Assistant Head of International Student Team (IST) - Training and Compliance - Academic Services - 5

Position Details

Academic Services

Location: University of Birmingham, Edgbaston, Birmingham UK

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

Full Time

Permanent

Closing date - 22nd June 2021

Job Summary

The post holder will work in the following ways:

Collaborative engagement between the Assistant Head of IST (Training and Compliance) and Assistant Head of IST (Advice and Guidance)

Both Assistant Managers will work together to ensure that the activities of international visitors and students and University staff are carried out in compliance with the University Home Office Student Sponsor licence and with applicable Immigration Rules. Together they will ensure that staff are trained so as they are competent and confident in their work. They will maximise resources available to them and will work with the Head of IST to deliver Service activities including annually review all the activities of the Service and implement changes and/or continuous improvements to ensure that the IST is delivering a high standard service that is current, relevant and provides an effective and efficient service to University staff and to international students, applicants and visitors.

Both Assistant Managers will provide cover-support for each other during any periods of absence.

This Job Description is applicable to the post of Assistant Head of IST (Training and Compliance)

The post holder will work across the Colleges and Corporate Services, and liaise closely with the Head of the International Students Team (IST) to deliver a suite of training to staff and students and embed intelligent regulations around the University compliance with the Home Office Student Sponsor Licence and Immigration Rules.

They will be responsible for Training and Compliance (T&C) activity, in particular leading on the ongoing development and management of a range of new and innovative activities and projects in collaboration with key University stakeholders. The Post holder will be the primary point of contact for T&C staff and will provide them with advice, guidance and support on complex compliance matters. The post holder will be expected to measure the impact of IST T&C activities, initiatives and work to ensure compliance and a high standard of delivery.

The post holder will assess the expectations of customers (staff, students and applicants) to ensure that compliance activities not only meet the needs of diverse customers but that they reflect the standards of a global university which has a dynamic customer base. They will be expected to take a continuous development approach to their work and promote a standard of excellence in T&C activities and compliance with Home Office duties.

They will have oversight of Student Sponsor duties processes across the University and provide general advice and guidance, information workshops and a calendar of training events to support staff in the Colleges and Corporate Services. They will work with stakeholders in the delivery of Sponsor duty specific activities throughout the academic year including Right to Study and International Welcome. The post holder will contribute to the communication of relevant compliance related information to international students and non-EEA visitors in the University. They will attend meetings as applicable and will have line-management responsibility for T&C staff in the IST Compliance Team. They will roll out a process of light touch audit activity across the year including continuous review of processes. The post will require specialist (OISC level) knowledge of UK immigration rules to enable them to provide specific advice and guidance to the University.

The post holder reports to the Head of IST.

Main Duties

• Represent and champion training and compliance initiatives cross-institutionally.
• To lead, and work collaboratively with colleagues, on the development of a comprehensive programme of training for all staff including:

o Training for new staff;

o Refresher training;

o Basic training for all staff;

o Specialist training for Professional Services staff;

o Specialist training for Academic staff;

o Training around institutional rules, codes of practice and regulations;

o Specialist training for Professional Services staff

o Acting as an initial point of contact for queries relating to training activities.

• In consultation with the Academic Registrar and Head of IST, develop an intuitive, systematic risk register that supports stakeholders in managing Student Sponsor duties;
• Develop, implement and manage a rolling risk-based audit schedule to ensure ongoing compliance with Student Sponsor duties;
• To identify staff to form an audit team from across the Colleges and Corporate Services who will be responsible for:

o carrying out on-site targeted monthly audit activity;

o carrying out off-site targeted audit activity (e.g. at registered sites such as Shakespeare institute);

o Spot checks (random and information led);

o Undertaking large scale mock-audit activity;

