Operations Officer Stirling, Scotland
Job description
Full time
Open ended
The closing date for applications is midnight on Tuesday 03 October 2023.
Interviews are expected to take place Thursday 19 October 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
As the Operations Officer you will be a key member of the faculty’s professional services management team and will be responsible for the delivery of a high-quality service to academic staff, students and other key internal and external stakeholders.
A good team player and a leader, you will be process-driven, can prioritise a range of tasks in a fast-paced environment, communicate at different levels, and have an excellent understanding of the planning and execution involved in the delivery of an efficient and effective administration service.
This post is ideally suited to a candidate with a strong customer focused approach who has a track record in leading a team and building strong professional relationships across all levels of organisations.
Start date will be 13 November (or by mutual agreement).
Previous applicants need not reapply.
Further enquiries regarding the post should be directed to Sarah King, Operations Manager, [email protected]
Description of Duties
Leading a team to provide a professional, high quality, and customer-focused service in an agile and dynamic workplace.
- Delivery of an efficient and effective service and experience to staff and students
- Managing and delivering administrative support for student lifecycle administration
- Commitment and contribution to continuous process improvement
- Supporting workload and resource planning to deliver teaching and research
- Monitoring delegated budgets and managing financial processes
- Supporting business continuity and risk management planning
- Building and maintaining relationships with colleagues and external stakeholders, sharing good practice and enabling smooth running of your areas of responsibility
- Taking an operational lead in supporting University and Faculty quality assurance processes
- Developing and maintaining knowledge and expertise in systems, policies and regulations associated with learning and teaching
- Providing efficient and effective committee management
Here are the common skill areas you are likely to use in this role:
Communication
- Communicating verbally and in writing
- Distilling and communicating information to a range of audiences
Organisation and business planning
- Planning and organising workload
Data Analysis
- Drawing conclusions and presenting evidence-based findings
- Using data to review and monitor performance
- Gathering, assimilating and interpreting information
Digital
- Utilising software to enable delivery
Interpersonal
- Collaborating and working as a team
- Establishing and managing relationships
- Judgement
Thinking critically - Identifying, recommending and implementing solutions
People Management
- Leading, managing, developing and coaching teams
For a full list of duties, please see the attached job description.
Essential Criteria
- Educated to a minimum of degree level, or equivalent qualifications or equivalent professional 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
- 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 where 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
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
Faculty of Arts and Humanities
The Faculty of Arts and Humanities encompasses four multidisciplinary divisions: Communications, Media and Culture; History, Heritage and Politics; Literature and Languages, and Law and Philosophy. The University’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.
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 Reference: FAC01811
