Operations Manager – School of Mathematics – 97398 – Grade 7
OPERATIONS MANAGER – 97398
Area: School of Mathematics in the College of Engineering and Physical Sciences
Salary: Full time starting salary is normally in the range £30,942 to £40,322 with potential progression once in post to £42,792
Band/Grade: Grade 7
Hours: Full time
Location: University of Birmingham, Edgbaston, Birmingham, UK
Closing Date: 20 June 2021
Note to candidates
Due to the nature of the work undertaken in this role all successful applicants will be subject to a satisfactory Occupational Health and DBS clearance prior to appointment. This role may require international travel, in particularly to Guangzhou in China.
The Operations Manager is the senior administrative officer in the School of Mathematics within the College of Engineering & Physical Sciences (EPS). The post-holder is responsible for the School’s Professional Services Operations team and ensure that administrative support and leadership is delivered in an effective, efficient, responsive and professional manner supporting excellence in research and teaching. The post-holder will support the Head of School and members of the School management team on a day-to-day basis to facilitate the strategic direction of the School.
The post holder is expected to have knowledge of the significant challenges and opportunities in the Higher Education sector, an understanding of good practice in delivering professional administration and financial support and the ability to balance academic considerations and wider drivers and priorities.
Forming part of the College Operations Leadership Team and reporting to the College Director of Operations, the post-holder will support strategic projects, ensure operational delivery of regular administrative tasks, lead on ad-hoc team and College-wide projects.
- Support the Head of School in preparing and developing the School’s strategic plan and monitoring progress towards aims and objectives (e.g. Compact process, production of business plans, expenditure projections and options appraisals).
- Working with the Head of School in identifying strategic priorities and having an awareness of College strategic priorities.
- Work with the Director of Operations and School Heads of Operations/Operations Managers implementing best practice and consistency of approach across all administrative areas, identifying areas requiring development and improvement.
- Establish and maintain effective working relationships with Heads of Services & key College Business Partners (Infrastructure and Facilities, Education Services and Support, Human Resources, Finance, IT, Marketing and Communications, and Planning)
- Provide effective leadership and management of the School’s Professional Services Operations team that supports academic delivery, reviewing workloads, resources and training needs.
- Undertaking Performance and Development Reviews (PDRs), identifying sickness patterns and leading on performance management issues.
- Take responsibility for the motivation, management and flexibility of staff working within the team, instilling confidence in the requirements and importance of relevant functions to ensure that teams work together to effectively deliver on plans and projects.
- To establish effective network contacts with similar roles across other Schools, Colleges and external to University of Birmingham to coordinate action, minimise duplication and share good practice.
- Work with professional services and academic colleagues to support the delivery of change projects across the College, planning and ensuring delivery within set timescales.
Personnel and Staff Management
- Work with the College HR Business Partner and team, and the University HR team, to ensure effective HR management across the School including:
o Implementing Quality Assurance processes for Recruitment and Selection of all School staff;
o Supporting the Head of School, Director of Operations and other senior staff with the recruitment processes for staff within the School;
o Supporting the development of business cases for submission to College Post Approval Group (CPAG);
o Taking responsibility for Professional Services Performance Management issues, attendance management including sickness monitoring/absence, occupational health referrals and grievance procedures;
o Effectively administering the processes associated with the management, renewal and termination of fixed term and honorary contracts.
- Coach and encourage staff in a supportive environment, demonstrating willingness to listen, engage and support.
- Contribute to and deliver training and other forms of support to staff within the School or College as required.
- Promote and encourage professional development opportunities for the staff you manage, through the Professional Development Review process and the Birmingham Professional initiative, developing and enhancing necessary skillsets.
- Support the Director of Operations to implement effective procedures and processes with regard to the Annual Review/PDRs and Senior Promotions.
- Support the development of the School Learning and Development Plan.
- Co-ordinate the induction process for all new staff to the School regularly reviewing procedures and providing feedback on induction to the Director of Operations.
- Support the Director of Operations in implementing change management strategies as required.
