University of Stirling

Operations Officer (Internal only)

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Post Details

*Internal Applicants Only*

Open ended
Full time

The closing date for applications is midnight on Thursday 01 June 2023.

There is an expectation that work will be undertaken in the UK.

This role is not eligible for sponsorship. Applicants require to have existing right to work in the UK.

The University of Stirling recognises that a diverse workforce benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers and welcome applications from those who would contribute to further diversification of our staff and ensure that equality, diversity and inclusion is woven into the substance of the role. We strongly encourage applications from people from diverse backgrounds including gender, identity, race, age, class, and ethnicity.

The Post

You will be based within the Faculty of Arts and Humanities as part of the wider Student and Faculty Operations grouping which brings together faculty-based professional services teams and related central services.

You will be a key member of the Faculty’s professional services management team and work closely with the Operations Manager to deliver a high-quality service to academic staff, students and other key internal and external stakeholders. You will contribute to the ongoing enhancement of the student experience and to the planning and delivery of a diverse academic portfolio in line with Faculty and University strategic priorities, sectoral developments and changing student expectations.

Responsible for leading, managing and developing a faculty-based team of administrators, you will ensure that systems, processes and procedures are strongly customer focused while remaining compliant with University regulations and the requirements of external accreditation bodies.

A keen interest in current policy issues relating to higher education is desirable, together with a curiosity about how organisations work and develop. You will be expected to digest, organise and interpret complex information quickly and accurately to support the delivery of a range of academic services. A highly organised and flexible approach along with excellent communication and time management skills and the ability to manage multiple projects simultaneously is essential.

Fostering close working relationships with colleagues within central professional services teams is essential and key relationships will include Student Administration, Academic Registry, Accessibility and Inclusion, Careers and Employability, Communications, Marketing and Recruitment, Financial Services, Human Resources, Internationalisation and Partnerships, and Student Support Services.

Informal enquiries should be made to Elizabeth Robertson, Faculty Manager, Faculty of Arts and Humanities.

Description of Duties

Leadership and People Management

Lead, manage, motivate and develop a team of professional services staff to provide a professional, high quality, and customer-focused service
Develop and deliver induction and training plans, conduct probation reviews and performance evaluations (Achieving Success), ensuring the delivery of agreed objectives

Student Experience and Enhancement

Provide guidance and support on non-academic related matters and oversee the delivery of student lifecycle administration
Responsible for the provision of high-level administrative support for curriculum planning and delivery, assessment, award and progression, examination boards, appointment of External Examiners and Virtual Learning Environment (VLE) preparations
Responsible as Timetabling Officer and Assessment Officer to ensure that students receive accurate and timely timetabling information
Responsible for confirming the accuracy of undergraduate and postgraduate degree programme tables; manage module availabilities; work with Module Coordinators and Programme Directors to manage curriculum changes through the University’s Curriculum Management System for approval

Resource Management

Support the Head of Division/Subject on workload and resource planning to deliver teaching and research; prepare external tutor and temporary staff contracts in collaboration with HR services; develop and monitor tutor forecasts
In collaboration with Faculty colleagues, ensure effective management of resources; manage space allocations for academic staff and research students, as required
Monitor delegated budgets, manage quarter and year end processes, produce forecasts and projections; manage day-to-day operations of post award research and any other projects, as required

Risk Management, Governance and Quality Assurance

Take an operational lead in supporting University and Faculty quality assurance processes
Work with the Operations Manager to support business continuity and risk management planning

Faculty and University Wide Activities

Lead and participate in specific projects on behalf of senior academic and professional services colleagues
Deputise for the Operations Manager, as required

Please see the Job Description attached for a full description of duties.

Essential Criteria

Qualifications

Educated to a minimum of degree level, or equivalent qualifications or equivalent professional experience

Knowledge & Experience

Extensive work experience in fast paced, customer focused administrative environment
Experience of staff leadership, management and development
Experience of using a range of relevant IT packages, particularly Microsoft Office applications, with particular experience in Excel
Experience of managing sensitive/confidential issues with tact and diplomacy
Experience of working across organisational boundaries to achieve goals
Knowledge of data protection and equality legislation and an appreciation of the potential impact of this legislation on the duties of the role

Skills & Attributes

Excellent organisational and time management skills, resilience and ability to prioritise a demanding workload in a pressurised environment, while maintaining high standards of quality and accuracy
Creative and positive attitude with a commitment to providing a high-quality service
Ability to work as part of a team to achieve goals while also being capable of independent working and using individual initiative
Excellent written and oral communication skills, with the ability to give and receive information effectively using a variety of methods and to communicate with a wide range of university staff, students and external partners; ability to interpret and communicate policies and procedures
Ability to exercise sound judgement and resolve issues and problems effectively and independently, seeking advice where appropriate to ensure buy-in to the proposal or outcome
Ability to foster good relationships, using tact and diplomacy when required

