Operations Officer - College of Medicine and Health - 104784 - Grade 6

at  University of Birmingham

POSITION DETAILS

College of Medicine and Health
Location: University of Birmingham, Edgbaston, Birmingham UK
Full time starting salary is normally in the range £32,296 to £34,866 with potential progression once in post to £39,105
Grade: 6
Full Time, Permanent
Closing date: 7th November 2024

REQUIRED KNOWLEDGE, SKILLS, QUALIFICATIONS, EXPERIENCE

• Educated to Degree level (or equivalent qualifications). Where no equivalent qualification is held, significant practical relevant experience and expertise in a similar role will be required.
• Significant practical experience in a similar role, experience of using project management tools.
• Evidence of literacy and numeracy, with the ability to write clearly, and to analyse information and data.
• Highly proficient IT skills, including the wider MS Office suite of programmes including excel and PowerPoint.
• Ability to understand policy, processes and procedures, but also to recommend improvements and implement changes.
• Excellent analytical skills used to produce reports, identify issues and resolve them decisively.
• Excellent interpersonal skills. The post holder must inspire confidence and command authority with a range of colleagues and provide excellent customer service at all times.
• A high degree of professionalism, tact, and diplomacy, and the ability to exercise discretion regarding the handling and management of sensitive information/issues.
• A high degree of initiative, personal judgement, resourcefulness, flexibility, and a self-motivating approach.
• Ability to work effectively in a large, complex organisation, and to develop a good understanding of how the University and higher education institutions work.Knowledge of the protected characteristics of the Equality Act 2010, and how to actively ensure in day-to-day activity in own area that those with protected characteristics are treated equally and fairly.
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  Informal enquiries to Christopher Parry, email: c.l.parry@bham.ac.uk
  View our staff values and behaviours here
  We believe there is no such thing as a ‘typical’ member of University of Birmingham staff and that diversity in its many forms is a strength that underpins the exchange of ideas, innovation and debate at the heart of University life. We are committed to proactively addressing the barriers experienced by some groups in our community and are proud to hold Athena SWAN, Race Equality Charter and Disability Confident accreditations. We have an Equality Diversity and Inclusion Centre that focuses on continuously improving the University as a fair and inclusive place to work where everyone has the opportunity to succeed. We are also committed to sustainability, which is a key part of our strategy . You can find out more about our work to create a fairer university for everyone on our website

You will manage all aspects of the day-to-day administration within the Research and Knowledge Transfer Office. You will be expected to work proactively and use your initiative and strong planning skills to set your own priorities and those of team members; ensuring progress is maintained as expected, identify any issues and developing and proposing solutions as required.

• Manage and proactively co-ordinate staffing activity within for a large complex function including HR staffing, recruitment, staff contracts and onboarding.
• Team oversight including maintaining office cover and rota, advance workforce planning, future management and resource planning including the development of staff solutions, and task management to tight timeframes.
• Support the implementation of the Team/College/Central Induction plan for all new staff to the Research Office - ensuring all managers are engaged. Collate and co-ordinate feedback on induction to the Programme Finance Manager.
• Manage multiple university processes and systems, applying consistent practice and explaining complicated processes to others. Developing solutions independently and obtaining support from others internal and external to the unit.
• Directly manage a portfolio of externally funded research projects undertaking financial claims, reporting, monitoring, project closure and audit requests in collaboration with the Programme Finance Manager, Research Project Finance Manager, Programme Managers, Principal Investigators, Assistant Finance Business Partner and colleagues in RSSD. The post holder will manage these high-risk accounts effectively to both prevent loss of income and alleviate School and College financial pressures created by research overspends.
• Serve on and contribute to college meetings and working groups.
• Assisting with stakeholder management, developing and maintaining regular contact with internal and external stakeholders to understand requirements both within the R&KTO and external collaborators.
• Undertake line management and matrix management responsibilities relevant to the role and growing staffing portfolio within the Research & Knowledge Transfer Office.
• Supports the University’s sustainability agenda through resource efficient working.
• Promotes equality and values diversity acting as a role model and fostering an inclusive working culture.
• Deputise for the Programme Finance Manager as required.
• Any other duties appropriate to the grade of the role as required by R&KTO SMT

ROLE SUMMARY

The Operations Officer will be responsible for the staffing functions within the Research and Knowledge Transfer team, and the financial management and administration of a portfolio of research funded projects. The post holder will support the Programme Finance Manager and will build successful relationships with their peers and colleagues across the wider College, including the Project Finance Team, Finance Business Partners and RSSD. They will develop, share and own best practice for financial support, key funders and the portfolio of activity associated with their assigned area(s).
The role holder will work within the Research and Knowledge Transfer team to embed a culture of collaborative working throughout the team, that empowers all staff within the team to thrive, and work in close partnership with the wider Professional Services, ensuring that academics and external partners receive a consistent and high-quality service to build strong credibility across all functions.

MAIN DUTIES

You will manage all aspects of the day-to-day administration within the Research and Knowledge Transfer Office. You will be expected to work proactively and use your initiative and strong planning skills to set your own priorities and those of team members; ensuring progress is maintained as expected, identify any issues and developing and proposing solutions as required.

• Manage and proactively co-ordinate staffing activity within for a large complex function including HR staffing, recruitment, staff contracts and onboarding.
• Team oversight including maintaining office cover and rota, advance workforce planning, future management and resource planning including the development of staff solutions, and task management to tight timeframes.
• Support the implementation of the Team/College/Central Induction plan for all new staff to the Research Office - ensuring all managers are engaged. Collate and co-ordinate feedback on induction to the Programme Finance Manager.
• Manage multiple university processes and systems, applying consistent practice and explaining complicated processes to others. Developing solutions independently and obtaining support from others internal and external to the unit.
• Directly manage a portfolio of externally funded research projects undertaking financial claims, reporting, monitoring, project closure and audit requests in collaboration with the Programme Finance Manager, Research Project Finance Manager, Programme Managers, Principal Investigators, Assistant Finance Business Partner and colleagues in RSSD. The post holder will manage these high-risk accounts effectively to both prevent loss of income and alleviate School and College financial pressures created by research overspends.
• Serve on and contribute to college meetings and working groups.
• Assisting with stakeholder management, developing and maintaining regular contact with internal and external stakeholders to understand requirements both within the R&KTO and external collaborators.
• Undertake line management and matrix management responsibilities relevant to the role and growing staffing portfolio within the Research & Knowledge Transfer Office.
• Supports the University’s sustainability agenda through resource efficient working.
• Promotes equality and values diversity acting as a role model and fostering an inclusive working culture.
• Deputise for the Programme Finance Manager as required.
• Any other duties appropriate to the grade of the role as required by R&KTO SMT.