Programme Administration Manager - Medicine

Position Details

• Area: College of Medical and Dental Sciences, Education Services and Support
• Salary: Full time starting salary is normally in the range £30,942 to £40,322 with potential progression once in post to £42,792
• Grade 7
• Hours: Full Time
• Anticipated start date: 2nd August 2021

Job summary

To lead and manage a diverse team of Professional Services staff to deliver an effective and efficient administrative service for the Undergraduate Medicine programmes in the College of Medical and Dental Sciences.

The post holder will be part of the Education Services and Support team within the College of Medical and Dental Sciences which consists of over 90 Professional Services staff who work together to support and enable the delivery of education through our academic colleagues across Undergraduate and Postgraduate Programmes.

Main duties

• Manage, develop and support a team of Executive Officers, Programme Administrators and Administrative Assistants.
• Responsible for developing and delivering an administration service that is compliant, accurate, and consistently meets the required quality and delivery standards.
• Maintain an up-to-date knowledge of University regulations, policies and procedures, and regularly provide technical advice, guidance and support to colleagues, ensuring in particular that the administration team have the level of knowledge and understanding to enable them to work to the requirements of their roles.
• Recruit and develop staff, ensuring that they have sufficient training, knowledge and understanding of regulations, processes and systems to do their job well.
• Review, audit and analyse programme and student data across the programmes, ensuring all information and reporting is accurate.
• Analyse and develop insights from the data to propose improvements during programme and module evaluation and reviews.
• Support the Academic Team to develop the annual teaching and assessment calendar, to ensure that activities are scheduled appropriately in line with requirements of the University and the Regulator.
• Investigate and respond to the more complex queries and complaints to ensure that great customer service is delivered to internal and external customers.
• Proactively review administrative processes and ways of working to improve the effectiveness, efficiency, and consistency of the programme administration service.
• Represent the programme administrative service at relevant Committees (this includes the Staff Student Committees, Curriculum Development Committees, Examination Boards and Assessment Committees, Extenuating Circumstances Committees, and other Boards or groups as required).
• Develop and maintain excellent working relationships with external providers i.e. NHS Trusts to ensure that student placements and assessments can be managed and supported, dealing proactively with any issues that arise.
• To take an active role in one's own professional development and to undertake any activities and projects in support of team objectives as reasonably required.
• To make a significant contribution to working groups that focus on continuous improvement, particularly in relating to business processes and service standards to support the administration of taught programmes.
• Undertake other duties as may be necessary from time to time be determined by the Deputy Director of Operations - Education and Head of Operations UG Programmes
• Promotes equality and values diversity acting as a role model and fostering an inclusive working culture.

Required Knowledge, Skills, and, Experience

• Qualified to Degree level or equivalent plus practical managerial experience or significant relevant experience demonstrated through increasingly more demanding roles evidencing the experience necessary for this role
• Proven track record of successfully managing a diverse team
• Experience of working in a complex organisation with diverse stakeholders
• Ability to develop new models of delivering the service
• Highly proficient IT skills, including the MS Office. You should be confident and able to quickly learn new IT skills and software packages as required as in-house systems are used.
• Excellent organisational, communication and relationship building skills with the ability to deal confidently with a range of stakeholders including senior managers, academic staff and staff at all levels of the organisation and externally with key stakeholders in the NHS.
• Ability to negotiate and influence the direction of the service
• Proven project management and budgetary management experience
• Experience of sourcing, and analysing management data
• Knowledge of the protected characteristics of the Equality Act 2010, and how to actively ensure in day to day activity in own area that those with protected characteristics are treated equally and fairly.

Dimensions

This role is a broad management one, managing a diverse team including managing a wider team of Programme Administrator and Administrative Assistants through the Executive Officers. The role will contribute to budget forecasting and monitoring for the programmes. The post holder will work flexibly and proactively with the Executive Officers to ensure the objectives of the team are met.

Planning and organising

The role coordinates and integrates the work of the programme administration teams. They need to forward plan, create programme delivery plans, and manage the workload of the team so that deadlines can be met, and an excellent service delivered.

Problem-solving and decision making

The role works within defined requirements, systems and processes, but it does proactively identify and recommend improvements and enhancements to those systems and procedures. It will also be expected to review and improve local processes. The focus of the role is therefore on improvements and making sure the College and programmes get the most out of the processes.

The role will take the day-to-day operational decisions relating to overall programme administration and will support the Programme Leads in reaching informed decisions about the programme delivery.

Internal and external relationships

The role is a key liaison and coordination role, and as such has a wide range of internal stakeholders.

• Heads of Operations and fellow Programme Managers
• Team Leaders, Programme Administrators and Administrative Assistants
• Academic staff and Programme Leads
• Students
• Other Professional Services colleagues, such as the web team, student wellbeing, Finance, HR etc.
• External Partners - NHS Trusts, Regulator etc

Further particulars can be found here

Informal enquiries can be made to Philippa McLeish - p.j.mcleish@bham.ac.uk

We value diversity at the University of Birmingham and welcome applications from all sections of the community

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