervision. Thinks and plans strategically.

· Management of others; has credibility and influence; can recruit, develop and motivate staff who can meet objectives; experience of managing the workload of others; ensures equality of opportunity.

· Technical skill: highly developed keyboard skills, knowledge of word processing, database and spreadsheet applications.

· Physical: the postholder must be able to undertake all the physical requirements of the job such as extensive use of display screen equipment, according to health and safety guidelines.

Desirable:

· A familiarity with higher education, its aims and objectives; an understanding of the higher education environment.

· Experience of servicing meetings.

· Experience of project planning and management.

· Previous supervisory experience and knowledge of personnel matters.

· Committed to developing information technology systems.

· Knowledge of safe working practices in an office environment.

This job description sets out the duties of the post at the time it was drawn up. Such duties may vary from time to time without changing the general character of the duties or level of responsibility entailed. Such variations are a common occurrence and cannot of themselves justify a reconsideration of the grading of the post.

Ref: VN/JD/PF

Date May 2012