Deputy Director of Operations – Administration – College of Engineering and Physical Sciences – 98631 – Grade 9 – (21000253)

Full-time Permanent University of Birmingham in Education and Training
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  • Post Date : November 8, 2021
  • Salary: £51,799.00 - £78,265.00 / Per Annum
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Job Description

Deputy Director of Operations – Administration – College of Engineering and Physical Sciences – 98631 – Grade 9  (21000253)








Position Details 

College of Engineering and Physical Sciences

Location: University of Birmingham, Edgbaston, Birmingham UK

Full time starting salary is normally in the range £51,799 to £60,022, with potential progression once in post to £78,265

Grade 9

Full Time – Permanent

Closing date:  5 December 2021


The Deputy Director of Operations (Administration) has delegated responsibility from the Director of Operations for ensuring the effective provision of strategic and operational support to the College and its leadership for School-specific and general administration matters, with line management responsibility for the Heads of Operations & PA to the Head of College and overall accountability for the service and support provided by their teams. The Deputy Director of Operations (Administration) is College Professional Services lead for International, staff training & induction and Data/Information security.

The Deputy Director of Operations (Administration) is responsible for ensuring effective administrative systems/process implementation and improvement across the academic Institutes of the College; ensuring consistency and sharing of best practice, integrative working with and across operational areas, and identification and delivery of required business efficiencies.

Main duties

Strategy and Policy Development

Participate in the development of College strategy and, through an effective analysis and understanding of School business requirements and University strategy, working as a core member of the College Professional Services senior management team to help define and agree the College strategic priorities. To include:

•    Ensuring the provision of high-level professional services support to the EPS Heads of Schools;
•    Evaluation, validation, review, interpretation and effective implementation of all existing and future University/College policies
•    Contributing as a key member of the Director of Operations’ Professional Services Senior Management Team (SMT) and core member of the wider College Operations Management Group (COMG)
•    Professional Services SMT lead for development and implementation of strategies relating to Internationalisation and staff training, induction & recognition, working with the associated academic leads for these areas.

Leadership and Management

Lead the development of School-managed professional services staff supporting College activity, through direct line management of the Heads of Operations & PA to the Head of College. Responsibility for developing and managing a diverse group of administrative and support staff across the College Institutes.  To include:

•    Delivery of a co-ordinated School support team, ensuring structures are fit for purpose according to local business needs and in accordance with College/University of Birmingham requirements.
•    Responsibility for setting the professional and strategic framework in which the team/s operate
•    On-going assessment, development and monitoring of standards and best practice across the team/s
•    Responsibility for setting and delivery of team targets and goals; to be achieved within allocated budgets and resource constraints.
•    Lead and motivate staff, with appropriate delegation and empowerment, to achieve team objectives and goals, manage performance, enforce quality standards, maximise productivity and promote harmonious working with staff across the College and the University.
•    Lead staff through periods of change, communicating a clear and positive vision and acting as a role model.
•    Professional Services SMT Lead for College Birmingham Professional engagement

Service Delivery

Primary responsibility for leading the development of College–wide School operations solutions that have a positive impact on College performance and management. To include:

•    Ensuring attainment of high quality results in a cost effective and timely manner, to agreed quality standards, and to ensure University policies and procedures are interpreted and implemented across the Schools/College.
•    Oversight of reporting on risk management in the Schools ensuring any required follow-up takes place in a timely and appropriate manner and the College risk register maintenance and monitoring process is followed.
•    Support the Director of Operations in the progression of the College Birmingham Professional programme.

Information Management and Analysis

Responsibility, as the College Information Asset Owner (IAO), for ensuring College-wide compliance with required information classification, security and governance policies and expectations, according to relevant external and UoB policy and guidance. To include:

•    Ensuring establishment and maintenance of College/School/operational Information Asset Registers (IAR)
•    Defining College-wide information governance process and procedures and advising local teams.
•    Working closely with the College IT Manager in the development and implementation of the practical requirements associated with information security compliance.
•    Management responsibility for the approval of responses to requests under the Freedom of Information Act and Subject Access Requests. Ensure College-wide processes and support are in place to promote compliance with GDPR requirements.

Staff Training, Induction & Recognition

Responsibility for development of the staff training framework for the College to ensure that academic and Professional Services staff receive an appropriate and thorough induction, are compliant with mandatory training and that development, training & recognition opportunities are appropriately promoted and shared across the College. To include:

•    Regular review of College compliance with mandatory training and delivery of targeted communication and engagement to ensure that all staff are aware and up to date.
•    Facilitate the development and implementation of tailored induction pathways for academic and Professional Services staff into the College working with Heads of Schools, Heads of Operations and HR.
•    Oversight for local/institutional staff surveys and engagement initiatives such as the College Assembly, pulse wellbeing etc. working in partnership with the Head of Marketing & Communications.
•    Development and Oversight of the College Professional Recognition Scheme.
•    Coordination of communication of development and training opportunities including courses, placements, shadowing etc. and collation/prioritisation of College Professional Services staff requests for coaching, mentoring, training and broader development with the Director of Operations.