Desirable Criteria

Qualifications

Evidence of ongoing leadership and management training and qualifications

Knowledge & Experience

Experience of working in Higher Education and/or up-to-date knowledge and understanding of the HE sector and issues relating to the student lifecycle and experience
Experience of working with complex (preferably student) administration systems (e.g. SITS, CMIS, Blackboard etc.)
Experience of setting customer service standards, and of setting and monitoring individual and team objectives
Experience of preparing agendas, writing minutes and taking follow up action
Experience of continuous improvement methodologies and business process review and/or implementing change projects
Experience in change management and strategic planning

Behaviours and Competencies

We place great importance on behaviours and attitudes during the selection process to ensure that we bring people into the University who support the way we do business. The role holder will be required to evidence that they can meet the qualities associated with the following behavioural competencies, as detailed within the AUA Competency Framework.

Managing self and personal skills
Being aware of your own behaviour and mindful of how it impacts on others, enhancing personal skills to adapt professional practice accordingly.

Delivering excellent service
Providing the best quality service to external and internal clients. Building genuine and open long-term relationships in order to drive up service standards.

Finding solutions
Taking a holistic view and working enthusiastically to analyse problems and to develop workable solutions. Identifying opportunities for innovation.

Embracing change
Being open to and engaging with new ideas and ways of working. Adjusting to unfamiliar situations, shifting demands and changing roles.

Using resources effectively
Identifying and making the most productive use of resources including people, time, information, networks and budgets.

Engaging with the wider context
Enhancing your contribution to the organisation through an understanding of the bigger picture and showing commitment to organisational values.

Developing self and others
Showing commitment to own ongoing professional development. Supporting and encouraging others to develop their professional knowledge, skills and behaviours to enable them to reach their full potential.

Working together
Working collaboratively with others in order to achieve objectives. Recognising and valuing the different contributions people bring to this process

Achieving Results
Consistently meeting agreed objectives and success criteria. Taking personal responsibility for getting things done.

About Us

Arts and Humanities The University of Stirling’s largest faculty has earned a reputation for delivering some of the most highly-rated Arts and Humanities courses in the country. With a focus on innovation, exploration and creativity, you’ll be part of a vibrant environment defined by world-class teaching and research. Staff thrive in a dynamic culture where collaboration is key, international links abound and the desire to make a meaningful contribution to society is always at the forefront of our minds. Courses in Communications, Media and Culture are consistently ranked among the best in the UK. By striking a balance between practical training and critical thinking, we help to prepare students for every facet of a career in journalism, digital media, broadcasting, public relations and more.
If you’re joining us as a researcher, you’ll soon see why we placed first in Scotland for our research impact in Communications, Culture and Media, in the Research Excellence Framework 2014 (REF 2014). Research within History and Politics resonates far beyond the University. It has an interdisciplinary focus that cuts across both areas and engages with the work of others, especially in the fields of global security and the history and policy of civil society. Our work makes an impact on society and government policy. It focuses on challenges that matter – from environmental sustainability to international conflict resolution, diplomacy and foreign policy. It also provides analysis and knowledge of the foundation on which our civil society rests, locally, nationally and globally. Law and Philosophy is defined by outstanding teaching, research and student satisfaction rates.
We claimed top spot in Scotland for Law research outputs in REF 2014, while most research conducted by Philosophy staff was rated world-leading or internationally excellent during the same assessment. Our expertise informs our teaching, from undergraduate level through to our Law and Philosophy postgraduate courses and thriving PhD programme. Literature and Languages open up boundless new possibilities for students, teaching staff and researchers in numerous related areas, which include Religion and Translation. We’re known as leaders in our field, with 81% of our research classed as world-leading or internationally excellent in REF 2014. As a researcher, you can immerse yourself in a vibrant transdisciplinary environment where you’ll be encouraged to play your part in broadening the world’s horizons.

The University

The University of Stirling is committed to providing education with a purpose and carrying out research which has a positive impact on communities across the globe – addressing real issues, providing solutions, and helping to shape society. Stirling is 4th in Scotland and 43rd in the UK for research impact, with 87% of its research having an outstanding or very considerable impact on society – and more than 80% rated either world leading or internationally excellent (Research Excellence Framework 2021).

The University of Stirling is ranked among the top 30 UK universities for student satisfaction (National Student Survey) and top 30 in the UK for postgraduate student experience (Postgraduate Taught Experience Survey), and has an overall five-star rating in the QS Stars University Ratings.

