About
The
Job.
Department of Molecular Biology & Biotechnology
Faculty of Science
Departmental Manager
About
The
Job.
Pursue the extraordinary
Overview
About the Department
The University of Sheffield is an internationally leading centre of excellence in biology, with
world-class research facilities. Biology research at Sheffield was ranked joint 3rd in the UK in
the 2008 Research Assessment Exercise and the University of Sheffield 66 th and 101st in the
world (QS World University Rankings 2012 and THE World University rankings 2012-13). We
also have an outstanding reputation for the quality and breadth of expertise in biological
teaching and are ranked 4th in the UK (Complete University Guide, 2012).
MBB is located centrally in the University adjacent to our sister departments of Biomedical
Science and Animal and Plant Sciences. Together the biology departments host around 100
academic staff and research fellows and teach 1,500 students.
Job Role
You will be responsible for leading the delivery of a high quality, professional administrative
service for the Department of XXXX.
You will work in partnership with the Head of Department and the Departments Executive
Group to shape and influence the strategic direction of the Department. In line with these
responsibilities, you will devise objectives, plans and strategies to respond to Department,
Faculty and University aims; and initiate and contribute to Department, Faculty and
University projects, leading on these where appropriate. Therefore, you must be able to
demonstrate effective negotiation and influencing skills with the ability to balance
competing agendas and priorities to reach an effective outcome. A strong analytical
background will be important as will an ability to initiate and lead change.
You are expected to have a broad knowledge of the developments and challenges within
the Higher Education Sector, a good understanding of best practice in delivering
professional administrative support and the ability to balance academic and financial
priorities, as well as external drivers.
You will work under the direction of the Head of Department, who will set, in the context of
the Department, Faculty and University strategy, priorities and objectives, as well as lead the
Staff Review and Development Scheme (SRDS) meetings. The Head of Department and the
Head of Faculty Resources and Operations will work in partnership to support you in
implementing the strategic aims and objectives of the School.
Job Description
Main Duties and Responsibilities

Work in partnership with the Head of Department and members of Executive Group to
develop and deliver the Department strategy.

Lead and implement specific significant elements of the Department strategy, working
collaboratively across the Department with both academic colleagues and senior
members of the Department and Faculty to ensure these are delivered effectively and
efficiently (eg, academic recruitment campaigns, preparation and drafting of the
Department’s Five Year Plan).

With the Head of Department, be responsible for the financial planning and
management of the Department budget, including budget allocations, forecasting and
the provision of statistical information and modelling in relation to financial
performance (eg, business plans, scenario planning). Working with the Faculty Finance
Manager and the Department financial officer, providing financial management advice
and information as required.

Direct and manage the Student Support Hub, which supports all undergraduate and
postgraduate taught provision across XXXX. Take responsibility for ensuring the full
range of student support activities (admissions, exams, quality assurance, timetable,
attendance monitoring etc) are delivered professionally, effectively and in line with the
excellent customer service standards set within XXXX. Work with the Directors of
Teaching to develop and implement teaching strategy and policy across the
Department.

Member of the Department Executive Group, providing specialist advice on all aspects
of the University’s policies and procedures.

Ensure that the administration meets the needs of the Department in terms of
structure, processes and quality of service. This includes understanding and
anticipating the needs of the Department, maintaining and developing existing
systems, processes and service provision, ensuring they remain fit for purpose
regarding compliance with current and future objectives, internal and external
regulations or codes of practice. .

Set standards and embed quality of service and professionalism in the administrative
functions within the Department, working collaboratively and leading the Student
Support Hub and Departmental staff to review and improve processes and develop a
culture of service excellence.

Lead the administrative functional areas (HR, finance, teaching and student support,
consultancy, marketing) including managing the Student Support Hub and
coordinating the Research Hub management with the Departmental Administrator in
P&A.

Management oversight and coordinate the administration of all the Department’s
Human Resource activity including contract monitoring, ensure compliance with
procedures and regulations (including the Staff Review and Development Scheme and
staff recruitment), provide advice and assistance to the Head of Department on HR
issues.

Motivate and develop staff and ensure an appropriate level of skills and knowledge,
including managing the training and development and performance management of
all clerical, administrative and secretarial staff within the Department.

Liaise and collaborate with other Faculty Departmental Administrators/Managers to
ensure coordinated action, minimise duplication and share good practice.

Contribute to the development and implementation of Faculty/University strategy and
objectives through work on projects at Faculty and University level, leading on these
where appropriate.

