The Role
As part of Corporate Affairs, the Academic Hub Operations team lead operations for multiple units within the Academic Hub (all units reporting to the Registrar).
As Deputy Operations Manager, you will provide supervision for Operations Teams, providing join up between the units and support for the unit Directors and Head of Hub Operations in achieving their objectives.
You will work alongside a team of Operations Managers and Deputy Operations Managers responsible for the day to day running of all administrative functions and processes within the Academic Hub including finance, HR/people processes, PA support and health and safety.
Experience of working in an office management or executive support role is preferred but not essential. This is a full time role which will be predominately campus based, with some working from home days, (e.g. four days in the office, one day at home each week). If you have a customer-focused attitude, excellent organisational skills and an ability to communicate effectively with a wide range of stakeholders, please contact Gail Moore Head of Hub Operations, for a confidential conversation. Key Accountabilities
1. Manage the operations team so that they perform and meet operational targets effectively, developing new and appropriate skills to meet the demands of the service. This will include PDRs, training, workload allocation, recruitment and induction
2. To operationally manage designated aspects of the directorate’s administration, ensuring that relevant policies are followed, and that systems and processes are continuously reviewed and updated so that units are able to meet their strategic aims and objectives
3. To ensure an appropriate level of PA support is in place for the units, including the support of committee meetings as required
4. Support budget holders in the annual budget planning and forecasting cycle
5. Support the monitoring of unit budgets and oversee all aspects of operational financial management, including SAP transactions
6. Ensure that effective systems are in place for purchasing and payments across the directorate, including travel purchasing, seeking to streamline process where possible and ensure consistency across the units
7. To be the key point of contact for staff within units with regard to HR related matters, to manage and advise on all staff-related processes (e.g. recruitment and induction, resignations, contract renewals, annual leave, occupational health referrals, sickness management etc.) and ensure consistency across the directorate
8. Lead on the management of office accommodation, space and equipment including furniture, system access etc
9. Oversee the directorate’s recruitment administration, coordinating directorate wide staff recruitment campaigns and induction process for new colleagues to ensure a warm and efficient welcome for new starters in the directorate.Ensure that the directorate is compliant with the Health and Safety management standard and that all related voluntary roles are filled, acting as School Safety Officer if required
10. To assist with the promotion of mechanisms for effective communication to ensure that there is good communication within the units. This includes: promoting and developing appropriate Teams sites, mailbases, shared drives and public folder facilities to maximise efficiency of information handling and promoting best practice; assisting with the development and maintenance of the unit websites, etc
11. Work with the University’s IT and Estates departments (NUIT and ESF) to ensure that the needs of the directorate are met, including office space, IT equipment and events spaces
12. Develop and maintain positive and effective relationships with key internal and external stakeholders
13. Deputise for the Operations Manager as and when required
14. Other duties may be allocated by the Heads of Unit and Head of Hub Operations
The Person
Knowledge, Skills and Experience
15. Demonstrable administrative experience ideally in a supervisory role. Preferably from an educational environment or a large organisation
16. Proven ability to understand, implement and communicate internal People and Finance processes and procedures
17. High level of organisational and time management skills and ability to manage multiple tasks simultaneously
18. Excellent communication skills - in both verbal and written communications to a wide range of audiences
19. Highly competent in the use of Microsoft Office
20. Proven ability of establishing, reviewing and monitoring administrative systems in an office environment
21. Experience of acting as secretary in meetings, producing agendas, minutes and following up actions
22. Experience of working with senior managers and a broad range of customers
Attributes and Behaviour
23. A positive customer focussed attitude
24. Ability to work calmly and efficiently under pressure and to tight deadlines
25. The ability to deal with stakeholders and colleagues through negotiation and persuasion
26. Self-motivator with initiative and the ability to accept responsibility and prioritise own workload and meet deadlines
27. A passion to deliver an outstanding student experience
Qualifications
28. Educated to A level with GCSE in maths and English grade A-C or substantial and broad experience acquired through job related vocational training and on the job experience
Newcastle University is a global University where everyone is treated with dignity and respect. As a University of Sanctuary, we aim to provide a welcoming place of safety for all, offering opportunities to people fleeing violence and persecution.
We are committed to being a fully inclusive university which actively recruits, supports and retains colleagues from all sectors of society. We value diversity as well as celebrate, support and thrive on the contributions of all of our employees and the communities they represent. We are proud to be an equal opportunities employer and encourage applications from individuals who can complement our existing teams, we believe that success is built on having teams whose backgrounds and experiences reflect the diversity of our university and student population.
At Newcastle University we hold a Gold award in recognition of our good employment practices for the advancement of gender equality. We also hold a Bronze award in recognition of our work towards tackling race inequality in higher education REC. We are a employer and will offer an interview to disabled applicants who meet the essential criteria for the role as part of the offer and interview scheme.
In addition, we are a member of the Euraxess initiative supporting researchers in Europe.
Requisition ID: 29155