Job Title: Temp Institute Manager
Location: London, WC1
Contract: 6 months
Hours: 36.5 hours
Rates: £35.88-44.77 per hour
Job Description
SRG are looking for a temporary institute manager for a university based in London.
The Institute Manager works closely with the Institute Director in effectively discharging his responsibilities and has close working relationships with the Faculty of Brain Sciences Operations Director and other parts of Central Professional Services.
The Institute Manager takes responsibility for the smooth running of all aspects of the Institute’s operational support services. This includes finance, IT, HR and scientific support services including Biological and Histology Services, Health & Safety, laboratory, buildings and space management collectively Professional Services.
Duties and Responsibilities
The primary functions of the position are to:
* To lead the professional services operational, technical and administrative functions ensuring the support services are delivered in an efficient, responsive and professional manner supporting excellence in research, education, knowledge transfer and enterprise.
* Ensure the Institute operates within the set budgetary frameworks and policies, providing budgetary and financial management of the Institute and optimising the use of resources.
* Proactively support the role of the Institute Director in implementing the Institute’s scientific and operational strategy and inhouse strategy, maintaining oversight of the operation and performance of the Institute.
* Collaborate and coordinate with relevant business partners and professional services leads to ensure services delivery at Faculty, School and university level meet the needs of the Institute.
* Ensure the Institute is compliant with statutory regulations and MRC/Institute policies and procedures are implemented and operated effectively.
Operational Management and Services
* Provide effective leadership and management of the Institute’s professional services and technical team, reviewing workloads, resources and training needs.
* To ensure the provision of a high quality and reliable operational service across the Institute (including both operational sites) in support of all areas of the academic endeavor.
* To ensure the Institute, as a customer, obtains an efficient and effective service from the Professional Services Divisions through close liaison with the Faculty Director of Operations and Institute-facing Professional Services Business Partners.
* To manage Institute resources, including finance, staffing, space and facilities to ensure effective stewardship and continuity of services keeping the Director fully updated on finances across the Institute.
* Ensure the Institute has effective governance structures, and the Institute Leadership Team can effectively monitor the performance of the Institute and progress on key goals and objectives.
* Regularly review local Institute policies and procedures, in line with guidelines and legislative requirements, with a view to improving the operational service provided.
* Work with the Director to promote effective internal communication and build staff engagement.
* Oversee operational activities at the Biological Services Facility (BSF) with close working with the Manager of the BSF and their staff
* Support and advise the Establishment Certificate Holder and their deputy in meeting their responsibilities and liabilities.
* Have overall responsibility for the management of buildings and facilities (including involvement in space planning) at the Institute’s two sites.
* Work together with the Institute Laboratory Manager and Biological Services Manager to oversee/manage short, medium and longer term estates projects.
Strategic Development and Planning
* To advise and assist the Director in identifying short-, medium- and long-term strategic objectives and priorities, providing relevant background data as appropriate to support the decision-making processes.
* Assist the Director to develop and implement the Institute strategy and policy, ensuring alignment with Faculty strategic plans as well as MRC strategic plans as appropriate.
* Coordinate the Institute’s submission to the annual planning cycle and the production of business cases.
* To lead on the annual budgeting cycles (FY August – July,) and prepare budgetary submissions in consultation with the Director, senior colleagues and key Faculty and personnel.
* To lead on the UKRI/MRC annual budgeting (FY April – March) and quinquennial cycle planning in consultation with the Director and senior colleagues and allocate PI and support service budgets.
* Oversee the compilation of annual UKRI/MRC Management Accounts and Annual Returns, Annual Directors reports and Annual Assurance Statements.
Finance and Resource Management
* Ensure that policies and procedures are followed as well as relevant University Unit UKRI/MRC policies and procedures are followed.
* Provide support to Principal Investigators and support service budget holders to ensure effective research/financial management.
* Have Authorised signatory responsibility on financial paperwork and Systems (MyHR, Portico, Worktribe).
* Oversee the work of staff supporting the finance and research administration functions to provide Principal Investigators with appropriate support for the preparation of research grant and contract applications.
* Approve research grant and contract applications supported by valid costings on systems (e.g. Worktribe and JeS).
* Oversee PhD studentship expenditure and payment of stipends.
* Approve staff appointments and funding changes on grants and awards.
* Help coordinate the submission for the Research Excellence Framework.
* Ensure central RIS services are fully utilised for costings, contracts, collaborations and material and data sharing agreements.
* Set budgets which align with academic and MRC Unit Quinquennial funding plans, communicate in-year positions for the Institute and ensure that annual financial performance targets are met.
* Liaise with funding bodies, sponsors, suppliers and service providers to ensure maximisation of the Institute’s funds.
* Plan for the provision of performance data and other management information to monitor progress against targets and support decision making.
* To ensure the provision of effective pre-award and post-award support services, working closely with Research Services and where appropriate Consultants.
* To coordinate the approval process for research grants and contract applications and enterprise and innovation contract proposals with the Governance Officer where relevant.
* To have oversight of grants and contract balances.
* To ensure compliance is monitored with funders terms and conditions, research governance and ethics.
Human Resources and Staff Management
* To ensure the provision of effective HR services supporting the recruitment, induction and retention of Institute staff.
* To manage and develop the Institute’s professional services and operational teams, and to conduct appraisals and objectives for continuing professional development.
* To work with colleagues to ensure that all staff within the Institute are well managed and motivated and have opportunities for development.
* To identify, in conjunction with other managers, training and development requirements across the Institute’s operational structure; including identifying cross-working and secondment opportunities within the faculty and across campus to encourage and enhance personal development of staff.
* To support the development and implementation of the Institute equalities and diversity strategy, including monitoring management information, proposing initiatives and sharing solutions and good practice.
* To ensure sound procedures are in place to manage the Institute’s HR processes, ensuring compliance with Employment Legislation in conjunction with the HR Division.
* To undertake training to chair HR Panels and carry out Disciplinary or Grievance investigations.
Experience and Qualifications
* Proven track record in a senior role in administration, operations and management within a higher education environment.
* Promoting excellence in areas of administration and the provision of support services, including the setting of service standards and monitoring of performance.
* Recruiting, managing and developing individuals effectively and advising on employment issues at a senior level.
* Demonstrable experience of effective budgetary management and control of a large scale, complex budgetary unit, including achieving annual targets on a regular basis.
* Demonstrable experience of research funding principles and governance.
* Demonstrable experience of enacting principles of employment law underpinning university HR policy (e.g. equal pay issues, job evaluation, clinical and honorary contracts, doctors’ training/career structures, fixed term contracts).
* Educated to minimum of degree level and preferably PhD level in scientific discipline
* Experience of project and change management.
* Experience of effective budgetary management and control.
* Detailed knowledge of research grant, contracts and other agreements
* Experience of recruiting, managing and developing individuals.
* Experience of working with business partners (e.g. Human Resources Consultancy teams and Information System Divisions) to deliver services, and implement change management and strategy
* Experience of working with NHS partners and clinical academics.
* Good understanding of the higher education policies, practices and procedures.
* Experience of handling confidential information and communications in a sensitive and effective manner.