Department Administrator x2 United Kingdom
Job description
Two permanent full time positions available – 36.5 hours per week
The Campus and Commercial Services Group (CCSG) are seeking to appoint 2 Departmental Administrators to deliver an effective and efficient administrative support service across multiple CCSG businesses. The roles are responsible for planning and managing all administration, finance and HR activities.
You will have previous experience in a senior level administrative/office management role with excellent administrative and governance skills.
You will manage and oversee key HR processes across CCSG business units, including all stages of the recruitment process, Performance Development Reviews (PDR’s) and being the subject matter expert for our payroll and employment system ‘Success Factors’. You will assist with drafting of papers and ensure that all department activities are conducted in compliance with University regulations, policy, and guidance, including disseminating policy changes and developing systems to ensure compliance.
Excellent interpersonal and project management skills are required including the ability to build relationships and deal with a wide range of staff and external individuals/organisations in a sensitive and professional manner.
The roles operate in busy fast paced environments so the ability to use your initiative, organise your workload efficiently and balance competing priorities whilst working to tight deadlines is essential.
To find out more or arrange an informal conversation about the role, please contact: Becki Stewart, HR Business Partner ([email protected]).
Please note that we will consider applications for employment on a part-time or other flexible working basis, even where a position is advertised as full-time, unless there are operational or other objective reasons why it is not possible to do so.
Interview Date: TBC.
Job Description
To be responsible for the effective and efficient operations across multiple CCSG businesses, planning and managing all administration, Finance and HR activities.
DUTIES AND RESPONSIBILITIES
Operational Management:
- Drafting papers and managing the workflow for all governance matters.
- Ensuring that all department activities are conducted in compliance with University Regulations, policy, and guidance, including disseminating policy changes and developing systems to ensure compliance.
- Leading the coordination of facilities to ensure the efficient and effective use of space and facilities across CCSG businesses.
- Ensuring that a safe working environment is maintained, including ensuring that appropriate risk assessments are undertaken for new facilities and activities, and that all staff are aware of the University Health, Safety and Wellbeing policy and guidance.
- Ensuring that adequate risk management and business continuity arrangements are in place across businesses.
- Providing high-level administrative support to facilitate and co-ordinate major Estates work and/or office moves across campus.
- Managing workspaces, including procurement/maintenance of equipment and furniture, purchasing equipment and monitoring purchases by other members of the teams.
- Managing communication to teams.
- Managing and organising events as business requires.
- Producing reports and coordinating departmental returns as and when required.
HR Administration:
- Managing and overseeing key HR processes and projects across CCSG business units, including but not limited to the following:
- HR Administration, including recruitment, role descriptions, adverts, staff inductions, probation monitoring and training and development.
- Leave monitoring, including annual leave, sickness absence, parental etc.
- The departmental annual review process (PDR).
- The departmental merit pay, senior staff salary, and recognition schemes.
- PULSE Action Planning, including representing the departments as PULSE Champion.
- Ensuring all HR work flow activities are completed on time and in line with University policy and procedures.
- Maintaining staff records and ensuring key information is kept up to date and stored in line with University data protection policy and procedures.
- Acting as a subject matter expert and Champion for the online self-service HR system, SuccessFactors.
Financial Administration:
- Controlling and monitoring departmental budgets, including expenditure plans, to ensure goods are correctly coded, monitoring payments/expenditure ensuring accurate and timely payments are made to internal and external suppliers as appropriate.
- Investigating and helping resolve anomalies.
- Managing the co-ordination of the annual departmental five-year planning process.
- Managing finance procedures i.e. conflict of interests.
- Maintaining financial records, including asset registrars.
- Acting as Financial Regulations “Champion” across the businesses to oversee and implement financial regulations.
Simplify, Collaborate, Deliver:
- Developing and implementing administrative processes to ensure applied consistently across CCSG and in line with University policies and procedures.
- Ensuring cover for DA’s and PA’s (sickness/holiday) across the Campus & Commercial Services Group.
- Supervision to CCSG PA's.
- Leading and developing an effective network of clerical staff across CCSG to enhance best practice.
- To manage projects around innovation and service improvement.
- Undertaking other duties and responsibilities as required, appropriate to the grade of the post, as agreed.
The duties and responsibilities outlined are not intended to be an exhaustive list but provide guidance on the main aspects of the job. You will be required to be flexible in your duties.
For further information about the University of Warwick, please read our University Further Particulars.
For further information about the department, please visit the Campus & Commercial Services Group (CCSG) website
Warwick is committed to building an organisation of mutual respect and dignity, promoting a welcoming, diverse and inclusive working and learning environment. We recognise that everyone is different in a variety of visible and non-visible ways, and that those differences are to be recognised, respected, and valued. Where possible, we go beyond legislation to provide a place where everyone can thrive, supporting all staff to achieve their full potential. We aspire to remove economic, social and cultural barriers that may otherwise prevent people from succeeding.
We therefore welcome and encourage applications from all communities regardless of culture, background, age, disability, sex/gender, gender identity or expression, ethnicity, religion/belief, or sexual or romantic orientation. To find out more about our social inclusion work at Warwick visit our webpages here.
The University of Warwick holds an Athena SWAN Silver award; a national initiative to promote gender equality for all staff and students. Further information about the work of the University in relation to Athena SWAN can be found at the following link: Athena Swan (warwick.ac.uk)
The University of Warwick is one of the six founder institutions of the EUTOPIA European University alliance, whose aim is to become by 2025 an open, multicultural, confederated operation of connected campuses.
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