Job Description
Job title:
Department/Faculty:
Grade:
Location:
Academic Coordinator
School of Management
6
School of Management, Dean’s Office
Purpose of the job:
To take responsibility for, initiate, coordinate and undertake a range of core school activities
including a range of HR and finance matters, both in its own right and on behalf of the
Dean, Associate Dean Finance and Planning, Associate Dean Faculty and Heads of
Division.
To provide a Personal Assistant service to the Heads of Division for their HoD
responsibilities, including drafting and writing letters, responding on behalf of the HoD,
scheduling meetings, supporting events etc.
This is a responsible position which carries out a range of people management
responsibilities. As a result the post is challenging and involves dealing with a wide range
of matters, sometimes of a highly confidential nature, on behalf of the Dean, Associate
Dean Finance and Planning, Associate Dean Faculty, Director of Administration and Heads
of Division.
The post holder will develop and maintain effective and professional working relationships
with other staff in the Dean’s Office and colleagues from across the School and the
University as well as with contacts in other institutions nationally and internationally. This
will also include providing cover for other professional services roles in the Dean’s Office.
Source and nature of management provided
Director of Administration
Staff management responsibility
Not applicable
Special conditions
There may be occasions when the role holder is involved with events which take place
outside of normal office hours. Flexibility in order to assist with the management of such
events is required.
Duties and Responsibilities:
1
Responsibility for academic HR processes supporting the Dean, Associate
Dean Finance and Planning, Associate Dean Faculty and Heads of Division
i.
ii.
Academic Recruitment and Selection
Working closely with the Dean and Heads of Division, be responsible for
ensuring the effective completion of recruitment and selection processes for
all non-professorial appointments. This will mean taking responsibility for the
smooth operation of the non-professorial academic appointment processes:
collecting and distributing application forms using Stonefish e-recruitment
system, arranging shortlisting meetings and selection processes, welcoming
interview candidates, etc. To act as a key liaison with the HR Department.
Academic Arrivals and Induction
Liaise with the School’s Project & Facilities Officer with respect to setting up
the office space, telephones and PCs and other information technology and
system access for new staff prior to and at their arrival.
iii.
To be responsible for the arrival and induction of new academic staff in
including all logistical arrangements such as liaising with new staff in
advance of their arrival, organisation of email accounts, library cards,
telephone extensions. Create and update Faculty webpages for new staff
members and liaise with Research Coordinator and web team for
communication of new appointments etc.
iv.
Work closely with the Associate Dean Faculty, take responsibility for
organising academic staff School induction days. To include arranging for
speakers to attend induction days to provide training on expectations in
regard to teaching, support of students, quality processes, and research
activities.
v.
vi.
vii.
viii.
ix.
Academic Probation and Promotion
Working closely with the Associate Dean Faculty and Heads of Division, be
responsible for understanding, applying and coordinating the correct
processes that support the work of the Academic Staff Committee, ensuring
that all required documentation and information is provided in line with
required timescales.
Sabbaticals
Understand, apply and coordinate correct processes for academic staff to
apply for, undertake and report back on sabbatical periods, keeping records
of all of these stages.
Early Career Researchers
Support the Associate Dean Faculty on the development activities for Early
Career Researchers and any other special development activities organised
by the Associate Dean Faculty as requested by the Dean.
Other HR processes and records
Prepare information metrics on academic staff performance and liaise with
Dean, ADs and relevant Heads of Group as directed by Associate Dean
(Faculty). This requires complete confidentiality.
Maintain academic personnel files in line with required standards and
legislation. Manage the collation and storage of confidential data on staff
appointments, promotion and allocation of task responsibilities and then
input to accreditation, league table and ranking data collections, liaising with
relevant colleagues.
Duties and Responsibilities:
x.
Arrange performance review meetings, training activities and dissemination
of policy and processes to academic staff on behalf of the Dean and Heads
of Division. Working with the Heads of Division, ensure all SDPR forms are
completed and uploaded onto iTrent.
xi.
Log academic sickness leave and annual leave and carry out other
delegated duties using iTrent. To liaise with School staff on sick leave and
support and advise them on return to work in liaison with HR.
xii.
Act as the Senior User of iTrent in the School to use reporting to provide
information requirements on staff and ensure that all such information is
maintained confidentially. To act as system administrator within the school.
xiii.
Inform appropriate sections of the School about academic staff absences
xiv.
Oversee the induction of temporary staff (from agency) as required.
3
Personal Assistant to the Heads of Division for their HoD activities
i.
ii.
iii.
iv.
v.
vi.
3
Supporting the Dean and Director of Administration with HR processes
i.
ii.
4
Where delegated support the logistical arrangements for the induction of new
professional service staff including the organisation of email accounts,
library cards, telephone extensions, desk set-up, coordinating with the
Director of Administration on the communication of new appointments to web
team etc.
Where delegated support the employment of temporary professional staff
(from agency) as required.
Deputising as required for other members of the professional services team
in the Dean’s Office, e.g. in attending and recording meetings
Provide support during busy periods and cover for the Dean’s PA, Project
& Facilities Officer and others as required.
To assist the School by undertaking delegated events management
responsibilities on an occasional / as and when basis.
Work as part of a team to ensure that the Dean, Associate Dean (Faculty),
Heads of Division and the School receive an efficient and flexible
administrative service.
i.
ii.
iii.
