JOB DESCRIPTION. Dean of Faculty of Business and Management

Transcription

1 JOB DESCRIPTION Title: Principal Administrative Officer Faculty of Business and Management Contract type: Permanent Grade: Grade 6 Location: Reporting to: Mainly based at the Swansea Business Campus but the post holder will also be expected to work from other campuses as required in order to meet the needs of the Faculty Dean of Faculty of Business and Management MAIN PURPOSE OF JOB The Principal Administrative Officer is a key administrative post within the Faculty administrative structure. An important focus of the post will be to co-ordinate and line-manage administrative staff within the Faculty. The post requires an individual who is highly skilled in administrative work and who can develop and promulgate good practice in academic administration. The post holder will be expected to monitor the quality of the Faculty s administrative services in order to ensure that they are of the highest standards in accordance with University guidelines and statutory and regulatory requirements. The post holder will also be expected to work closely together with the Dean of Faculty and other senior staff within the Faculty to meet the Faculty s strategic objectives. Many of the University s Faculties offer provision across two or more campuses. The post holder will have a base on one campus but will be expected to work from other campuses as required in order to meet the needs of the Faculty, and similarly to deploy those that he/she line manages to different locations in a manner that meets the needs of the Faculty. He/she will be expected to provide appropriate support and guidance for administrative staff from other Faculties when they are working from the campus on which he/she is based. The post holder will need to work with the Principal Administrative Officers of the other Faculties to optimise the use of resources and facilitate the provision of a high quality, effective and efficient administrative service across the institution. For example, the post holder will need to ensure effective timetabling across the campus on which he/she is normally based, and to ensure that the timetabling also meets the requirements of other Faculties offering provision at that campus. The Principal Administrative Officer will be required to undertake the appropriate administration of Faculty Boards, Examining Boards, programme validation, monitoring and review and other key committees for the Faculty in which he/she is based. The careful preparation of documentation and the taking of minutes will be crucial. The post holder will require excellent organisational skills in order to provide a timely and efficient administration service across a broad range of duties. A proficiency in the use of Microsoft packages are important requirements of the post. Attention to detail together with the flexibility to prioritise conflicting demands is essential. The post holder will be expected to develop and maintain links with other support units such as the Postgraduate Research Office, Academic Registry, the Academic Office, Student Support Services, the Marketing, Communications and International Units. The post requires a team focussed and collaborative approach in which customer needs and service delivery are prioritised. It is expected that the post holder will have some previous experience of working in a management capacity. The role holder will also be required to undertake other administrative duties identified by management commensurate with the level of the post. 1

2 SPECIFIC DUTIES 1 Communication (oral, written and electronic) Ensure that all communication is in accord with the University s Dignity at Work principles and Welsh Language Policy. Communicate effectively and professionally in both formal and informal situations with colleagues at all levels within the University, with students (and where applicable their parents/guardians/close relations), with auditors, governors, external bodies or contractors as appropriate for the post. Represent the University in a positive way working within the University s overall procedures or policies and demonstrating initiative where appropriate. Organise and provide secretariat support for key Faculty committees, producing accurate minutes and preparing action points. 2 Teamwork and Motivation Line manage the administrative staff within the Faculty and on the campus. Clarify requirements, ensuring that tasks and objectives are clearly defined and that work is organised and delegated fairly and according to individual abilities. Effectively participate in and deliver a contribution to the Faculty and campus administration team and when directed with associated teams within the University. Be supportive and encouraging of others in the team, helping to build co-operation by applying a flexible approach to delivering team results. Contribute to building staff morale as an active participant of any team that the post holder is part of Cover for colleagues work during absence. Act as a responsible and active team member, meeting agreed deadlines, and developing productive working relationships with other members of staff, demonstrating by example that the views of other team members are respected. Demonstrate strong self motivation and enthusiasm for the post, with the capability to work for lengthy periods without supervision whilst undertaking a range of disparate duties within conflicting time frames. Help the team focus their efforts on the task in hand and motivate individual team members as appropriate. 3 Liaison and Networking Carry out standard day to day liaison using existing procedures in order to ensure the dissemination of information in the right format to the right people at the right time. Participate in external networks, in order to ensure the dissemination of information in the right format to the right people at the right time, and to build relationships and contacts to facilitate future exchange of information. Participate in, and engage and develop internal networks in order to ensure the dissemination of information in the right format to the right people at the right time, and to build relationships and contacts to facilitate future exchange of information. Work closely and effectively together with the other principal administrators to provide excellent administrative services across the institution. Liaise closely with senior Faculty staff in order to provide administrative support of the highest quality to the Faculty. Attend committees and working groups of the Faculty and University as required and feedback information to all relevant parties as required. 4 Service Delivery Deal professionally with internal or external contacts, understand and explore customers needs in order to adapt the service accordingly whilst following set standards or procedures. Provide a consistent, quality standard of service delivery to staff, students and others as appropriate. Undertake duties in a thorough, accurate and timely manner with appropriate attention to detail. Create, maintain and process documentation, records and data, in accordance with agreed procedures and standards. Maintain appropriate standards of confidentiality and ensure that all documentation is securely and appropriately filed and stored. Create a positive image of the University by being responsive and prompt in responding to requests and referring to a more senior or more appropriate person if necessary. Ensure that others have the support they need to provide quality service and fulfil their role. On occasion be involved in the setting of overall standards for service delivered by the campus administration team and in the Faculty, monitoring those service levels, pre-empting changes in customers needs and anticipating future requirements, maintaining overall quality whilst balancing different demands. 5 Decision Making Take independent decisions to a level that could have minor overall impact. 2

