Deputy School Business Manager – INTERNAL ONLY

THIS VACANCY IS OPEN TO INTERNAL APPLICANTS ONLY

The School of Politics and Economics are seeking a hard-working, enthusiastic and motivated individual who is committed to providing an excellent service to staff and students.. We wish to appoint a Deputy School Business Manager to play a crucial role in the smooth running of our School, comprising of 4 different departments. If you are an outstanding individual, who loves working with a variety of people, and have a track record in managing large budgets, supporting HR processes and are looking to advance your career, this role is for you. The role will report to the School Business Manager.

The successful candidate will

•       Manage and provide business support services (Finance, Estates, HR and H&S) for students and staff within the SPE

•       Support the School Business Manager and deputise when required.

•       Work closely with the School Professional Services Management Team and Heads of Department to support strategic planning

•       Supervise team member(s).

•       Identify gaps in information, and conduct analyses to solve/resolve problems and issues with short-term consequences

•       Suggest recommendations on managing more complex situations, having regard to their impact and consequences

This post will be offered on a full-time fixed term contract until 31 August 2023.

This post may be offered on a secondment basis.

• To oversee non-pay budgets, to ensure compliance with university financial policies and regulations. This will also include providing accurate financial advice and timely guidance to stakeholders across the School, and liaison with central departments across the university.
• To manage and support the School’s financial processing including purchasing, invoicing, expenses claims and asset management.
• To work across the School to ensure compliance with HR regulations and policies (such as monitoring of visas, employment of bought-in staff including Graduate Teaching Assistants, managing fixed-term contracts, occupational health matters, etc.), liaising with HR and providing guidance as necessary.
• To oversee the recruitment process, including the preparation of job packs, arranging advertising, interviews and induction, liaising with key School staff and HR as necessary.
• To support the Head of School, Head of School Administration, School Business Manager, and Heads of Department in implementing HR processes across the School, such as induction, probation, promotions, performance development review, recognition pay, etc.
• To manage, and report on, local space and infrastructure matters including the allocation of space, resource requirements, minor estates works, obtaining estimates and the advising on long term space requirements.
• To act as the School’s Safety Officer ensuring that all staff receive appropriate training in the use of equipment and facilities and that all staff are aware of the need to report accidents and incidents.
• To act as a fire marshal and ensure that the School has sufficient fire marshals in place.
• To ensure that there are sufficient first aiders across the School’s space.
• To manage the School risk assessment and business continuity processes
• To supervise members of the business support team and allocating work appropriately with due regard for ability and experience.
• To work with the School Business Manager to develop the business support service and ensure standard operating processes and procedures are in place and are complied with.  This may include assessing and interpreting needs and trends to develop the business support service.
• To manage and contribute to ad-hoc projects
• To take responsibility for the provision and/or dissemination of relevant Faculty and School-level policy and procedures, in accordance with College regulations.
• To regularly communicate information clearly and precisely, including clarification of non-routine matters. The job holder will have to routinely decide what and how best to communicate information and to choose an appropriate method of delivery and employ techniques to ensure understanding.

The above list of responsibilities may not be exhaustive, and the post holder will be required to undertake such tasks and responsibilities as may reasonably be expected within the scope and grading of the post.

Essential criteria 

1.      Educated to degree level or equivalent relevant work experience

2.      Excellent knowledge of (university) policies and procedures including financial regulations.

3.      Excellent oral and written communication skills with an ability to engage effectively with a range of stakeholders, both within and outside the organisation

4.      Proven ability in managing multiple large and complex budgets.

5.      Experience and comprehensive understanding of HR processes and procedures

6.      Experience of space management including commissioning minor works

7.      Knowledge of Health and Safety regulations

8.      Emerging experience of line managing others

9.      Ability to prioritise workload in a busy environment

Desirable criteria 

1.   Relevant qualification in Business Management

2.   Demonstrable experience of strategic planning and policy development

The selection process will involve a panel interview (held online) and skills tests.