Job description and selection criteria

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1 Job description and selection criteria Job title Division Department Location Grade and salary Hours Contract type Reporting to Additional information Programme Administration Manager Social Sciences Saїd Business School Park End Street, Oxford Grade 6: 26,264-31,331 (with a discretionary range to 34,223) per annum Full Time Permanent Executive Education Programme Manager Closing date 16 th August pm Introduction The University The University of Oxford is a complex and stimulating organisation, which enjoys an international reputation as a world-class centre of excellence in research and teaching. It employs over 10,000 staff and has a student population of over 22,000. Most staff are directly appointed and managed by one of the University s 130 departments or other units within a highly devolved operational structure - this includes over 6,500 academic-related staff (postgraduate research, computing, senior library, and administrative staff) and over 2,700 support staff (including clerical, library, technical, and manual staff). There are also over 1,600 academic staff (professors, readers, lecturers), whose appointments are in the main overseen by a combination of broader divisional and local faculty board/departmental structures. Academics are generally all also employed by one of the 38 constituent colleges of the University as well as by the central University itself. Our annual income in 2011/12 was 1,016.1m. Oxford is one of Europe's most innovative and entrepreneurial universities: income from external research contracts exceeds 409m p.a., and more than 80 spin-off companies have been created. For more information please visit For more information please visit

2 Social Sciences Division The Division is one of four Divisions in the University, each with considerable devolved budgetary and financial authority; and responsibility for providing a broad strategic focus across its constituent disciplines. It represents the largest grouping of social sciences in the UK: home to a number of outstanding departments and to the internationally ranked Law Faculty; all are committed to research to develop a greater understanding of all aspects of society, from the impact of political, legal and economic systems on social and economic welfare to human rights and security. That research is disseminated through innovative graduate programmes and enhances undergraduate courses. For more information please visit: Saїd Business School The Saïd Business School is part of Oxford University and provides a range of business courses at Masters level, including the one-year MBA; the Executive MBA, and two programmes run jointly with other University departments: the Masters in Financial Economics and the Masters in Law & Finance. In addition, the School offers a Doctoral Programme. A wholly-owned subsidiary company (Oxford Saïd Business School Limited) runs a number of open and customized executive education programmes, including some that offer a qualification. Originally founded in 1990, the School is rapidly establishing itself as one of the world s leading centres for management education. Intellectually rigorous, it addresses issues that are of a direct concern to businesses and policy-makers. The School is also a world-leading centre for business-related research, including specialisations in strategy and entrepreneurship, operations management, finance, accounting and marketing. Further information on the Saïd Business School is available at Executive Education at Saïd Business School The School incorporates the Executive Education activities of Oxford University. In recent years our Executive Education activities have grown substantially and we are on track to become a top 5 global provider of Executive Education. Rated by the Financial Times in 2013 as the UK s #3 provider of Executive Education, and ranked #13 globally, the School offers two types of executive management programmes: open programmes available to managers irrespective of organisation, and custom programmes commissioned by organisations for their executives. The School provides unique learning solutions for high profile clients and prides itself on its outstanding customer focus. Overview of the role The Programme Administration Manager will report to the Executive Education Programme Manager and will be part of the Saïd Business School programme administration team. The role of the Programme Administration Manager will be to manage a team of Programme Administrators and will be accountable for the provision of a high level of administrative support to Executive Education Custom & Open Programmes. Whilst the postholder will have primary responsibility for specific programmes, they may be required to work on other programmes as directed by the Executive Education Programme Manager. The appointee will be required to lead teams of Programme Administrators, and work closely with administrators on all aspects of programme delivery. The role demands a high level of IT, communication, project management and organisation skills. Given the nature of the role 2

3 the postholder must have experience in providing a high level of customer service and project management and leadership skills. Operational planning A key role for the Programme Administration Manager will be to work closely with the Executive Education Programme Manager and Directors on the operational planning for all Custom and Open programme administration. This will require the postholder to play a proactive role in the planning of programme administration, including but not limited to; project management, programme allocation, venues, resourcing of faculty and speakers, and establishing best practice and outstanding customer focus for the administrative processes on all programmes. It will also be necessary for the postholder to be able to identify and tailor administrative processes for a specific portfolio of programmes. Staff Management and Leadership Skills The Programme Administration Manager will be responsible for the direct supervision of a team of Programme Administrators (at grades 4 and/or 5) and a Programme Assistant at the Grade 3 level. This will include training, induction, appraisals along with performance and absence management. Key Interfaces The Programme Administration Manager will be accountable for ensuring that all of the participants on the programmes under their remit experience outstanding customer service at all times and that all programmes (both UK and abroad) are delivered to an exceptional level. In order to ensure this, they will build rapport and naturally engage and interact with the following key interfaces: Clients and Participants Programme Directors Faculty and Speakers Business Development Managers and Associate Directors for both Custom and Open Programmes Programme Managers, Custom Programmes Programme Administrators Business Development Assistants IT and AV staff Operations staff including, Catering, Housekeeping and Conference staff External providers e.g. venues, transport Programme Administrative Support Due to the nature of the Executive Education programme delivery, a flexible approach to working hours is required, as the programme office provides evening and weekend support. The postholder will be required to attend events as directed by the Executive Education Programme Manager and/or Programme Director. The key tasks for this role are; The Programme Administration Manager will be required to liaise closely with the Programme Manager, Custom Programmes and the Business Development staff in Open Programmes to ensure that the programme details are agreed and communicated in good time to enable the administration of the programme to be suitably planned and allocated. 3

