RECRUITMENT ROLE PROFILE
Job Title:
IT Systems Administrator
School/Department:
Physical Recreation & Sport
Job Family and Level:
APM 3
Salary:
£22,249 - £26,537 per annum, depending on skills and
experience. Salary progression beyond this scale is subject to
performance.
Hours of Work:
36.25h per week
Location:
University Park
Reporting to:
Assistant Director / Operations
The Purpose of the Role:
To support maintain and develop the University of Nottingham Sport management
information and bookings and admissions system; configuration of system functions,
including memberships, access control, activities, facilities and prices; implementation and
communication of scheduled software updates; leading on the identification and
implementation of future adaptations and developments in order to maximise the benefit
of the system to customers and University of Nottingham Sport stakeholders; to provide
appropriate management information and reports; staffing training and preparation of
user documentation.
Support the delivery of the Vision for Sport to deliver an outstanding student sporting
offer within a sector leading facility, and establish the University as the first choice for
students wishing to combine a top quality education with an outstanding sporting
experience.
Main Responsibilities
1.
System configuration

To ensure a planned approach to system configuration, taking into account the
annual student cycle; preparing in advance and testing where appropriate,
major system updates, including but not limited to:- activities, products and
services, facility spaces, membership packages, opening times and prices.

To configure and ensure the effective functioning of core system elements
relating to memberships, customer admissions, activity spaces, purchases and
bookings;

To maintain the integrity of data held within the system, ensuring data is
accurate and consistent at all times.

To configure all customer facing information generated by the system, ensuring
accuracy and consistency at all times.

To configure the access control elements of the system, ensuring data collection
with respect to user type and activity in accordance with departmental policy
%
time
per
year
35%
2.
3.

To create new user accounts where required and to monitor and develop the
user security and permission levels within the system

To optimise the configuration of core system elements via pro-active
investigation and resolution of issues relating to system set up and regular
liaison and communication with departmental system operators, for example,
sports centre managers, super users and front of house staff.

Ensure the system is utilised to meet the needs of UoN Sport and ensure a
consistently high level of customer service
System Interface and Support

Act as the first point of contact for system operators, responding to and
resolving queries where possible, in liaison with Legend and UON IS where
necessary.

Monitor and follow up tickets raised with Legend and UON IS on a regular basis
and escalating where necessary.

Attend Legend Service Reviews

To work with colleagues within the University of Nottingham Information
Services Department, the Students’ Union and the system supplier to identify
opportunities and gaps in relation to areas including but not limited to: data
collection and analysis, online purchases and payment, market intelligence.

To act as the main point of contact with respect to the interface between the
bookings and admissions system and the University of Nottingham finance
system, ‘Agresso’ ensuring accurate and timely raising of invoices at all times

To act as the main point of contact with the departmental service providers in
relation to the collection of payment by Direct debit or other forms of recurring
payment, to ensure efficient and effective functionality at all times

Work with the Department Marketing Staff to ensure appropriate interfaces
between the leisure management system and the relevant University mediums
such as the web.
System Resilience and Service Continuity
 To create and develop a schedule of system audits with respect to data integrity
and system functionality, suggesting and developing key system performance
indicators.
 To monitor and assess risks to business continuity due to any reduction in
system functionality, suggest and implement appropriate safeguards and carry
out periodic resilience and contingency planning.
 To monitor all regular updates and upgrades to the system carried out by the
supplier, assessing the benefit to The Department, testing and implementing
where appropriate, communicating changes to system operators and arranging
necessary training
 To ensure the required software conditions are adhered to and that licences are
monitored and up to date at all times.
 To monitor the condition of front of house hardware required to operate the
system, creating a rolling programme of equipment upgrade and replacement.
 To produce procedural Documents and step by step guides for system
operators, providing follow up training where required

To carry out regular review of identified issues relating to system functionality
and configuration in liaison with the University of Nottingham Information
Services Department and the system supplier, resolving issues and suggesting
15%
20%
improvements to the benefit of system users and UoN Sport customers.
4.
Reporting
15%
System functionality:
 Provide periodic reports relating to system failures, outstanding issues and
identified patterns, suggesting and developing key system performance
indicators
 Liaise with the system supplier with respect to identification, optimisation and
development of reporting capability within the system.
User defined reports:
5

To assist with the timely collection of management information required jointly
by the Students union and the Sports Department, to the benefit of both
parties, determine future needs and enhance the student experience.

