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:
APM 4
Contract Status:
Permanent
Hours of Work:
Full time
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 (NEDAP) 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 Administrator, in conjunction
with FSI (the supplier), including all of its associated reporting and
updating requirements
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
the system and the expansion of functionality. Developing the best
solution and problem solving, interfacing with operational services via the
Security Office
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Main Responsibilities
% of
time
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
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 manage and develop central departmental 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
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
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Knowledge, Skills, Qualifications & Experience
Essential
Desirable
Qualifications/
Education

Degree in Business,
Administration or Information
Systems and some experience
within a similar role or a proven
track record of extensive
relevant work experience

Business systems
analysis qualification
Knowledge/Skills/
Training

Extensive administration and
financial systems knowledge
relevant to the role

Professional SQL
training

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

Excellent IT hardware and
software knowledge, including
knowledge or experience of
managing SQL Server
databases, database design and
administration and web page
design

Excellent attention to detail

Customer focused

Actively seeks to develop self
Experience
Other
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