UNIVERSITY OF NOTTINGHAM
RECRUITMENT ROLE PROFILE FORM
Job Title:
Administration & Business Systems Manager
School/Department:
Estates Office
Salary:
£28,982 - £37,768 per annum depending on skills
and experience. Salary progression beyond this
scale is subject to performance
Job Family and Level:
Administrative, Professional and Managerial Level 4
Contract Status:
Permanent
Hours of Work:
Full time, 36.25 hours per week
Location:
Estates Office, University Park
Reporting to:
Operations & Facilities Director
Purpose of the New Role:
To lead and manage an efficient and cost effective financial administration, sickness
management, helpdesk and administration process and business systems function across
the Estate Office. Managed through the effective use of resources, policies and
procedures, budget control and the administration/systems associated with this service.
To manage departmental IT, Business Systems development and strategy, Estate Office
web sites, the Estate Office management information system (Concept), the University
Card system (OCMS) and the Door Access Control system (AEOS).
Main Responsibilities
1.
Business Systems: Lead, manage and develop the implementation of the
departmental IT strategy, liaising with the Estate Office Directorate and
Information Services colleagues, as well as providing advice on new
projects as necessary
% of
time
50%
To manage the Estates public web site and intranet
To manage, administer and develop the Estate Office management
information system (Concept) as Database Manager, in conjunction with
FSI (the supplier), including all of its associated reporting and updating
requirements
To provide technical IT support to the Estates Office and Hospitality as the
first point of contact for the departments business systems and associated
devices.
To lead on the management and administration of the University Card and
Door Access Control system (AEOS), including software and hardware
support, rule engine management, fault reporting, advice, development of
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Main Responsibilities
% of
time
the system and the expansion of functionality. Developing the best
solution and problem solving, interfacing with operational services via the
Security Office
To provide specialist technical advice to the Estate office Directorate to
inform strategic decision making on Information Technology and systems,
including business systems analysis as required. To provide training for
Estates Office business systems and users dealing with day to day issues
2.
Administration: To lead on the development, implementation and also
monitor and propose improvements in departmental policies and
procedures, including Service Level Agreements
30%
To administer data storage (electronic and paper) and lead on the
development of the filing and archiving system
To manage and monitor the cost effective control of the delegated budget
allocated to central administration for office consumables and IT
To main, monitor and report Estate Office costs associated with any work
that will be recharged to internal University departments or external
organisations (including the production of reports as necessary)
To manage the use of relevant data contained in Estate Office databases
and identify and assess strategic development in system to improve the
Estate Office processes at a strategic level, ensuring continuous
operational improvement across Estates
3.
HR Management: To manage and improve the departmental personnel
records relating to sickness, annual leave, special leave and training in
accordance with The University’s freedom of information policy. The role
holder is required to receive, collate, understand, analyse and produce
explanation of the findings to the Directorate as necessary
5%
To act as the department’s point of contact for HR matters (sickness,
special leave, absenteeism, etc. To manage, maintain and report on
departmental training records (other than the central Professional
Development record) in accordance with The University’s freedom of
information policy
4.
Line management: To lead, manage, support and develop a team who
provide the central administrative support to the Estate Office
(administration and helpdesk), to maximise their contribution to the Estate
Office output
5%
5.
Customer Liaison: Lead on the development of customer related issues,
complaint resolution, providing information drawn from system and
reporting on financial matters to customers
5%
Develop systems in conjunction with contractors for job update and liaise
with them regularly in order that they deliver within the service levels
6.
Additional duties: Act as Fire Warden for the primary Estate Office
5%
To act as the IT Representative, with a close working relationship with IS
Project Leaders in the development of office wide IT and management
systems. Also act as Estates PC disposal coordinator and software
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% of
time
Main Responsibilities
licencing coordinator
To lead on and develop strategic reports and the management of creation
of reports for Concept and ad hoc queries for AEOS. To take the lead on
all IT/administration training and personal IT development
Knowledge, Skills, Qualifications & Experience
Essential
Desirable
Qualifications/
Education


Business
systems
analysis qualification
Knowledge/Skills/
Training

Degree
(or
equivalent)
in
Business,
Administration
or
Information Systems or similar
and some experience within a
similar role or a proven track
record of extensive relevant
work experience
Extensive
administration
systems knowledge relevant to
the role
Thorough understanding of the
management
of
human
resources
Proven analytical and problem
solving skills
Proven
planning
and
organisational skills
Experience
of
leading
and
developing a team
Excellent
communication,
presentation and interpersonal
skills
Substantial relevant experience
gained within a similar or
comparable role managing a
customer service team
Extensive broad based
IT
hardware
and
software
knowledge

Professional
training
Financial systems
Excellent attention to detail
Customer focused
Actively seeks to develop self
Wiling to undergo additional
training on systems






Experience


Other
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






SQL
Experience of managing
facilities
management
systems
Knowledge
or
experience of managing
SQL Server databases,
database design and
administration and web
page design
Ability
to
develop
strategies
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