5
Act as the personal assistant to the Heads of Division (HoD) for their HoD
responsibilities, drafting and writing letters, responding on behalf of the
Heads of Division, scheduling meetings etc.
Supporting internal and external meetings as required by the Heads of
Division (such as awaydays) including scheduling, all logistical
arrangements, etc.
Coordinating peer review meetings and the recording of these for
monitoring purposes.
Liaise with School Finance Office to support appointment of variable hours
teaching fellows and other casual appointments.
Use of Agresso finance system to raise purchase orders and carrying out
reconciliations of expenditure against Faculty budgets.
Wide variety of administrative tasks including ordering stationery,
coordinating diaries, maintaining room bookings diary, updating School
web pages.
Other
i.
Support internal and external meetings as required by the Associate Dean
Faculty (such as awaydays) including scheduling, all logistical
arrangements, etc.
Duties and Responsibilities:
ii.
To assist the School by undertaking delegated events management
responsibilities on an occasional / as and when basis.
iii.
Input purchase orders to Agresso as necessary in situations other than 3 v.
above.
This is not intended as an exhaustive list of duties or a restrictive definition of the post but
rather should be read as a guide to the main priorities and typical areas of activity of the
post-holder.
These activities are subject to change over time as priorities and requirements evolve
and as such it may be amended at any time by the line manager following discussion with
the post holder.
The post is School based and there may be occasions when the post-holder’s role and skill
set may be required elsewhere within the School, so flexibility will be essential.
Person Specification
Criteria
Qualifications
Good level of general education;
educated to A Level (or equivalent) or
above
A good first degree or equivalent
professional qualifications (e.g. CPP or
CIPD)
Experience & Knowledge
Significant recent experience of
administration at a senior level,
Understanding of the fundamentals of
employment law and HR practice.
Thorough understanding of University
HR policies, procedures, processes and
systems (following training in these
policies and systems if required).
Experience of liaising/working with
senior level staff/senior management in
the private sector.
A good understanding of the Higher
Education sector and ideally familiar with
the internal management structures of a
research-based university.
Experience of preparing briefing papers.
Evidence of effective team working.
Experience of acting as a senior
secretary or PA.
Experience of supervising staff or
dealing with staffing matters
Skills
Excellent written and verbal
communication skills.
Excellent typing and secretarial skills
Excellent personal assistant skills – able
to draft documents and act appropriately
on behalf of the Dean to expedite
matters efficiently
Excellent organisational and time
management skills.
Proven ability to manage projects and
events.
Excellent communication and
interpersonal skills in order to
communicate effectively and
sympathetically with staff, students and
members of the public, including
regarding sensitive and contentious
matters.
Essential
Desirable
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Assessed by
App
Int
Refs
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Criteria
Experience of and sensitivity in working
with people from a wide range of
cultures.
Excellent liaison and negotiation skills.
Excellent analytical skills.
Excellent command of the use of
information technology including the use
of specialist systems e.g. iTrent,
Stonefish, Agresso.
Capacity to manage and prioritise a high
workload, often working to tight
deadlines.
Attributes
Capacity for independent working as well
as the ability to contribute as an active
member of the School.
Competent, conscientious and motivated
with a methodical approach to work.
Approaches work in an adaptable,
flexible and proactive manner, with the
ability to learn new skills quickly.
Ability to organise and prioritise work
effectively.
Discretion, tact and confidentiality when
dealing with sensitive personnel and
other issues. Ability to exercise good
judgement, discretion and maintain
confidentiality at all times
Close and excellent attention to detail.
High levels of accuracy, combined with a
commitment and ability to work to the
highest of standards.
Ability to role model effective behaviours
and present a positive image of the
School and the University to outside
organisations and their representatives.
Ability to work effectively in a busy and
demanding environment
Revised October 2015
Essential
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Desirable
Assessed by
App
Int
Refs
form
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Effective Behaviours Framework
The University has identified a set of effective behaviours which we value and have found
to be consistent with high performance across the organisation. Part of the selection
process for this post will be to assess whether candidates have demonstrably exhibited
these behaviours previously.
Managing self and personal skills:
Willing and able to assess and apply own skills, abilities and experience. Being aware of
own behaviour and how it impacts on others.
Delivering excellent service:
Providing the best quality service to all students and staff and to external customers e.g.
clients, suppliers. Building genuine and open long-term relationships in order to drive up
service standards.
Finding innovative solutions:
Taking a holistic view and working enthusiastically and with creativity to analyse problems
and develop innovative and workable solutions. Identifying opportunities for innovation.
Embracing change:
Adjusting to unfamiliar situations, demands and changing roles. Seeing change as an
opportunity and being receptive to new ideas.
Using resources:
Making effective use of available resources including people, information, networks and
budgets. Being aware of the financial and commercial aspects of the University
Engaging with the big picture:
Seeing the work that you do in the context of the bigger picture e.g. in the context of what
the University/other departments are striving to achieve and taking a long-term view.
Communicating vision clearly and enthusiastically to inspire and motivate others.
Developing self and others:
Showing commitment to own development and supporting and encouraging others to
develop their knowledge, skills and behaviours to enable them to reach their full potential
for the wider benefit of the University.
Working with people:
Working co-operatively with others in order to achieve objectives. Demonstrating a
commitment to diversity and applying a wider range of interpersonal skills.
Achieving results:
Planning and organising workloads to ensure that deadlines are met within resource
constraints. Consistently meeting objectives and success criteria.