Heriot-Watt University Malaysia
Location
Edinburgh | United Kingdom
Job description
Salary: Grade 7 (£36,023 - £44,263)
Contract: Full-time (35 hours per week), Open Ended
We are looking for a highly organised and detail-oriented operations professional to join the team at ICMS. This is an exciting opportunity to join our team and play a pivotal role in ensuring consistently high levels of service in the management of ICMS operations to ensure the smooth running of a busy and vibrant institute.
The successful candidate will be an organised multitasker with excellent customer service skills.
The International Centre for Mathematical Sciences (ICMS) is a leading mathematical sciences research institute. A joint venture between Heriot-Watt University and the University of Edinburgh, the ICMS has supported the UK mathematical sciences community for over 30 years with the provision of workshops and other opportunities to collaborate and develop new ideas. The post of Operations Manager will be based in the ICMS main office in the Bayes Centre, Potterrow, Edinburgh.
Summary of Key Duties and Responsibilities:
- Delegated responsibility from the Centre Manager for oversight of all ICMS financial operations, supervising the ICMS finance officer and liaising with the Finance and Procurement Departments of Heriot-Watt and Edinburgh Universities as needed, e.g. in order to escalate issues or to obtain data to enable post-holder to monitor and report on expenditure and income.
- Responsible for managing all the Human Resources processes within ICMS.
- Working directly with colleagues at Heriot-Watt to manage the processes around recruitment, from advertisement through to organising induction.
- Support Centre Manager in the organisation of PDRs.
- Supporting ICMS Governance.
- Act as Secretary to all ICMS committees.
- Arrange meetings, take minutes, and monitor and follow up on actions.
- Ensure that the processes to manage scientific proposals are robust and correctly recorded.
- The post-holder will log and monitor all legal agreements with other organisations, e.g. leases, agreements to undertake specific activities on behalf of another organisation.
- Primary responsibility for the ICMS Estate, often working through the Executive Assistant and with the Event Team Manager. ICMS operates across three different premises.
- Improvement of business processes and records, either working with others in the ICMS team to increase efficiency or as a result of needing to adapt processes in the light of changes in law or practices of parent Universities or funders.
- Provide written guidance for staff and training sessions where needed.
Education, Qualifications & Experience:
- Educated to at least SCQF level 6-7 or similar or equivalent practical experience in the workplace.
- Experience of working at a similar level and with range of responsibilities as indicated above.
- Experience of managing resources other than self and supervising or guiding other staff.
- Competent in the use of relevant IT packages, in particular Microsoft Office including Excel, plus proven ability to learn complex systems used to manage Finance and HR.
- Analytical problem solving skills. Proven ability to identify the root cause of issues and problems and to suggest practicable solutions.
- Well-developed interpersonal skills
- Demonstrable excellent customer service
- Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment
Desirable
- Experience of working in Higher Education
Competencies, Tasks and Responsibilities
The tasks and responsibilities listed under the following Competency Headings form part of all professional advice roles in the University at this level and it is expected that the role-holder will perform them to at least an effective standard at all times.
Initiative and Problem Solving
- Act as first point of contact for advice for staff on financial, procurement, HR, building and governance matters. Issues are often escalated for solution and post-holder may be required to consult with those outside ICMS to resolve issue.
- Identify and support process improvement, particularly around financial management and reporting. Ensure that staff are aware of correct processes and suitably trained.
- React to problems using judgement and past experience to solve non-routine problems referring to line manager when required.
- Set and monitor standards in own area of work
- Through continuous development, use knowledge and experience to operate at a level which is non-routine.
Clear and Consistent Communications
- Regular communication in person and by email with ICMS staff and with colleagues in professional services departments in Heriot-Watt and Edinburgh.
- Communicate with suppliers and customers to resolve issues escalated by Finance Officer or other ICMS staff. Use knowledge of ICMS to represent and explain its priorities.
- Create, revise and disseminate written documents to support staff induction and provide clear guidance on many operational aspects (finance, HR, governance, GDPR etc.). Explain and interpret guidelines in person where needed.
- Draft non-standard communication with sensitive/complex/confidential matters for review and use by Centre Manager
- Ensure accurate completion of documentation, records and reports.
- Produce accurate Minutes and follow up on actions.
- Maintain confidentiality at all times by following university policies and guidance in managing confidential information and personal data
Planning and Organising
- Oversee all ICMS non-event administrative processes and ensure that activities are appropriately planned and resourced. Anticipate issues and resource pinch-points, resolving where possible, otherwise discuss their resolution with Centre Manager.