Process Improvement

Responsibility for implementing and evaluating School administrative support structures and existing procedures, liaising with and supporting colleagues to ensure consistency of practice across the College and the development and amendment of systems and procedures achieves best practice in service delivery to academic staff and students. To include:

•    Ensure the development and implementation of business systems and structures underpin the effective day to day administration of the School/College. Ensure School-based systems are fit for purpose, integrate appropriately with College/corporate requirements, and are aligned to changing internal and external influences.
•    Develop and lead on process improvements; setting best practice standards and quality assurance within Institute managed admin teams; promoting process improvements between School administration and other teams, including those across relevant corporate services and other Colleges.
•    Act as key point of contact / interface between the College and the core HR and Finance system teams.

Collaboration and Engagement

Build and maintain excellent collaborative relationships with all stakeholders, both within the College/University and externally. Effective working as a member of the College senior management team (particularly with College Directors, Heads of Service, College Business Partners, Heads of Schools and Heads of Operations). To include:

•    Participate in and support relevant College committees
•    Deputise for the Director of Operations and represent the College or University both inside and outside the University, as required.
•    Network with fellow professionals in the wider Higher Education community to ensure high level of professional knowledge and awareness of the UK higher education agenda.
•    Other activities, commensurate with the grade of the post and specific skills of the post holder, and as directed by and for the Director of Operations.
•    Ensure relevant support for implementation of the College International Strategy working closely with the College Director of Global Engagement.


The College of Engineering & Physical Sciences has an annual operating budget of approximately £100m, with a live research portfolio in excess of £220m, 1300 staff and delivers over 320 UG & PGT programmes, with a growing PGR portfolio and a total student cohort of 9100 across seven Schools and the Collaborative Teaching Laboratory.

A core expectation of the role is the ability to think strategically, analytically and creatively to ensure effective support to academic staff across the College. In addition the post holder must motivate and manage a team of intermediary managers to ensure their operational objectives are met in a consistent manner and deliver effective support services to all academic staff across the College, adhering to relevant policy requirements of the University and the various partner/regulatory bodies. An important element of the role is to ensure effective working relationships within the School administration teams and between these staff and the wider College community.

Planning and organising

A key element of the role is to contribute to strategic discussions and the development of plans within the College and, where appropriate, within the wider University.  The Deputy Director of Operations (Administration) will pay particular attention to business process improvement and areas where performance does not meet required standards; pro-actively trouble-shooting and effecting actions to improve performance, as necessary. This will involve working with and influencing senior staff and providing high-level support for general administrative matters across the College, whilst also ensuring effective management control and reporting at an operational level for School activities.

Qualifications, Knowledge & Experience:

•    Educated to at least Degree level, or equivalent experience.
•    Significant demonstrable experience of working at senior management level in a large and complex organisation.
•    Strong knowledge of general/academic management in a higher education context, with a detailed understanding of the complexities of science & engineering.
•    Proven record of achievement working in a senior administrative management role.
•    Good awareness and understanding of College academic priorities.


Strategic thinking and perspective

•    Proven ability to convert an institutional vision to own team, developing direction and plans to make sense of the complexity and mobilising others to action.
•    Able to make tough decisions and act in the best interests of the team and the institution.
•    Analytical skills to assess the changing internal and external environments and to shape strategic direction in response to this.
•    Development of longer-term plans to balance with short term pressures.

Leading people

•    Experience of gaining and retaining the confidence of colleagues and having the standing to represent the team and the University externally.
•    Ability to create a motivating environment where people are challenged, developed, encouraged and supported to deliver outstanding results.
•    An empathetic, open, approachable and encouraging person.
•    Able to lead people as a team and to manage them to achieve delivery.
•    Application of different leadership styles as varying circumstances may demand.


•    Communication skills are essential as the post holder will deal with a wide range of Internal and external stakeholders. These include Pro-Vice Chancellors and Heads of Schools in respect of strategy and planning, as well as other College and corporate service staff in the context of everyday service provision and improvement.
•    Day to day contact with the Director of Operations and team members.
•    The post will involve face to face, telephone and written communications and is also likely to involve some presentations to small groups in relation to management information and team activity.
•    The post holder will deal with external contacts and academic members of staff.
•    Underlying all communications will be the desire and necessity to protect the University’s interests and assets, and maximise benefit to the University whilst ensuring the inherent risks are managed adequately.

Performance and resource management

•    Will be expected to quickly develop an understanding of the economic and commercial context of the finance team and how it fits in with the University.
•    In managing others, has an ability to explain expectations of others, supported with continuous coaching and development.
•    Delivery of succession planning.
•    Able to organise commitments flexibly to respond to changing demands and unexpected issues and to help others in the team manage conflicting demands.

Leading change

•    Adaptable and flexible when dealing with complex situations and the unexpected.
•    Can articulate a vision of how and why change is needed to develop a sense of shared purpose
•    Able to challenge assumptions and views.
•    Ability to generate innovative solutions in response to challenges to deliver strategic change and to articulate these sharing both implications and benefits.
•    Resilient and positive in response to changes.
•    Able to influence both formally and informally within an organisation.

Informal enquires to Emma Melia, email:


Valuing excellence, sustaining investment 

We value diversity and inclusion at the University of Birmingham and welcome applications from all sections of the community and are open to discussions around all forms of flexible working. 


Primary Location


Work Locations


University of Birmingham 
 Birmingham B15 2TT




 Engineering and Physical Sciences




Job Posting

 05.11.2021, 3:41:25 PM

Grade (for job description) Grade 9

Advert Close Date

 05.12.2021, 11:59:00 PM

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