School Administration Team Lead

Job Summary

The School of Nursing, Midwifery and Paramedic Practice is a vibrant academic community and the main provider of both undergraduate and postgraduate nursing, midwifery and paramedic education in the North of Scotland. Our vision is to transform health and social care in urban, remote and rural areas and our new School Strategy sets out how we will achieve that. The School is offering an exciting opportunity for a suitably experienced and motivated individual to join our team of Professional Support staff.

Reporting directly to the School Operations Manager (SOM) you will play a key role in delivering a comprehensive, effective and efficient administration support service.  You will support the Principal Lecturers and Course Leaders with the implementation of the School Strategy and have responsibility for all activities, systems and processes related to records and registry across our portfolio of pre-registration nursing, midwifery and paramedic courses.

Working  in partnership with Principal Lecturers and School Operations Manager to design a service that provides a high-quality staff and student experience. You will implement effective and efficient business processes to deliver a consistent service across programmes, to the required professional regulator standards and in accordance with internal and external deadlines.

This role requires the ability to manage work from a variety of sources and prioritise accordingly.  You will operate within deadlines with a high degree of accuracy, confidentiality and attention to detail.  You will have a proven track record of success in delivering high quality administrative support.  Strong organisation, communication and customer care skills are essential.   

In keeping with RGU's commitment to work/life balance you will have the opportunity to work from home for a portion of the working week and also benefit from a generous pension scheme, 46 days annual leave (including statutory days) an onsite nursery and sports centre, as well as a range of voluntary health and travel benefits.

To apply please submit your CV along with a cover letter detailing your suitability for the role against the requirements set out in the person specification.

 

Job Description

RESPONSIBLE TO: School Operations Manager (SOM)

RESPONSIBLE FOR: Records & Registry and School Office Administration Team

PURPOSE OF POST: You will support the SOM with the implementation of the school  strategy. Working in partnership with key stakeholders in the design and management of an effective and efficient records and registry administration service and ensure effective and efficient organisation and management of your area of responsibility. In addition, you will have line management responsibility for our School Office administration team.

PRINCIPAL DUTIES:

Professional Management and Leadership

• Lead the Team, implementing the vision and objectives for the service, embedding the University’s values and behaviours and encouraging staff to realise their full potential. 

• Manage and deploy, on a day to day basis the operations of the administrative resource including recruitment and induction of staff, workload planning, problem solving, employee performance reviews and identification and implementation of development requirements. Ensure work is allocated fairly and staff are not over-burdened.

•Manage the EPR process for the team and hold regular individual and team meetings to review progress against their EPR objectives.

• Continually monitor and review the performance of the team and individuals within it; identifying development needs and actively managing them to improve performance as and when required.

• Engage fully in training and staff development opportunities to ensure ongoing professional and personal development and encourage team members to do the same.

Liaison and Partnerships

• Work in partnership with school staff and other stakeholders to provide a cohesive administrative service within the School.

• Maintain effective engagement with key stakeholders, attending meetings as required. 

• Engage with internal and external networks to ensure the implementation of administrative practices related to area of responsibility.  

• Liaise with external partners to ensure administration is approved in alignment with professional regulatory requirements.

• Attendance and participation in relevant university committees ensuring relevant data is cascaded to teams.

• Proactively communicate and maintain excellent working relationships with all existing and potential stakeholders.

• Play a pro-active role in cross-institutional projects and sharing of best practice.

School Based Administration

• Act as first point of contact for queries from both internal and external customers.

• Lead the systems and processes in relevant area to ensure that professional statutory requirements are met. E.g. co-ordinate processing of timesheets for practice learning, preparation of references and transcripts.

• Co-ordinate collection, collation and manipulation of data for student records, providing statistics and reports as required.

• Provide advice and guidance to students with regards to bursary, liaising with SAAS as required.

• Ensure statutory documentation for NES/NMC is completed and submitted in accordance with deadlines

• Ensure the information and records processed on behalf of the university are managed in compliance with all applicable legislations, codes and policies e.g. GDPR, Data retention.

• Utilise the available databases such as QMPLE / In place to ensure governance of practice learning is adhered to.

• Implement customer focussed practices that deliver a supportive and welcoming environment for students and visitors and ensure information for stakeholders is accessible, accurate and consistent.

• Ensure relevant university policies, procedures and regulations are implemented consistently, whilst also ensuring additional statutory body regulations are adhered to. Liaise with central departments as required.

• Support school and university events such as recruitment e.g. open days, quality events, validations.

• Support the team in the achievement of key performance indicators through working closely with academic colleagues to provide basic management information e.g. statistical information and analysis in relation to student records/practice learning. •Make independent and collaborative decisions based on knowledge of operations within their own area of work. • Undertake any other reasonable duties as requested by the School  Operations Manager.

 

 

Person Specification

ESSENTIAL REQUIREMENTS

Qualifications and Professional Memberships

HND or equivalent Higher Education experience Evidence of continuous professional development

Knowledge and skills

A good knowledge and understanding of the Higher Education environment.

Ability to establish and maintain strong relationships with a range of stakeholders. Excellent communication and active listening skills

Ability to demonstrate advanced knowledge of the Microsoft suite of programmes Excellent IT skills including proficient with databases

Experience

Experience of leading a team, including workforce planning and development reviews Ability to demonstrate effective planning, organisation and prioritising skills

Experience of participation in internal/external liaison groups

Ability to co-ordinate and successfully deliver projects.

 

DESIRABLE REQUIREMENTS

Qualifications and Professional Memberships

Relevant professional body membership (e.g.AUA)

Knowledge

Comprehensive knowledge of systems, procedures and processes relevant to area of work with a good understanding of how these relate to broader school/university processes and systems.

Understanding of Health and Social Care

Experience

Experience in resource allocation

Understanding of management reporting and the use of business reporting tools such as Cedar/Insight/Business Information systems

Experience of working in a busy administrative office environment, dealing with sensitive or confidential matters.

Experience of dealing with inclusion, equality and diversity requirements

 

Behaviours

Behaviour 1: Service Delivery - Experience of exploring and adapting a service to meet customers’ expectations and also identifying ways of improving standards 

Behaviour 2: Team Development - Experience of providing advice or guidance to new starts, delivering training or instruction to others on specific tasks or activities and identifying the training and development needs of the team and carrying out performance appraisals 

Behaviour 3: Team Work and Motivation - Experience of being a team leader, agreeing clear team objectives and organising and delegating tasks according to individual abilities

Behaviour 4: Decision Making - Experience of using own judgement to make decisions, making collaborative decisions with others to reach conclusions and providing advice or information that will influence the decisions of others

Behaviour 5: Planning and Organising Resources - Experience of planning, prioritising and organising the work of yourself and others (within own area) on a daily, weekly or monthly basis, whilst  ensuring the effective use of resources