Band 400 Corporate services Asst Functions & Events Mgr (EA4) Administration Assistant (CS4) Helpdesk Analyst) (T4) College Band 500 Corporate services College Stores Manager (EA5) Undergraduate Administrator (CS5) Research Technician (T5) Grade 6 Corporate Services TAMU Officer (MA6a) College Administration Manager (MA6b) Programmer (S6a) Snr Research Technician (S6b) Grade 7 Corporate Services College Programmes Manager (MA7) Snr Horizon Analyst (S7) Grade 8 Corporate Services Academic Quality Mgr (MA8a) Employment Lawyer (S8) College Operations Mgr (MA8b) Grade 9 Corporate Services General Manager (MA9) College Estates & Ancillary roles EA1a – General Assistant
supervisors/tradesmen, and provide feedback to customers relating to the status of the job CS2 – Clerical Officer 6 Provide assistance to customers requiring information/reporting issues not under Maintenance remit (e.g. pest control). Providing assistance or redirecting them to the appropriate person/department in a helpful and courteous manner 7 Receive emergency calls reporting gas leaks, lift trappings, floods etc. Following relevant estates Office and University protocols, and advise Emergency Service Provider, Security Control and Supervisor. Accurately log information into both paper based and management information system. Escalate as necessary by notifying the appropriate personnel 8 Responding to requests from authorised sources for amendments to information held, and to undertake research of the software as necessary. Running regular standardised reports to ensure a smooth and efficient provision of services. Ensuring the integrity and accuracy of the information held by questioning discrepancies as appropriate. Undertaking photocopying duties as necessary for information dissemination 9 Using Microsoft Office Software (Access, Excel, Word), to be able to produce correspondence including drafting text for letters, reports, spreadsheets etc. 10 Keeping Outlook diaries efficiently for the Maintenance management – organising meetings and training sessions as required, making best use of time possible 11 To raise order requests, cross-referencing information given against job numbers, and checking invoices, passing for payment if authorised, and investigating any discrepancies with suppliers as necessary 12 To be responsible for updating and maintaining filing systems for correspondence, reactive, planned, and statutory maintenance work, and work related documentation, making sure that all information is cross referenced and kept in a logical and accessible manner 13 Attend maintenance meetings and team briefings as required, to take minutes and contribute to the discussions. Ensure that any minutes taken are legible and presented in an appropriate layout 14 To be part of the maintenance clerical team and provide support/cover for other positions in times of absence 15 Control of pre-planned maintenance dockets, segregating into various trades for Team Leaders to allocate work 16 Co-ordinating annual leave forms, ensuring they are completed fully and that absence (for whatever reason) is noted in the relevant places 17 Other reasonable duties as and when required by either the Maintenance Management or PA to Assistant Director
(ii) After consulting others Proposing changes to University legislation or procedures with University –wide impact Making formal responses on behalf of the University to external bodies such as HEFCE, QAA, OIA, following wider consultation within the University – e.g. Pro Vice Chancellor, Senate and sub-committees, Director of Academic Services divisions as appropriate Knowledge, Skills, Qualifications & Experience Required (Please give details of the knowledge, skills, qualifications, and experience for the job that are required in order to carry out the post effectively.) Knowledge: A good Honours degree or relevant experience such that the tasks detailed in the job description can be carried out effectively Previous experience of Academic administration in Higher Education, involving academic quality assurance and enhancement Demonstrable understanding of current quality principles, practice and issues in HE and the complex and often contradictory needs of the various stakeholders concerned with HE Quality Experience of using standard software packages including Word, Access, excel and PowerPoint Experience of web publication is desirable Experience of Project Management (preferably in relation to academic audit or review), staff management and individual mentoring or coaching of staff Skills Excellent analytical and presentational skills (written and oral) The ability to formulate clear and balanced proposals/outcomes on the basis of sound interpretation and analysis of the implications of external changes An ability to appreciate complex problems, and where appropriate, devise novel and innovative solutions as well as adapt current practice to meet new demands Numerical skills, including the ability to interpret and present complex qualitative and quantitative data with clarity in reports MA8a – Academic Quality Manager Interpersonal skills, including strong skills of negotiation, persuasion and motivation The ability to work as a team member, managing and leading a team, and to relate to, and work effectively with, a range of staff at all levels within the University and contacts outside The personal confidence to advise and influence senior staff and other decision makers across the University, combined with diplomacy in handling complaints and managing conflict A capacity to exercise independent professional responsibility and discretion, and use political judgement in the development of sound processes to support academic quality assurance and enhancement across the University The ability to work under pressure and to deadlines, determining priorities and managing conflicting demands A proactive approach to duties and to the review of procedures while developing and maintaining systematic and timely procedures The ability to be self-reflective and a willingness to undertake appropriate development opportunities to rectify weaknesses Communication skills (Please detail the people the post holder deals with regularly – what is the nature of the communication? What skills are needed in order to deal successfully with the contacts?
The post holder is required to have excellent communication skills (written and verbal) so as to fulfil the demands of the post. The post holder must be able to communicate effectively across a number of levels within and outside of the organisation using written and verbal means (as appropriate). Clear and concise communication is essential; a professional and friendly approach to interpersonal interactions is also essential Contact Purpose Skills required University Officers Providing Advice, seeking approval Clear verbal/written skills; confidence Students Providing Advice, giving outcomes Clear verbal/written skills; diplomacy Academic Admin & Colleges Providing advice, disseminating info, giving instructions Clear verbal/written skills; persuasion/confidence/ diplomacy External bodies & Individuals Providing advice, disseminating info Clear verbal/written skills; confidence/ Diplomacy Clerical staff Giving instructions, managing work Clear verbal skills Comments a) Any additional comments the Head of School/Budget Centres may wish to add. Please include a reference to the nature of the supervision given to the post-holder. b) Any additional comments by the post-holder, including, if the post-holder is unable to agree the contents of the job description, the reasons why. The undersigned accept the validity of the above job description. (If the post-holder does not agree the job description he/she should not sign below.) Signature……………………………………………. Dated…………………….. (Post holder) MA8b – Operations Manager JOB DESCRIPTION FORM- SUPPORT STAFF If you require more space in any section, please attach a further sheet. Job Title Operations Manager (Education Delivery) Post holder Department/School budget centre College of Medical & Dental Sciences Responsible for which other posts Approximately 75 Administrative and support staff (nine Grade 8 and eight grade 7*) through Intermediary Managers responsible to Head of Operations *final staff numbers to be confirmed