Job Description

We are currently recruiting for a Temporary Administrative Manager to work on site at one of our centrally based departments starting ASAP for approx. 12 weeks working 37.5 hrs. p/w and paying £16.07 p/h

Duties:

• Line-manage the Administrative Assistant, setting and prioritizing workload, carrying out annual PDRs, identifying training needs, managing performance, and ensuring welfare and motivation, and provide supervision and training to other team members when undertaking administrative and financial activity.
• Develop the administration team to provide an efficient, effective and professional administrative service to the department, ensuring compliance with statutory and University legislation and policy, across all areas of work.
• Foster a proactive, collaborative and supportive culture in line with team values.
• Manage the recruitment and day-to-day supervision of short-term and temporary staff 
• Advise and support the Director on a wide range of HR and financial matters, including providing expertise on operational activities and policies in these areas.
• Communicate effectively, professionally and promptly on behalf of the Director with both internal and external stakeholders at all levels of seniority. The post-holder will be required to make judgments about which items need to be dealt with by the Director and which can be more appropriately dealt with on their behalf.
• Manage the Director’s busy diary and meeting schedule, as well as research, organize and support internal and external meetings.
• Assist in the development of strategic planning for the department, and effective communication of these aims
• Work closely with the Senior Graduate Admissions Manager to organize the Graduate Admissions Committee meetings. This will include deputizing for the Secretary as and when required with preparation of agendas and distribution of papers, minute taking and following up on actions.
• Support the Director in the investigation of formal admissions complaints and criminal convictions, as well as Freedom of Information (FOI) and data access requests, tracking cases and monitoring deadlines, seeking information internally and from third parties, preparing briefings and organizing meetings as appropriate.
• Maintain the departmental risk registers, ensuring this is linked into current departmental strategies and priorities.

Be responsible for managing and providing expertise on all finance-related activities to ensure that the department manages its resources effectively and to budget, being accountable to external funding sources where relevant. This is an area of complexity which involves the management of several cost centres.

• Provide day-to-day financial management, ensuring all transactions are processed in a timely manner, and month-end account maintenance and reporting is carried out, working closely with the Administration team
• Be responsible for the preparation and presentation of detailed planning and future budget submissions, quarterly forecasts and other reports for managed cost Centre’s, and carry out quantitative and qualitative analysis to support decision-making.
• Manage all financial aspects of HR and payroll, including the payment of temporary and short-term workers, overtime, payroll and other forms to ensure accurate and timely salary payments across the department.
• Maintain a comprehensive understanding of University policies and procedures, ensuring that all finance activities meet compliance and audit requirements.
• Carry out the annual self-assurance exercise, oversee and manage the annual budget preparation and approval process and the quarter forecast processes, ensuring surplus or deficits to forecasts are raised appropriately with the Director
• Provide expert advice and guidance to the Director on finance-related activities and policies and resource planning in line with the University’s financial regulations, and promote financial best practice across the department.
• Manage financial reporting documents, including donor and project proposals and full costing models, working to ensure these are fit for purpose and are regularly updated and used effectively.
• Oversee and manage all personnel-related activities including management of records and act as the first point of contact on personnel matters. This will include liaising closely with Personnel Services to develop expert knowledge of policies and processes.
• Be responsible for advising on the New Ways of Working Framework, and implementing hybrid working throughout the office, including managing hot-desking, use of space, storage, etc., consulting and reviewing approaches with all staff.
• Ensure frameworks are in place for the internal management of all personnel practicalities in line with University policy and data protection considerations, including recruitment, absence, secondments, induction and exit, apprenticeships etc.
• Provide expert advice and guidance to SLT, managers, and staff on all aspects of employment, such as recruitment, end of fixed-term contracts, absence management, performance management, parental leave, and disciplinary and grievance etc.
• Oversee and manage all recruitment and selection activities within the department in line with University policy, including preparation and review of business cases, job descriptions, interview and assessment exercises and participating, as appropriate, on selection panels.
• Oversee, coordinate, and communicate key staff-related processes to the department, liaising with HR as required ensuring appropriate advice and guidance is given to colleagues.
• Attend HR briefings and communicate key HR policy changes and updates to the department, updating staff on new regulations within the University, providing briefing sessions for staff as required.
• Ensure the safekeeping and compliance of all HR data in line with the legal requirements of GDPR, Information Security, Freedom of Information, and University policy.
• Lead on or contribute to the creation and implementation of processes supporting projects (e.g. activity related to graduate access), and proactively identify issues and opportunities for improvement and streamlining.
• Identify, create, and implement new or revised systems, processes, and procedures to ensure the continued effectiveness and efficiency of administrative provision to projects.
• Assist the Director in the development of strategic and management documents, such as the strategic and operational plan for the Office.
• Create, maintain and improve new and existing project management records for the Team Heads, including the development of project plans, risk and issues registers, and management of operations.
• Undertake ad hoc projects, as required including research, producing draft correspondence and reports to tight timescales as requested. This will include leading and being part of working groups.

Required Knowledge, Skills, and Abilities

• Experience of working with financial management processes (for instance budgeting, forecasting, processing, reporting, and control). 
• Experience and knowledge of HR management processes and policies.
• Experience of working with and reviewing administrative processes to ensure efficiency and efficacy.

• Excellent skills in office IT systems, especially Microsoft Word, Excel, Outlook, and PowerPoint, as well as being able to adapt easily and speedily to specific HR and financial systems used by the University. Training will be provided but confidence and familiarity with the use of complex IT systems is essential. 
• Excellent written and oral communication skills, with the ability to summarize and present complex information to others, as well as writing agendas, minutes and reports.
• Strong interpersonal, and customer service skills with the ability to interact professionally with senior stakeholders internally and externally, and able to show tact and judgment in dealing with sensitive and confidential situations.