Any other duties, commensurate with the grade of the post.
Person Specification
Applicants should provide evidence in their applications that they meet the following
criteria. We will use a range of selection methods to measure candidates’ abilities in these
areas including reviewing your on-line application, seeking references, inviting shortlisted
candidates to interview and other forms of assessment action relevant to the post.
Criteria
Essential Desirable
Qualifications and experience
1.
Have a good honours degree (or equivalent experience).
X
2.
A successful track record in reviewing, improving and
X
re-engineering internal processes and systems.
3.
Understanding of the wider HE context and of the internal/
X
external regulatory framework; the core business and internal/
external drivers of the University.
4.
Experience of financial management, including, budgeting,
X
forecasting, financial reporting and strategic financial planning.
5.
Strong analytical skills including the ability to interpret and
X
present management information, policy and strategy for
executive audiences.
Management skills
6.
Ability to think strategically and proactively contribute to the
X
development of strategy within an academic environment,
including delivering and driving key parts of the strategy.
7.
Significant experience of working in partnership with academic
X
colleagues to develop successful strategy and support
service for undergraduate and postgraduate teaching
encompassing the entire student lifecycle from marketing to
alumni.
8.
Experience of setting and embedding quality standards and
X
professionalism within a diverse administrative team
9.
Experience of leading, motivating and communicating with a
X
large team of staff.
10.
Experience of successfully managing and co-ordinating a diverse
range of service areas, including research, finance, HR,
marketing, teaching support, IT, estates and facilities
management and other administrative systems and processes
X
within a HE environment.
11.
Experience of leading a key area of responsibility and managing
X
staff across traditional departmental boundaries, taking account
of differing strategic priorities and departmental practices.
Communication skills
12.
Excellent interpersonal and communication skills to conduct
X
effective working relationships.
13.
The ability to interpret and present complex financial and
X
non-financial information in a non-technical and easy to
understand format.
14.
The ability to influence and negotiate successful outcomes in a
X
wide variety of settings.
Team working
15.
Experience of building and developing a team and aligning the
X
day-to-day work and goals of the team with the organisation’s
strategic vision.
Supporting staff performance
16.
Experience of reviewing individual and team progress and
X
performance and embedding organisational strategy into
individual performance planning.
17.
Ability to motivate high performance at both an individual and
X
team level.
Problem solving and decision making
18.
Personally innovative and with excellent problem solving skills.
X
19.
Ability to rapidly synthesise information and to effectively
X
analyse issues and assess potential options with an appreciation
of the wider context and longer-term implications.
20.
The ability to think strategically, understanding the cultural
X
context and implications when making decisions and
implementing change.
Project management
21.
Strong analytical skills and the ability to plan and oversee the
management of multiple projects.
X
Personal effectiveness
22.
Experience of developing and maintaining a network of contacts.
X
23.
Experience of adapting own skills to new circumstances and
X
working flexibly.
24.
Demonstrable ability to manage a broad-ranging workload with
X
challenging and competing deadlines and to deliver to agreed
timescales.
Further Information
This post is fixed-term with a start date of XXX.
This post is full-time:
This role has been identified as a full-time post, but we are committed to exploring flexible
working opportunities with our staff which benefit both the individual and the University.
Therefore, we would consider flexible delivery of the role subject to meeting the business
needs of the post. See www.sheffield.ac.uk/hr/wellbeing/info/wlb.html for more
information.
Benefits
Terms and conditions of employment: Will be those for Grade 8 staff.
Salary for this grade: £37,756 to £45,053 per annum pro-rata. Potential to progress to
£50,688 per annum through sustained exceptional contribution.
More details on salaries, terms and conditions and our wide range of benefits for staff are
available at www.sheffield.ac.uk/hr/reward/structures
Closing date: TO BE CONFIRMED BY HR
Informal enquiries:
For all on-line application system queries and support, contact:
e-Recruitment@sheffield.ac.uk .
For informal enquiries about this job and department, contact: NAME on
name@sheffield.ac.uk or on 0114 222 xxxx.
Selection-Next Step
Following the closing date, you will be informed by email whether or not you have been
shortlisted to be invited to participate in the next stage of the selection process. Please note
that due to the large number of applications that we receive, it may take up to two working
weeks following the closing date before the recruiting department will be able to contact
you.
It is anticipated that interviews and other selection action will be held on XXX. Full details
will be provided to invited candidates.
The University of Sheffield is committed to achieving excellence through inclusion.
The University of Sheffield is proud to be a Two Ticks employer
www.sheffield.ac.uk/hr/equality/support/twoticks/
The University has achieved the Athena SWAN award for Women in Science, Engineering
and Medicine.
Pursue the extraordinary