- Plan and organise recruitment activities and induction processes.
- Plan, prioritise and organise own resources and those of others within the team central admin team.
- Arrange the filing, archive and data destruction in line with the University Data Protection & Retention Policy.
Service Excellence
- Create a positive image of the University and of ICMS by being responsive, prompt and courteous when responding to requests or enquiries from customers
- Proactively seek to understand the needs of those to whom ICMS provides a service (including scientific organisers, participants at events and funders) and suggest revisions to business processes that will improve service offered e.g. by increasing efficiency or supplying better data.
- Liaise with internal and external teams, committees, bodies etc. to ensure an effective service
- Produce reports for senior management as requested, drawing on records and data that the post-holder is responsible for, or collecting new information (e.g. from wider staff group) as required.
- Process information relevant to role, (e.g. financial transactions, legal documents, committee minutes and key application records, job applications) in accordance with agreed service levels and information security procedures.
- Demonstrate a clear understanding of regulations and procedures across several areas, and the implications of non-compliance on others
- Comply with University Policies when managing or processing personal and other confidential information at all times
- Keep working area clean and tidy in line with appropriate H&S requirements
Team Work
- Clarify requirements and agree clear objectives for the admin team.
- Contribute to and provide support and encouragement across the ICMS team, including providing clear guidelines/interpretation on ICMS administrative procedures.
- Build cooperation and set example by demonstrating a flexible approach at all times
- Cover for other colleagues within the immediate team
- Participate in working groups and committees within the team, School/Directorate and across the University as required, e.g. in the recruitment of new staff.
Decision Making
- Delegate and monitor workload and objectives for the admin team, balancing conflicting demands and in accordance with annual plans. Adjust priorities where applicable, referring to line manager only where post-holder considers there will be a significant impact on either delivery of plans or ICMS’ reputation.
- Take independent decisions on expenditure at limits agreed with Centre Manager.
- Hold the ICMS ‘purchase card’, taking decisions over what purchases need to be made using this route and negotiating monthly limits with finance office.
- Take independent decisions regarding administrative procedures that will positively impact on efficiency or clarity of operational processes within their area.
- Provide timely and accurate advice to ICMS team and customers that will impact on others’ decisions.
- Play part in collaborative decision-making of senior team by providing reports and analysis, especially regarding risks and issues in their area.
- Decide on appropriate tools to use when undertaking day to day tasks
M anagement Responsibilities
- Direct management of one member of staff (Executive Assistant) and management of the day-to-day activities and medium-term priorities of the Finance Officer and the Computing Officer (whose formal line management lies within the professional service areas of the parent universities).
- Working with other senior ICMS staff, responsible for overseeing the induction of new members of staff and the organisation of their development reviews.
- Provide the senior management team with key data – e.g. on income and expenditure, proposals in the pipeline – that will enable them to make strategic and operational decisions.
- Provide advice in area of expertise.
- Ensure that all matters pertaining to the buildings used for ICMS events are managed, representing ICMS at relevant meetings and ensuring that appropriate services, stocks, and physical assets are maintained/delivered.
Citizenship
- Demonstrate the University Values at all times through performance and behaviour
- Participate in ad-hoc duties to support the team/University and for personal development
- Support newer or inexperienced colleagues within and outside the University by offering support, help and advice
- Positively promote the University internally and externally through positive behaviour and supporting University-wide activities
This job description is intended as a flexible framework which outlines the key general areas of activity in your position. Other activities may be required which are not outlined above but which are appropriate to the position and grade. Your personal objectives (Forward Job Plan) will also set out specific tasks and objectives for you to achieve, including objectives to help your career development.
How to Apply
Applications can be submitted until midnight on the 11th February 2024.
When applying, please include a CV and cover letter addressing these selection criteria.
At Heriot Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team.
Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community.
Heriot-Watt University is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected, trained, promoted, appraised and otherwise treated on the sole basis of their relevant merits and abilities. Equality and diversity are all about maximising potential and creating a culture of inclusion for all.
Heriot-Watt University values diversity across our University community and welcomes applications from all sectors of society, particularly from underrepresented groups. For more information, please see our website and also our award-winning work in Disability Inclusive Science Careers .
We welcome and will consider flexible working patterns e.g. part-time working and job share options.
Use our total rewards calculator: to see the value of benefits provided by Heriot-Watt University.
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