o Auditing databases/systems

o Responding to escalation reports

• Responsibility for analysing findings and providing reports and for updating the risk register accordingly
• Will provide recommendations and action plans
• To lead on the implementation of intelligent regulations that will support Student Sponsor compliance.
• To be the primary point of contact for any compliance enquiries.
• Keep current with Home Office Student Sponsor Guidance and Immigration Rules changes.
• To identify and respond proactively to any issues.
• Responsibility for the development, delivery and review of standardised compliance administrative and operational systems across the University and implementing and communicating as appropriate.
• Responsibility for monitoring and managing the compliance duties, Compliance Manual, processes, procedures and associated documents.
• Responsibility for ensuring that Visa Assessment processes are being followed and to act as a point of contact for any issues.
• Work with colleagues to ensure that the needs of academia are met in terms of compliance duties.
• To support in the management, delivery, implementation and monitoring of projects.
• Disseminating and implementing best practice as appropriate.
• Identify where change is needed and articulate and facilitate change processes with staff.
• To provide specialist support to staff on matters related to Immigration Rules and Compliance.
• To establish, develop and maintain effective working relationships with a range of colleagues and groups across the University in respect of their involvement with, and provision of support for, compliance activity.
• To produce and regularly update information and guidance material for staff.
• To use the University Banner system as appropriate.
• To develop, use and maintain relevant master spreadsheets to support operational compliance planning, delivery and monitoring.
• To provide regular data to provide information to influence/support service management and planning to support operational compliance planning, delivery and monitoring.
• Responsibility for day-to-day management and motivation of Training and Compliance Team.
• Assessment of staff development needs specific to their compliance activities and ensuring that this is communicate to relevant line manager for use in the PDR process.

Other Duties

• Lead on delivery of compliance matters for Welcome and right to study events.
• To attend, and contribute to, meetings including stakeholder Compliance Groups, PBS Practitioners, VAF Group.
• To conduct financial matters in accordance with University's policies and procedures.
• To work in accordance with the University's Equal Opportunities Policy promoting equality and diversity.
• To undertake any other duties that might reasonably be required and to perform such duties consistent with your role and grade as may from time to time be assigned to you within the University.
• To work flexibly to meet the needs of institutional compliance responsibilities. This will include working extended weekday hours and at weekends for example, Welcome, audit preparation etc.

Person Specification

• Educated to first degree level and/or have significant experience in an administrative role within a customer service-focused area.
• Evidence of experience of working on Student Sponsor compliance in a Higher Education environment including recommending policy changes.
• Evidence of experience of delivering briefings and training to Professional Services and Academic staff and developing advice and guidance materials for staff through a range of innovative and traditional methods including on-line delivery.
• Evidence of excellent knowledge and experience of immigration issues relevant to Sponsor Duty compliance (to OISC Level 1).
• Substantial project management experience and evidence of developing key project management functionalities.
• Evidence of experience developing operational and functional plans from strategic plans (including contributing to the development of strategic plans for a service area/team).
• Computer-literate with evidence of being articulate, confident and competent in the use of database systems, electronic communications, spread sheets, word processing and experience of utilising of software to support project management, such as Microsoft Project.
• Excellent interpersonal skills with evidence of ability to engage with senior colleagues and contacts at all levels internally and externally together with evidence of the ability to influence strategic decisions and to work collaboratively on University-wide project developments.
• Experience of staff supervision and/or line management responsibility.
• Excellent management, leadership, motivational, organisation and planning skills.
• Evidence of ability to provide high levels of professional judgement, diplomacy, cultural awareness, sensitivity and the ability to anticipate problems and create innovative solutions.
• Excellent presentation (oral and written) skills
• Demonstrable ability to gather information and use analytical skills to provide management information reports.
• Experience of working independently, accurately, with attention to detail and to deadlines within a team environment.
• Excellent communication, negotiation and interpersonal skills with the ability to influence and persuade all levels of staff.
• Understanding of the Data Protection Act and Codes of Ethics for confidentiality.
• Ability to prioritise and to schedule workloads in the face of conflicting demands, using own judgement to ensure the work is completed to time and deadline.
• Knowledge of current issues and government policy impacting on international students, immigration and internationalisation issues in Higher Education.

Informal enquires to Helen Eastham - h.eastham@bham.ac.uk

Valuing excellence, sustaining investment

We value diversity and inclusion at the University of Birmingham and welcome applications from all sections of the community and are open to discussions around all forms of flexible working.