To produce standard and user defined reports required by the departmental
senior management team and to offer advice and guidance to other system
operators with respect to report generation and formatting of information
System Development




6.
5%
To maintain an awareness of the market with respect to innovations and
emerging technologies, alternative suppliers and complimentary systems, via
desk based and field market research.
To work closely with departmental and university colleagues and software
providers to establish current and future needs, reporting on findings and
making suggestions with respect to system improvement and development
To co-ordinate the supplier process for requested upgrade and change to the
system, creating required documentation and liaising with colleagues where
appropriate.
To support the programme of scheduled and adhoc email correspondence to
current, lapsed or potential UoN sport members, For example, welcome emails,
newsletters, renewal reminders via liaison with the Assistant Director of Sport –
Business Development.
Departmental support

To maintain the departmental personal computer and devices inventory.

To provide work station assessments where required as part of the
departmental team of assessors.

To exhibit a flexible approach to work, providing a presence within the sports
facilities outside of normal office hours when required.

Ensure effective training and updates on the system for all relevant staff,
working closely with other section heads to plan training/CPD programmes to
ensure a high performing team delivering exceptional customer experience at all
times

Ensure the department conforms to all relevant University and statutory
requirements, in particular financial rules & regulations and data protection.
5%
Knowledge, Skills, Qualifications & Experience
Qualifications/
Education
Skills/Training
Experience
Essential
HND or equivalent in ICT or computer
related discipline.
Evidence of educational competence,
literacy and numeracy i.e. GCSE Maths
and English C Grade.
Excellent IT skills.
Ability to write reports or manipulate
data to create reports.
Ability to work cooperatively, flexibly
and to meet deadlines.
Ability to train staff and communicate
difficult concepts to a ‘layperson’.
Excellent organisational and time
management skills with the ability to
prioritise own workload.
Excellent problem-solving skills. Ability
to identify critical issues/problems,
analyse complex information, evaluate
options to achieve objectives
Thrives working on own initiative with
limited supervision.
Attention to detail.
Previous experience of working with
Legend leisure management system or
equivalent systems.
Experience of working as part of an
effective team.
Experience of supplier liaison or the
management of suppliers.
Experience of supporting ICT
applications and systems.
Statutory/Legal
Understanding of health and safety
management within a multifaceted
sports facility in line with industry
legislation, guidance and best practice
Understanding of Data Protection
Legislation
Desirable
ISRM/C and G Higher Professional
Diploma or ISRM Sport and
Recreation Management
Certificate
Recognised Project management
qualification ( eg Prince 2)
Evidence of working in and /or an
understanding of the HE sector, in
particular, HE sporting structures
Experience of developing and
implementing new systems.
Experience of working in a
sports/leisure environment.
Experience of data table
reporting.
Understanding of the application
of computerised systems to
business needs, including:
Windows client and server
Network support
Microsoft exchange
Microsoft SQL server
Wireless networking
Data and file share management
Data communication systems and
networks
Scope of the Role
The David Ross Sports Village will be a sector leading facility of international significance,
commensurate with the University’s vision to provide a premier training and competition
venue for elite sport, physical activity, well-being and social / recreational sport.
Representing an investment of £40m, the Sport Village is the largest and most prestigious
facility within the University portfolio.
The post holder will be expected to work on their own initiative, using previous experience
to guide them. Latitude will be given with respect to the daily work routine to organize,
prioritize and self-manage, ensuring that key deadlines and objectives are met. This will
include successfully resolving conflicting demands, possessing a basic awareness of the
options available and being able to make effective and appropriate decisions. The post
holder is expected to apply their technical knowledge in order to develop the effectiveness
of the system.
The post holder will work closely with a range of departmental staff.
Additional Information
Hours of work are 36¼ per week. Candidates will need to flexible in their approach to their
working hours noting that the operational hours are between 5.30am and 11 pm seven days a
week. Post holders may be occasionally asked to work outside of normal working hours, for
some events and essential building maintenance.
Post holders may be required to operate from any one of the sports sites. With two of the sites
(Sutton Bonington and University Park) there is an element of outdoor working.
Post holders will be required to conform to the department’s uniform regulations, including
wearing Personal Protective Equipment, where necessary and whenever advised to do so.
Post holders will be required to conform to the department’s uniform regulations, including wearing Personal
Protective Equipment, where necessary and whenever advised to do so.