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Departmental Administration Manager

University of Sheffield

Sheffield, United Kingdom


The Department of Music has 20 members of academic staff, around 150 undergraduates, 40 research postgraduates, and 100 postgraduates on taught courses. It is one of the largest and most vibrant academic music departments in the UK, covering musicology, performance, ethnomusicology, composition, psychology of music, music education, music technology and music management. It offers a range of exciting programmes at undergraduate, taught postgraduate and doctoral levels
and ranked 6th in the 2014 Research Excellence Framework, in which 84% of research was deemed ‘world-leading’ or ‘internationally excellent’.

The Departmental Administration Manager leads the full range of administrative support activities within the Department of Music. This role is essential to ensuring the smooth and efficient running of the department and its associated activities to
support teaching, research, performance and administration within the Faculty of Arts & Humanities. Reporting to the Head of Department, this role will lead a team which supports staff and students in all operational aspects of undergraduate and postgraduate business, in order to deliver an excellent, responsive, efficient and timely service. The role will also manage the planning and organisation of the Departmental Administration Office.

You will be skilled in managing people, processes and planning, with experience of working to tight and competing deadlines, and a capacity to lead and adapt to change. Advanced skills in financial management, data processing and effective
communication are essential to the role. You will have a good honours degree (or equivalent experience) and experience of successfully managing and coordinating a diverse range of service areas including research, finance, HR, marketing, teaching,
student support and other administrative systems and processes within a HE environment.

The post is full-time and open-ended, with a start date of 1st September 2017, or as soon as possible thereafter.

You can view the supporting documentation by clicking on About the Job and About the University located near the top of your screen.

 Manage, lead and support the small team of Departmental administrative staff, ensuring the full range of student support activities are delivered professionally, effectively and with excellent customer service.

 Be responsible for the oversight and provision of key processes essential to delivery of administrative services to undergraduate and postgraduate students and academic staff – eg recruitment and marketing, admissions, examinations and assessment, student attendance monitoring, programme regulations, time-tabling, research management etc.

 Take responsibility for drafting, contributing to and co-ordinating submissions and responses to University and external bodies, including periodic reviews, the annual planning round, the Research Excellence Framework and its successors.

 Facilitate executive decision-making through the provision and analysis of information and statistical data. Advise and support the HoD on matters of policy, strategy and resourcing pertinent to the effective and efficient running of the Department.

 Oversee the effective use of resources to ensure delivery of key business objectives eg building/office space, IT infrastructure, office equipment in response to changing needs and in conjunction with the Faculty Technical Team and Finance as appropriate.

 Support governance processes within the Department including servicing and membership of the Departmental Executive Board and Departmental Board meetings.

 Take overall responsibility for maintaining essential departmental documentation and record keeping.

 Review and revise business processes to ensure continuous improvement of service delivery.

 Co-ordinate team support on HR management processes including E-recruitment.

 Motivate and develop staff to ensure there is an appropriate level of skills and knowledge, including managing training, development, work planning and allocation, and performance management.

 Take responsibility for communications with our 40+ hourly paid instrumental tutors, ensuring correct allocation of students to tutors, liaising over room and resource needs, overseeing record-keeping and timely payment, and scheduling performance examinations.

 Ensure effective delivery of departmental events, such as seminars, inductions, interviews and open days, as well as extra-curricular musical activity.

 Liaise and collaborate with the Director of Faculty Operations and other Departmental Managers to ensure coordinated action, minimise duplication and share good practice and contribute to cross-faculty business improvement.

 Ensure effective communications with staff and students in the Department and with other areas of the University including liaison with Faculty Finance and Technical Teams, and other professional services.


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