4 To act as project manager for each of the programmes under their portfolio, ensuring that the project plan is compiled communicated and understood and that all deadlines are adhered to. This will require regularly reviewing the progress of the project, through stage gating. To ensure that the Programme Administrators are fully briefed on the project plan for each programme, and that they understand their requirement to deliver and outstanding level of service. It will be the responsibility of the Programme Administration Manager to provide guidance and support to Programme Administrators on all aspects of programme administration, ensuring outstanding standards and set processes are followed. Work closely with the Executive Education Programme Manager and Business Development team on the management of the budget and will be responsible for negotiating expenditure on programme related costs with external suppliers. Working closely with the Programme Administration team and other departments to ensure the provision of high quality customer service at all times. Service level scores are monitored on every programme, The postholder will be required to ensure that feedback and evaluation scores are collated, summarised, and distributed accordingly. Maintain a process timeline and ensure the Programme Director is kept updated as to the preparation activities for the programme. Communicate with a wide range of contacts including faculty, guest speakers, participants, off-site venues (both UK and abroad), contractors and support staff. Due to programme requirements the role may involve some amount of travel both within the UK and overseas. Client management is an essential aspect of this post in order to liaise with representatives from the client organisation, to ensure a clear understanding of the client s programme delivery requirements under the direction of the business development team. The Programme Administration Manager will be accountable for ensuring that the Drupal intranet website for each specific programme is created and maintained, ensuring all information is provided in a timely manner and is current/relevant at all times, in line with the high level standards required by Executive Education. Ensure that all documents and logistics are delivered and maintained in a timely manner, and review all programme documents to ensure that they meet quality standards. The Programme Administration Manager will deputise for the Executive Education Programme Manager as required. Ensures coordination meetings are conducted with other departments which are relevant to programme delivery, including the relevant Programme Administrator. 4

5 Oversee the provision of supporting documentation for the purpose of immigration/visa matters and when required ensuring that flights, visas, vaccinations, insurance, transfers and transportation are arranged as necessary. Manage and motivate a team of Programme Administrators and Programme Assistants to ensure that they deliver support at an outstanding level for all programmes allocated to them. Hold regular one to one meetings with each of the team and ensure that relevant objectives are set and reviewed. Set objectives and manage the workload of a team of Programme Administrators and Programme Assistants, to ensure that each Programme is appropriately supported and administered. Chair a team meeting weekly, to ensure that the team has visibility of each other s workload and encourage a sense of camaraderie. Schedule annual leave and absence for Programme Administrators and Programme Assistants whilst maintaining appropriate staffing levels across the department. Planning and scheduling of hours worked by Programme Administrators, to ensure adequate programme support and equal allocation of work. Selection criteria Essential 1 Previous experience of managing staff and leading a successful team within a highly pressurised office environment. 2 Demonstrable events management experience, preferably within a Business School or Higher Education establishment. 3 Educated to degree level, or with equivalent vocational experience. 4 Flexible approach to working hours. 5 Project Management skills and experience, managing multiple projects to meet tight deadlines, without compromising quality. Ideally with previous budget management experience. 6 High level of accuracy and meticulous attention to detail. 7 Excellent communication skills, both written and oral. 8 Excellent IT skills, Intermediate/Advanced Level in Microsoft Word, Excel and Outlook. 9 Proven excellent customer service skills with experience of working with staff up to Senior and/or Executive level and maintaining a professional manner. 10 Experience in working as a supportive member of a team, but with the ability to work autonomously. 11 A customer focused, calm and professional demeanour, with a passion for customer care. Desirable 1. Customer service training or qualification. 2. Previous experience in programme administration and/or delivery. 3. Experience in client management. 4. Intermediate/Advanced Level use of Microsoft Access or similar database software. 5

6 General Conditions General Conditions The appointment will be on Grade 6 and the starting salary of the successful candidate will be fixed according to experience. This post will be subject to a six-month probationary period. This is a full-time post equivalent to 37.5 hours per week, the actual distribution of those hours to be agreed. The appointment of the nominated candidate will be subject to the satisfactory completion of a medical questionnaire. The post holder will be entitled to 38 days holiday (inclusive of public holidays) per annum. It is expected that all public holidays and the three working days between Christmas and New Year will be taken. The policy and practice of the University of Oxford require that all staff are afforded equal opportunities within employment and that entry into employment with the University and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. Subject to statutory provisions, no applicant or member of staff will be treated less favourably than another because of his or her sex, marital status, sexual orientation, racial group, disability or age. The Business School will assume that it is free to approach referees at any stage of the application process unless the candidate s application stipulates otherwise. Please state such requirements explicitly alongside the details of the relevant referee(s). All reasonable interview expenses will be reimbursed. All data supplied by applicants will be used only for the purposes of determining their suitability for the post and will be held in accordance with the principles of the Data Protection Act 1998 and the University's Data Protection Policy. Applicants should have evidence of their eligibility to work in the UK. Applicants who would need a work visa if appointed to the post are asked to note that under the UK s new pointsbased migration system they will need to demonstrate that they have sufficient points, and in particular that: (i) they have sufficient English language skills (evidenced by having passed a test in basic English, or coming from a majority English-speaking country, or having taken a degree taught in English) And (ii) that they have sufficient funds to maintain themselves and any dependents until they receive their first salary payment. Further information is available at: To apply send a completed cover sheet and a covering letter indicating how you fulfill the requirements of the post together with a detailed curriculum vitae and the names and complete contact details (including addresses if possible) of two referees, to or to the Jennie Bumfrey, HR Department at the Saïd Business School, Park end Street, Oxford OX1 1HP Please note that we are free to approach referees at any stage of the application process unless the applicant s application stipulates otherwise. 6

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