BISHOP GROSSETESTE UNIVERSITY JOB DESCRIPTION. Registrar and Secretary, with a dotted line relationship to three Heads of

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1 BISHOP GROSSETESTE UNIVERSITY JOB DESCRIPTION Title: Schools Administration Manager Grade: SPS Grade 8 Responsible to: School Line managed by: Registrar and Secretary, with a dotted line relationship to three Heads of Registrar and Secretary Job Summary Working in partnership with the Heads of School, to provide strategic direction and leadership for the work of the Schools administration including the Schools Office, setting and maintaining quality and professional standards of service in line with central Registry standards and requirements. Detailed Responsibilities 1. Establish and maintain the highest standards of administrative management across the Schools administration function. This includes leading and coordinating undergraduate and postgraduate programme management and ensuring all School based processes are compatible with University policies and Registry processes. 2. Maintain a current knowledge and awareness of future developments in policy and practice within the higher education sector, and apply this knowledge in advising Heads of School and in completing strategic projects. The role will be working in partnership with the academic Heads of School of the University. This will involve providing the Heads of School with information on sector policies and developments in relation to how these affect and should affect current practices in the administrative work done in the University s academic Schools. This includes advising on budgets and resources management issues, marketing, website and communications matters; it also comprises planning, developing, documenting and monitoring processes and best practice in relation to administrative services of the Schools. 3. To provide expert advice and guidance to resolve complex, difficult or sensitive case work requiring diplomacy. 4. Collaborate with the Heads of School in the preparation of annual School plans and in the interpretation of strategic plans into financial terms. 5. Develop a highly integrated and responsive team to respond to the needs of the academic staff, Registry departments and students, in line with University strategy and through ensuring compatibility with University policies and procedures, Registry systems and processes, and the Registry culture. 6. Reporting to the Registrar and Secretary, lead and line manage the Schools Office administrative team (currently 9 staff), building capability, conducting performance management, and maintaining a strong team culture with focus on continuous improvement, high quality service and innovation.

2 7. Monitor and review the performance of administrative services in Schools. Working together with the Registrar and Secretary, set overall standards of service, develop effective and responsive business processes and team structures, manage change projects, initiatives and processes, and ensure that customer needs are met. 8. Ensure the Schools implement University wide policies and processes, and have appropriate and current School specific processes in place, updating the latter on an annual or ad hoc basis as changes occur throughout the academic year and ensuring their compatibility with University policies and processes. 9. Working together with the University s planning and data specialists, coordinate the provision of management information on key aspects of the Schools performance and regulatory reporting requirements, and participate in the data analysis process as required. 10. Define and lead and the co ordination and day to day management of the Schools finances and Schools budgets in line with University policies and procedures and School plans, delegating financial processes to the Schools Office team as appropriate. 11. In partnership with the Heads of School, oversee the Schools Visiting Tutor contracts and manage the Schools business planning and risk management processes. 12. In partnership with Recruitment and Admissions, ensure that the Schools recruitment related information needs are met and the Schools engage in effective and target based recruitment activities. 13. Work with the Quality Assurance and Student Data Department contributing to the management, maintenance and enhancement of academic quality and standards of the University, including supporting the arrangements for validation, periodic and annual review, and recording of changes to validated programmes; supporting the administration of University assessments, examinations, and Boards of Examiners; supporting various external data reporting and data submission related processes; and supporting the University s External Examiners processes. 14. Work with the Partnership Office, to ensure that the Schools strategic partnership and placement administration needs are met. 15. Work with the International Office, advising the Heads of School on the Schools internationalisation strategy. Working with the University s planning specialists and the Registrar and Secretary on the development of internationalisation related targets and indicators. 16. Monitor developments in relevant professional, statutory and regulatory bodies (e.g. BPS), working together with other academic and professional staff experts in this area within the University so that the quality of relevant external returns and other submissions is ensured. 17. As a member of the School Executive Teams (or equivalent), contribute effectively to School planning and decision making processes. Attend School based meetings on a regular basis and meetings of other University Committees and Groups as appropriate and necessary, providing comprehensive information on Schools administration and responding to any queries. 18. Participate in professional networks. Liaise with other institutions and agencies, and attend internal and external conferences as agreed with the Registrar and Secretary.

3 19. Be a key contributor and member of the University Corporate Leadership Team, School Executive Teams (or equivalent), Registry Management Team, Registry Council, and other School based Committees and groups/university Task and Finish Groups as appropriate, including advising Senate and its Committees as required. 20. Lead the professional development and training of Schools Office staff with particular emphasis on: a. Strategic plans and annual objectives for the section b. Development days/sessions c. Staff development and action plans d. Regular performance reviews using the University review system e. Regular management meetings and briefings f. Formulating a clear vision and process framework for the School Office function 21. Set overall service standards and review customer feedback to ensure continuous improvement. Performance monitoring and review 22. Attend appropriate training and staff development sessions and participate in the staff appraisal process. 23. Provide written reports on activity as requested. Health and safety General 24. Discharge all relevant health and safety responsibilities. 25. Maintain professional standards in relationships, including non discriminatory practices. 26. Adopt a client centred approach and to deal promptly and considerately with members of the public, staff and students. 27. Undertake any other duties as may reasonably be required. Main contacts Limits of authority Registry staff Heads of School School Administrators School Technicians Academic Staff Senior Leadership team 28. The post holder must operate within the University guidelines, procedures and regulations. 29. The post holder must operate within the University Financial Regulations, Diversity and Equality Policy, and other relevant University policies.

4 Education/ Qualifications And Special Training BISHOP GROSSETESTE UNIVERSITY PERSON SPECIFICATION Schools Administration Manager Core First Degree or equivalent relevant professional qualification. Supplementary Postgraduate Degree. Relevant professional qualification. Membership of relevant professional bodies e.g. AUA, ARC. Knowledge and Skills Experience Personal Attributes Excellent IT skills. Understanding of the regulatory requirements of the Higher Education Sector. Excellent communication, interpersonal and influencing skills including the ability to establish credibility with and trust of the Heads of School and other internal and external partners. Excellent planning, management, organisational and analytical skills. Previous experience of managing an administrative support function. Previous experience of managing teams. Experience of working at a strategic or senior level in an organisation. Demonstrable experience of managing and influencing change including developing and integrating staff teams. Excellent interpersonal, networking and communication skills. Self starter and able to work with initiative; a can do attitude. Previous experience in a HE or FE environment.

5 Problem solving skills. Good time management skills. Shows attention to detail. Professional and diplomatic at all times trustworthy and discreet when handling confidential information. Effective team player.