Nottingham University



UNIVERSITY OF NOTTINGHAMRECRUITMENT ROLE PROFILE FORMJob Title: Administration & Business Systems ManagerSchool/Department:Estates OfficeSalary:?28,982 - ?37,768 per annum depending on skills and experience. Salary progression beyond this scale is subject to performanceJob Family and Level:Administrative, Professional and Managerial Level 4Contract Status:PermanentHours of Work:Full time, 36.25 hours per weekLocation:Estates Office, University ParkReporting to:Operations & Facilities DirectorPurpose of the New Role:To lead and manage an efficient and cost effective financial administration, sickness management, helpdesk and administration process and business systems function across the Estate Office. Managed through the effective use of resources, policies and procedures, budget control and the administration/systems associated with this service.To manage departmental IT, Business Systems development and strategy, Estate Office web sites, the Estate Office management information system (Concept), the University Card system (OCMS) and the Door Access Control system (AEOS). Main Responsibilities% of timeBusiness Systems: Lead, manage and develop the implementation of the departmental IT strategy, liaising with the Estate Office Directorate and Information Services colleagues, as well as providing advice on new projects as necessaryTo manage the Estates public web site and intranetTo manage, administer and develop the Estate Office management information system (Concept) as Database Manager, in conjunction with FSI (the supplier), including all of its associated reporting and updating requirementsTo provide technical IT support to the Estates Office and Hospitality as the first point of contact for the departments business systems and associated devices.To lead on the management and administration of the University Card and Door Access Control system (AEOS), including software and hardware support, rule engine management, fault reporting, advice, development of the system and the expansion of functionality. Developing the best solution and problem solving, interfacing with operational services via the Security OfficeTo provide specialist technical advice to the Estate office Directorate to inform strategic decision making on Information Technology and systems, including business systems analysis as required. To provide training for Estates Office business systems and users dealing with day to day issues50%Administration: To lead on the development, implementation and also monitor and propose improvements in departmental policies and procedures, including Service Level AgreementsTo administer data storage (electronic and paper) and lead on the development of the filing and archiving systemTo manage and monitor the cost effective control of the delegated budget allocated to central administration for office consumables and ITTo main, monitor and report Estate Office costs associated with any work that will be recharged to internal University departments or external organisations (including the production of reports as necessary)To manage the use of relevant data contained in Estate Office databases and identify and assess strategic development in system to improve the Estate Office processes at a strategic level, ensuring continuous operational improvement across Estates30%HR Management: To manage and improve the departmental personnel records relating to sickness, annual leave, special leave and training in accordance with The University’s freedom of information policy. The role holder is required to receive, collate, understand, analyse and produce explanation of the findings to the Directorate as necessaryTo act as the department’s point of contact for HR matters (sickness, special leave, absenteeism, etc. To manage, maintain and report on departmental training records (other than the central Professional Development record) in accordance with The University’s freedom of information policy5%Line management: To lead, manage, support and develop a team who provide the central administrative support to the Estate Office (administration and helpdesk), to maximise their contribution to the Estate Office output5%Customer Liaison: Lead on the development of customer related issues, complaint resolution, providing information drawn from system and reporting on financial matters to customersDevelop systems in conjunction with contractors for job update and liaise with them regularly in order that they deliver within the service levels5%Additional duties: Act as Fire Warden for the primary Estate OfficeTo act as the IT Representative, with a close working relationship with IS Project Leaders in the development of office wide IT and management systems. Also act as Estates PC disposal coordinator and software licencing coordinatorTo lead on and develop strategic reports and the management of creation of reports for Concept and ad hoc queries for AEOS. To take the lead on all IT/administration training and personal IT development5%Knowledge, Skills, Qualifications & ExperienceEssentialDesirableQualifications/EducationDegree (or equivalent) in Business, Administration or Information Systems or similar and some experience within a similar role or a proven track record of extensive relevant work experienceBusiness systems analysis qualificationKnowledge/Skills/TrainingExtensive administration systems knowledge relevant to the roleThorough understanding of the management of human resourcesProven analytical and problem solving skillsProven planning and organisational skillsExperience of leading and developing a teamExcellent communication, presentation and interpersonal skillsProfessional SQL trainingFinancial systemsExperienceSubstantial relevant experience gained within a similar or comparable role managing a customer service teamExtensive broad based IT hardware and software knowledgeExperience of managing facilities management systemsKnowledge or experience of managing SQL Server databases, database design and administration and web page designOtherExcellent attention to detailCustomer focusedActively seeks to develop selfWiling to undergo additional training on systemsAbility to develop strategies ................
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