3 Participate in some collaborative decisions, working with others to reach an optimal conclusion that could have moderate overall impact. This might involve resolving issues and making recommendations affecting campus administration matters, in consultation with relevant managers. Provide advice or input in order to contribute to the decision making of others to a level that could have moderate overall impact. 6 Planning, Organising and Managing Resources Plan, organise and prioritise own work and resources, and that of direct reports on a daily, weekly or monthly basis, assisting line management with the effective, efficient and economic use of resources within the Faculty and campus administration team, whether, physical, financial or human and ensuring value for money where appropriate. Engage in suggesting opportunities for improving effectiveness and efficiency by working collaboratively and sharing resources. Plan and manage small projects, ensuring the effective use of resources and monitoring progress against plan. Receive information from individuals and process in order to provide information to others to complete their planning. Monitor performance and progress of task completion in accordance with pre-determined parameters, for example within budget and on-time. Engage in strategic planning for the Faculty and campus administration team to meet Faculty and corporate planning cycles and also contribute to wider strategic planning processes in the University. 7 Initiative and problem solving Demonstrate proactivity in undertaking tasks rather than expecting work to be allocated. Use initiative and creativity to resolve problems where the optimal solution may not be immediately apparent but has to be assessed by a process of reasoning, weighing up the pros and cons of different approaches, identifying and assessing practical options and breaking the problem down into component parts. Occasionally there may be an expectation resolve problems where there is a mass of information or diverse, partial and conflicting data, with a range of potential options available and in this context there will be a requirement to apply creativity to devise varied solutions, approaching the problem from different perspectives. 8 Analysis and Research Analyse routine data or information using predetermined procedures and gathering the information from standard sources, working accurately to complete the task precisely as specified. Produce reports on time and as directed. Occasionally there may be a requirement to identify an appropriate existing method of analysis or investigation according to the data and objectives, or identify or source additional information which could potentially help the investigation as the analysis progresses. Recognise and interpret trends or patterns in data. 9 Sensory and Physical Demands Carry out tasks that require learning certain methods or routines and which may involve moderate physical effort. Provide support for work colleagues and students as appropriate. 10 Work Environment Work in an environment which is relatively stable and has little impact on the post holder or the way in which work is completed Ensure compliance with the University s health and safety regulations, taking standard actions within health and safety guidelines and reporting any concerns to others. Ensure that work area is kept neat and tidy in order to comply with personal health and safety requirements at own base and when working at other locations within the University. Demonstrate flexibility in the workplace to meet the requirements of specific deadlines and work schedules. 11 Pastoral Care and Welfare There could be occasions when it will be essential to show sensitivity to those who may need help or, in extreme cases, are showing signs of obvious distress and the post holder will be required to initiate appropriate action by involving relevant people. Be supportive to work colleagues and students. Be proactive in identifying any areas of pastoral concern within the Faculty and its Schools and relay these to the appropriate individual and support service. 3

