Education Support Team Manager – College of Engineering and Physical Sciences – 57779 – Grade 6 -(2100015H)

Description

EDUCATION SUPPORT TEAM MANAGER – 57779

Position Details

Area: College of Engineering and Physical Sciences
Salary: Full time starting salary is normally in the range £27,511 to £30,046 with potential progression once in post to £33,797
Band/Grade: Grade 6
Hours: Full time
Duration: Permanent 
Location: University of Birmingham, Edgbaston, Birmingham, UK
Closing Date: 4 August 2021

Job Summary

To manage the delivery of administrative services underpinning the educational activities in the School, ensuring consistently high-quality assistance to all School staff and students. To support the quality of the student experience in the School.

The Education Support Team Manager will be required to work closely with the School Head of Operations, School Head of Education and Education Support Manager providing a proactive approach to implementing and developing academic and student administration support across one or more Schools in line with the College’s aims and objectives. This will require members of the team to be flexible in their responsibilities.

This role requires the post holder to contribute to the planning within the areas of responsibility for the role, make recommendations as appropriate, including continuous monitoring, and review systems and processes to ensure they remain fit-for-purpose, effective, and efficient. This will involve managing teams of College professional Services support staff who are principally engaged in administration and proactively developing and promoting good practice and new ways of working.

The postholder will be required to ensure that they and their team provide excellent customer service to students providing accurate advice on matters relating to study and University procedures at all times. 

Main Duties 

Delivery of an Administrative Service

• In relation to teaching, learning and assessment the post holder will be expected to keep abreast of, analyse, interpret and provide professional expert advice and guidance within the School context on relevant University regulations, codes of practice and other external statutory obligations (including new legislation, CMA, QAA requirements etc).taking into account the wide range of programmes delivered. 
• They will be expected to manage and oversee the attendance monitoring of visa students, to ensure the School is compliant.
• The post holder will have an overall responsibility for the delivery of an efficient and effective administration service within their teams.

This may include but is not limited to:
• Contributing to the development and leading on the implementation of College operating procedures for each team, setting up mechanisms within teams to ensure compliance.
• Identifying and discussing with the Education team any discrepancies or inconsistencies in the implementation of College operating procedures, working across the teams to reach mutual agreement on how to ensure an appropriate level of consistency.
• Attending team meetings and leading discussions.
• Having detailed knowledge of the programmes offered by the Schools served by the teams.
• Developing and updating a comprehensive administrative Cycle of Business for the taught programmes within their School.
• Developing an authoritative knowledge of University Codes of Practice and Regulations and thus being able to advise staff appropriately.
• Resolving complex problems and difficulties in day-to-day provision of service within the teams.
• Suggesting innovations and improvements to continually enhance service provision and support the monitoring of effective service provision within the team through open dialogue at team, School and College level.
• Contributing to the development of, and manage the implementation of improvements to service provision.
• Informing the identification and evaluation of possible improvements to service provision, through internal and external networking 
• Producing statistical reports on request.

Systems and Procedures

The post holder will manage, develop and lead on systems and procedures for agreed areas of work within their School to ensure consistent practice and to protect business continuity. Areas may include: 

• Student files
• Handbooks
• Student assessments and examinations marks input and progress monitoring
• BIRMS
• Attendance recording & monitoring, due diligence and supporting student engagement
• Module Choice and Allocation methods
• Timetabling
• Module Evaluation Questionnaires
• Business continuity planning and policies on working arrangements
• Workload allocation

Student Experience

• To provide the lead on matters relating to student experience liaising with key academic staff in Schools and across the College developing and enhancing the student experience by recommending and assisting in delivering a programme of student events across the year.
• To oversee and manage the Student Rep meetings and make sure an appropriate system is in place for these meetings and ensure issues are dealt with promptly and feedback provided. 
• To coordinate student feedback via the School’s Staff-Student Consultative Committee, and informal Student Rep Meetings to proactively identify and address any issues which arise in student support or teaching operations. 
• To monitor student surveys and league table information and identify measures to ensure high student satisfaction. 