More than 17,000 students study with the University of Stirling globally, with over 140 nationalities represented on its scenic central Scotland campus alone. The University – also home to 1,700 staff – is ranked first in the UK and top three in the world for its campus environment (International Student Barometer 2022, wave two). Ranked first in the UK and top five in the world for its sports facilities (International Student Barometer 2022, wave two), Stirling is Scotland’s University for Sporting Excellence. Its world-class facilities provide the perfect training environment for the University’s sports scholars – many of whom compete at the highest level, including at the Olympics and Commonwealth Games – and for students, staff, and the wider community.

The University has twice been recognised with a Queen’s Anniversary Prize – the first for its Institute for Social Marketing and Health (2014) and the second for its Institute of Aquaculture (2019).

The University is a signatory to the £214 million Stirling and Clackmannanshire City Region Deal and a central partner of the Forth Valley University College Health Partnership.
www.stir.ac.uk @stiruni

Job number: FAC01681
Contract Type: Open Ended
Closing date: 07-Jun-2023
Location:: Stirling Campus
Grade: Grade6 £28,929-£35,308 p.a.
Faculty/Service: Faculty of Arts and Humanities

Post Details

*Internal Applicants Only*

Open ended
Full time

The closing date for applications is midnight on Thursday 01 June 2023.

There is an expectation that work will be undertaken in the UK.

This role is not eligible for sponsorship. Applicants require to have existing right to work in the UK.

The Post

Informal enquiries should be made to Elizabeth Robertson, Faculty Manager, Faculty of Arts and Humanities.

Description of Duties

Leadership and People Management

Lead, manage, motivate and develop a team of professional services staff to provide a professional, high quality, and customer-focused service
Develop and deliver induction and training plans, conduct probation reviews and performance evaluations (Achieving Success), ensuring the delivery of agreed objectives

Student Experience and Enhancement

Provide guidance and support on non-academic related matters and oversee the delivery of student lifecycle administration
Responsible for the provision of high-level administrative support for curriculum planning and delivery, assessment, award and progression, examination boards, appointment of External Examiners and Virtual Learning Environment (VLE) preparations
Responsible as Timetabling Officer and Assessment Officer to ensure that students receive accurate and timely timetabling information
Responsible for confirming the accuracy of undergraduate and postgraduate degree programme tables; manage module availabilities; work with Module Coordinators and Programme Directors to manage curriculum changes through the University’s Curriculum Management System for approval

Resource Management

Support the Head of Division/Subject on workload and resource planning to deliver teaching and research; prepare external tutor and temporary staff contracts in collaboration with HR services; develop and monitor tutor forecasts
In collaboration with Faculty colleagues, ensure effective management of resources; manage space allocations for academic staff and research students, as required
Monitor delegated budgets, manage quarter and year end processes, produce forecasts and projections; manage day-to-day operations of post award research and any other projects, as required

Risk Management, Governance and Quality Assurance

Take an operational lead in supporting University and Faculty quality assurance processes
Work with the Operations Manager to support business continuity and risk management planning

Faculty and University Wide Activities

Lead and participate in specific projects on behalf of senior academic and professional services colleagues
Deputise for the Operations Manager, as required

Please see the Job Description attached for a full description of duties.

Essential Criteria

Qualifications

Educated to a minimum of degree level, or equivalent qualifications or equivalent professional experience

Knowledge & Experience

Extensive work experience in fast paced, customer focused administrative environment
Experience of staff leadership, management and development
Experience of using a range of relevant IT packages, particularly Microsoft Office applications, with particular experience in Excel
Experience of managing sensitive/confidential issues with tact and diplomacy
Experience of working across organisational boundaries to achieve goals
Knowledge of data protection and equality legislation and an appreciation of the potential impact of this legislation on the duties of the role

Skills & Attributes

Excellent organisational and time management skills, resilience and ability to prioritise a demanding workload in a pressurised environment, while maintaining high standards of quality and accuracy
Creative and positive attitude with a commitment to providing a high-quality service
Ability to work as part of a team to achieve goals while also being capable of independent working and using individual initiative
Excellent written and oral communication skills, with the ability to give and receive information effectively using a variety of methods and to communicate with a wide range of university staff, students and external partners; ability to interpret and communicate policies and procedures
Ability to exercise sound judgement and resolve issues and problems effectively and independently, seeking advice where appropriate to ensure buy-in to the proposal or outcome
Ability to foster good relationships, using tact and diplomacy when required

Desirable Criteria

Qualifications

Evidence of ongoing leadership and management training and qualifications

Knowledge & Experience

Experience of working in Higher Education and/or up-to-date knowledge and understanding of the HE sector and issues relating to the student lifecycle and experience
Experience of working with complex (preferably student) administration systems (e.g. SITS, CMIS, Blackboard etc.)
Experience of setting customer service standards, and of setting and monitoring individual and team objectives
Experience of preparing agendas, writing minutes and taking follow up action
Experience of continuous improvement methodologies and business process review and/or implementing change projects
Experience in change management and strategic planning