4 12 Team Development Occasionally, as required, support or guide new starters working in the same role or unit on standard information or procedures. Induct new staff. Occasionally, as directed, train or guide others on specific tasks, issues or activities, giving advice, guidance and feedback on the basis of own knowledge or experience. Be supportive of line management efforts to develop departmental team. Ensure that team members attend appropriate training events. Plan, organise and undertake appraisals and prepare development plans for staff within the department. 13 Teaching and Learning Support Provide standard information and explain relevant procedures to new staff, students or others. Provide standard information or deliver supportive training to students or others outside of the work team on specific tasks, issues or activities and where advised assess performance and provide feedback during the event. 14 Knowledge and Experience Be aware of administrative principles and practices, and have an appreciation of the systems and procedures which directly impact on own work. Continuously update knowledge of the University s regulatory framework and programmes of study. Apply working knowledge of theory and practice, sharing this knowledge with others as appropriate. Demonstrate continuous specialist development by acquiring relevant skills and competencies. Be committed to continuing professional development and evaluation of practice. Maintain an up-to-date awareness of changing external requirements and new developments in own domain, recognising the potential implications for the University and actively responding to changes in context. Undertake relevant staff development as organised by the University of Wales, Trinity Saint David GENERAL DUTIES 1. Undertake personal Health and Safety responsibilities in accordance with the H.A.S.A.W.A 1974 ensuring that safe systems of work are complied with. 2. Be aware of and take action to report any potential workplace/personal hazards to Health & Safety. 3. Where specific Health and Safety guidelines relate to your post ensure that all duties are carried appropriately. 4. Operate within the terms of University policies and procedures always ensuring that all work and work related activities are operated in accordance with Equal Opportunities, Dignity at work principles, Data Protection Legislation and UK Border Agency regulations. 5. Demonstrate knowledge and understanding and positively promote equality of opportunity. 6. Operate within the standards incorporated within the University s Welsh Language Plan. 7. Be adaptable to change and have an ability to acquire new and relevant skills and knowledge by taking appropriate responsibility for own personal and professional development. 8. Take appropriate care to ensure that University equipment, facilities and infrastructure are not defaced or damaged. 9. Support and promote the University s sustainability commitment and carry out duties in an ethical and responsible manner. NB This job description currently applies but duties may be allocated from time to time which are appropriate to the grade and post and which are not of a substantial ongoing nature to affect the grading of the post. 4

5 PERSON SPECIFICATION Description Essential Desirable How Evaluated Education and Qualifications a) Good general level of education. b) Educated to degree level or equivalent experience c) Qualification in Administrative Management evidence of qualifications Experience d) Previous experience in providing high quality administrative support. e) Previous experience of providing administrative support to more than one unit. f) Previous experience of minute taking at a strategic level. g) Previous experience in HE administration h) Knowledge and understanding of academic quality assurance procedures i) Previous experience of line management of other staff j) Previous experience of customer service k) Possess excellent knowledge of Effective Administrative Practice l) Experience of operational planning and implementation m) Previous experience of working within a bilingual environment. interview and references Aptitudes and Skills n) Possesses good interpersonal and communication skills with the ability to communicate effectively at all levels. o) Ability to demonstrate effective organisational skills. p) Ability to apply attention to detail when required. q) Ability to meet tight deadlines when required r) Possess excellent IT skills s) Ability to communicate through the medium of welsh oral and written (essential for at least some staff within this role) t) Possess effective presentation skills interview Personal Attributes u) Capability of demonstrating self motivation. v) Demonstrates respect for diverse range of people. w) Recognises the importance of building sound working relationships x) Ability to work effectively as an individual, as part of a team and in partnership with others. y) Ability to work unsupervised and to direct own work z) Recognises the need for and demonstrates appropriate confidentiality interview 5

6 aa) Adopts a positive approach to personal learning and development Circumstances bb) Ability and preparedness to work flexibly cc) Prepared to travel to meet post related demands interview It is in your own interest that you are explicit in your application about how you meet the stated criteria. You are encouraged to provide relevant and explicit examples, (obtained from the workplace, voluntary or community work or any other appropriate situation) so that the short-listing panel are able to clearly identify where your knowledge, and experience matches the criteria identified in the post. 6