Managing a Team

The post holder will manage a team of College/School Professional Services staff. This will include for example: 

• Providing a leadership role to the team members. 
• Managing and leading change.
• Managing contact with multiple stakeholders and fostering effective working relationships with internal and external people. 
• Mentoring and motivating staff, monitoring individual performance throughout the year, addressing issues as necessary to achieve optimum performance from all staff.
• Coaching and encouraging staff in a supportive environment, demonstrating willingness to listen, engage and support.
• Ensuring that the shape of support in each School is fit for purpose, reviewing and balancing the allocation of responsibilities within the teams to ensure that an effective and efficient service is delivered, and communicating with Schools to ensure the delivery of a high-quality service which meets local and College needs.
• To demonstrate a commitment to training and using University provided systems .
• Managing the timely completion of Development Review meetings for individuals, including allocating reviewees to reviewers, conducting Development meetings, completing associated paperwork and supporting levelling in accordance with procedures developed by the College.
• Assessing and collating team development needs, communicating these to the Head of Education Support & Quality contributing to College learning and development plans, which may include delivery e.g. one to one and small group training on the use of data systems.
• Handling sensitive and confidential HR matters for individual staff within the teams, where appropriate consulting line managers and HR staff where appropriate.
• Serving on interview panels for new staff, mentoring staff during probation and preparing probation reports.

Quality Assurance and Management of Information

• To provide and oversee administrative support for policies and procedures for quality assurance and enhancement of the School’s teaching and examinations processes in accordance with University-wide policy.
• To provide and oversee administrative procedures to ensure a high standard of overall quality control and assessment which are required for audit and accreditation of the School’s degree programmes by the University and outside bodies.
• Information on the School’s Programmes and Modules, ensuring that online/web-based information is continually updated. To ensure that the major revisions are approved by the Academic Office.
• To develop and monitor information requirements in response to changing academic needs and priorities. To anticipate, understand and respond to University and external (QAA) procedures for quality assurance to contribute to the implementation of good practice and to ensure appropriate record keeping for evidence in quality assessment.
• To be the senior administrative contact for the School and coordinate Academic Services returns for information.

Other Duties

• The post holder will support the development of Education policy within the College of Engineering & Physical Sciences and the University through membership of College and University committees and working groups. This may include contributing to the drafting of papers for discussions. This will include maintaining a detailed working knowledge of some of the delivery mechanisms within the College as appropriate for the team, for example traditional approaches to learning, e-learning, distance learning, modular & collaborative programmes and a knowledge of University regulations.
• Develop own leadership and management skills through University provided courses and/or practical application and experience.
• The post holder will service meetings as required.
• The post holder will oversee the management of the offices in which the teams are situated and satellite sites as necessary.
• The post holder will maintain sufficient working knowledge of the other teams through shadowing and information exchange to support the continuity of taught programmes education in the absence of colleagues.
• Any other duties that may be assigned by the Education Support Manager, Head of Operations (Education) and Deputy Director of Operations (Education).

Knowledge, Skills, Qualifications & Experience

Essential

• Education to A Level standard or equivalent.
• A proven record of data systems management and the implementation of effective quality systems.
• Significant experience of working within an office environment.
• Experience of working with computers (e.g. word processors) and a variety of software packages (e.g. word, excel, databases).
• Excellent interpersonal skills.
• Experience of team work, coordination, and managing change will.
• Experience of managing staff and their performance.
• Excellent organisational and project management skills.
• Be able to prioritise; work independently and able to prioritise complex and competing workloads.
• An ability to work under pressure, manage competing priorities, work to tight deadlines, and demonstrate personal judgement and resourcefulness.
• A focus on excellence and continuous service improvement.
• Be assertive and able to act decisively.
• Be proactive and flexible.
• Good negotiating and influencing skills.
• Ability to work well with different groups of people.

Desirable

• Educated to degree level or equivalent experience.
• Knowledge of University environment and the systems required to support learning, teaching and research.
• Have experience of working in complex organisations.
• Imaginative approach to problem solving skills.

Valuing excellence, sustaining investment
We value diversity and inclusion at the University of Birmingham and welcome applications from all sections of the community and are open to discussions around all forms of flexible working.

Primary Location

:GB-GB-Birmingham

Job

:Clerical/Administrative

Organization

:Engineering and Physical Sciences

Schedule

:RegularFull-time

Job Posting

:01.07.2021, 7:00:00 PMGrade (for job description):Grade 6

Salary (Pay Basis)

:27,511.00

Maximum Salary

:33,797.00

Advert Close Date

:04.08.2021, 6:59:00 PM

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