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Job Details:
Company name : Gray & Associates Recruitment Services
Position Name : FACULTY EXECUTIVE OFFICER (MATERNITY COVER) – £19.44PH PLUS HOLIDAY PAY
Location: London
Job ID : 31db3eab48883357
Description : FACULTY EXECUTIVE OFFICER (MATERNITY COVER) – £19.44PH PLUS HOLIDAY PAY – CENTRAL LONDONSTART: ASAPEND: FOR 8 WEEKS INITIALLYTHE ROLEResponsible for maintaining the Faculty Risk Register, liaising with relevant risk owners to update quarterly and gain sign off from the Faculty Management Group.Supporting the Faculty in driving forward the agenda, including supporting the Self-Assessment team, following up on faculty actions and supporting activities.Responsible for creating and monitoring the Faculty Strategy Action plan, in liaison with the Faculty Operating Officer and Dean of Faculty, monitoring progress and reporting back at the Faculty Management Group.Assisting the Faculty Operating Officer and/or Dean of Faculty by compiling data and information and preparing reports, briefings, presentations, papers and other documents as required.Providing advice and guidance on a broad range of topics to academic and professional support staff within EPH, managing expectations and suggesting solutions to issuesBeing fully aware of School strategy, policy, procedures and activities in order to provide information and advice and understanding how these impact the work of the Faculty Office.Identify ways to improve service delivery, efficiency and information sharing, taking the lead on evaluating and improving current Faculty and Department processes, creating guidance, holding meetings and running workshops or training sessions (in conjunction with colleagues, as appropriate).Designing, implementing and overseeing the use of appropriate electronic filing and storage systems for correspondence and documentation required to be retained in the Faculty, ensuring compliance with the General Data Protection Regulation (GDPR) and any other statutory requirements.Taking responsibility for specific tasks or projects as requested by the Faculty Operating Officer and Dean of Faculty.Employing initiative and judgement to solve routine and more complex problems, proposing solutions and signposting as appropriate. Knowing when to seek guidance or to refer issues.Financial ManagementBeing an authorised signatory for the Faculty and taking responsibility for checking and approving recruitment forms, purchase requisitions and invoices.Review of Financial Monthly Reports, monitoring variances, reporting on these and discussing with FOO to provide commentary.Responsibility for management of Payroll suspense account, ensuring research grants are recharged for salaries once the grant is set up.Management of the Faculty Office budget, including forecasting, monitoring income and expenditure, approving expenditure and making decisions based on best value for money for the School.Team Leadership and Staff DevelopmentTo line manage the two Faculty Administrators, and to provide team leadership, ensure staff development and motivation.Motivating the team; encouraging effective team working to ensure consistent service deliveryArranging appropriate induction, training and development, and conducting regular 1 to 1’s, and performance and development reviews in line with School policyProviding support and cover for the Faculty Administrators and deputising for the Faculty Operating Officer where appropriate.Human Resource Administration Responsible for overseeing Faculty recruitment, including undertaking final checks and approval of recruitment documentationManaging the recruitment database, ensuring adverts are posted in a timely mannerDelegated responsibility for Faculty Operations Officer sign off on academic recruitments up to AP7 and research funded PSP posts.Preparing paperwork for Faculty Operating Officer signature on all other recruitments.Reviewing and preparing HERA grading and regrading paperwork for Faculty Operating Officer sign off; providing advice to staff in liaison with HR.In conjunction with HR, advising on ad hoc recruitment queries as they arise.Provide reports and recruitment statistics when required.Space ManagementResponsible for and overseeing Faculty space management, including: moves, refurbishments and minor works, purchase of furniture and equipment, management of budget for refurbishment.Act as a point of liaison with Estates on behalf of the Faculty Office.Faculty Safety SupervisorBe the primary contact for all health and safety issues within the FacultyMaintain the Faculty’s Health and Safety recordsEnsuring that all necessary safety procedures are implemented, including an annual safety inspection Ensuring the Faculty has the correct number of fire wardens and first aiders and that they have all attended the necessary training.Be a member of the School Safety Committee, raising Faculty safety concerns and reporting back to the Faculty Operating Officer.Carrying out ergonomic workstation assessments, making a judgement on any amendments that need to be put in place. Ordering equipment and recording costs.Faculty events Taking responsibility for and overseeing Faculty events.Delivering successful events in conjunction with the Faculty Administrators and events team, including providing assistance as appropriateProactively building effective working relationships with staff within and outside the Faculty, participating in meetings, workshops, groups as appropriate and managing expectations of staff Participating in relevant training, development and networking activities to expand knowledge, skills and experience.Have sufficient knowledge/expertise to undertake day-to-day work without direct or continuous reference to others.Apply knowledge typically acquired after a short period of practical training.Cover some administrative duties of other team members during periods of absence, such as annual leave.PERSON SPECIFICATIONMinimum of higher education to A Level, or equivalent, and relevant experienceDegree, or equivalent professional qualificationEvidence of continuing professional development including regular attendance on internal and external study programmesExperience of working in an academic environment and working closely with academic staff Experience of analysing problems and using initiative and judgement to propose effective solutionsAbility to understand policies and procedures, and understand the impact of policy changes and communicate these to othersExcellent written and oral communication skills including proven ability to present financial and other information in a clear and logical format and draft documentation.Experience of introducing processes and systems effectivelyExperience of line management or supervisionDemonstrable experience of effective budgetary management and controlUnderstanding of the Higher Education sectorProven ability to manage own work-load and that of others, planning, delegating and prioritising tasks to meet conflicting deadlines.Ability to interpret policies and procedures and assess their impactAbility to communicate policies and procedures to others, adapting guidance to fit the audienceTact, discretion, and the ability to maintain confidentialityHigh attention to detailAbility to adapt to a changing environmentCollaborative and flexible approach and ability to work well and effectively with all colleagues and studentsCommitment to School’s policy of equal opportunities and the ability to work harmoniously with colleagues and students of all cultures and backgroundDisplay a professional attitude towards colleagues, students and others at all times and in all communications.Due to time constraints and the number of applications we will only be able to respond personally to successful candidates. Hopefully you will be one of those. If not please do feel free to send your CV again for any other positions that are of interest.Gray & Associates is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.Job Types: Full-time, TemporaryContract length: 8 weeksSalary: £19.44 per hourSchedule:Monday to FridayReference ID: FACULTY EXECUTIVE OFFICER
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