- Co-ordinate the management of compliance with mandatory training for academic and professional services staff within the School.
- Support the Head of School in the co-ordination of the annual budgeting and forecasting review process.
- Monitor expenditure across the School’s research awards/School core budgets and taking corrective action where necessary and delivering strategies to achieve efficiencies.
- Work with Research Finance in delivering an effective Post Award service to academics.
- Assist the Finance Business Partner with financial year end.
- Manage the process of monitoring and approval of electronic expense claims across the School.
- Ensure there is education of and adherence to appropriate financial legislation across the School.
- Support the co-ordination of the timely production of management information, reports and returns for the School (e.g. workload allocation model, external activities etc.).
- Ensure regulatory compliance across the School including DPA and Information Security.
- Support the School Athena Swan representative in collating management information and supporting local/College based activities. Assisting with, and contributing to the School Action Plan and co-ordinating information for future School submissions.
Infrastructure and Facilities Management
- Work closely with the College Head of Estates and Infrastructure to ensure effective use of School space and facilities suggesting improvements and leading small infrastructure projects.
- Work with academic colleagues and the College Head of Infrastructure and Facilities to ensure that appropriate facilities support is in place to meet the School’s research and teaching needs.
- Respond to academic needs for infrastructure improvements and make suggestions/arrangements to enable as appropriate.
- Support the delivery of the Marketing and Communications plan for the School in line with College strategic priorities.
- Support internal communications within the School and oversee the production of the regular internal newsletter
- Support the updating of School webpages to ensure accurate information is displayed and key messages are highlighted
- Support the delivery of service standards and local policies and procedures for the efficient operation of the School. With the Heads of Operations, Operations Managers and the Director of Operations, identify collaborative opportunities to ensure consistency / continuity of policies outlining additional local requirements across all Schools.
- Ensure timely and accurate reporting of management information as requested by College/University.
- Contribute to College meetings, committees and working groups.
- Serve on and support School Executive Committees, preparing papers and reports as required.
- Assist the Head of School in managing relationships with key partners and sponsors.
- Undertake additional duties or projects on behalf of the Director of Operations.
- Any other duties appropriate to the grade of the role as required by the Head of School and College Director of Operations
Required Knowledge, Skills, Qualifications, Experience
- First degree or equivalent along with a relevant higher degree or professional training such as ILM or number of years’ experience normally associated with this level of qualification
- Significant administrative experience.
- Demonstrable people and financial management experience including setting and monitoring spend against budgets.
- Experience of data mining and sourcing information, particularly through electronic sources, to inform and support reporting for strategic planning and/or business cases.
- Working in a multi-disciplinary environment.
- Knowledge and understanding of UK HE funding mechanisms, strategies and priorities.
Abilities and skills
- Excellent report writing skills – ability to write clear and concise formal reports and documents, maintaining high levels of accuracy and attention to detail.
- Strong negotiating and persuasion skills.
- Excellent analytical skills, with the ability to communicate complex policy matters.
- Excellent IT skills (Excel/Word/PowerPoint /Databases etc.) with the ability and willingness to learn new systems.
- Excellent verbal communication skills – ability to communicate with a wide range of people at all levels, maintaining high levels of accuracy and attention to detail.
- Ability to demonstrate tact and diplomacy, and the ability to deal discreetly with confidential and sensitive matters
- Excellent organisational and time-management skills with a demonstrated ability to plan and organise a large workload to meet both internal and external deadlines – working on a variety of complex issues simultaneously.
- The ability to cope with change in a fast moving, dynamic environment where change is often required immediately.
- Excellent inter-personal skills; ability to develop effective working relationships with all levels of staff and external contacts.
- Developed leadership skills, with the ability to instil confidence in others.
- Assertive and able to think and act decisively.
- Ability to work independently and as part of a team.
- Ability to work under pressure and maintain a high degree of accuracy.
- Ability to absorb and deploy new information quickly and accurately.
- Ability to identify and respond to equality and diversity issues in line with relevant policies and procedures.
Informal enquiries can be made to Emma Melia; email@example.com
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.