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BOURNEMOUTH UNIVERSITY

Faculty Finance & Resource Review

REVIEW OF STRUCTURE

PROPOSAL FOR CONSULTATION

26 April 2016

Contents

1. Introduction2. Context and rationale for change 3. Other drivers for change4. Current structure 5. Proposed structure of 6. Individual Faculty Summaries 7. Further Information8. Equality Impact Assessment9. Feedback10. Consultation Process & Timescales

Appendix A – Slotting in and prior consideration processAppendix B – Frequently Asked Questions (FAQ’s)Appendix C – Job DescriptionsAppendix D – Equality Impact Assessment

Faculty F&R Review proposal for consultation April 2016 Page 1

1. Introduction

This consultation document sets out the current structure, rationale for change and proposal for the future operations support model for Faculty Finance and Resources at Bournemouth University (BU). The document confirms the process and timescales for consultation with the staff and Trade Unions. It states the potential impact on roles, proposed process and indicative timescales for implementation of the changes proposed. If the proposal is accepted and implemented then an assessment of the impacts of the revised structure will be undertaken in 12 months from the point when implementation is completed.

2. Context and rationale for change

The creation of the four Faculties in 2014 drew together Schools with different support models and professional support roles. In line with the common Faculty Executive structure implemented in 2014, the 2015/16 delivery plans for three Faculties indicated the necessity to review the administrative support structures across Faculty offices. It was suggested that a common support model would;

establish consistency across Faculties provide greater alignment with associated roles enable more streamlined support processes provide flexibility and resilience across the organisation.

It should be noted that Faculty specific Specialist Technical Support is out of scope of this review.

The roles which fall into this review relate to those within Faculties that provide support for finance, resources, operations, departmental administration and Faculty Executive. Other administrative and support roles are subject to change as part of the SJP that will commence in May.

It has also become apparent, from the Student Journey review of Postgraduate Research Student support, that there is a need for non-PGR research administration support in the Faculties and this will also be considered as part of the review. This research admin support is distinct and separate from PGR and RKEO support.

This review work has taken place over the last few months with the Faculty Directors of Operations working with the Organisational Change Lead (Student Journey) and Executive Deans.

3. Other drivers for change

There are wider considerations that support the need for change in this area. It is recognised that there is a need to address the support for Executive Deans, Heads of Academic Departments and the wider Faculty Executive following the implementation of common academic structures across the four Faculties. There is also identified need to improve


research support in Faculties as Research Excellence Framework (REF) focused activity increases. A more consistent structure across the Faculties in relation to Finance, Resourcing and Estates would provide clear points of contact for both academic and professional support staff. It would also create the ability and flexibility to provide resilience across Faculties should the need and requirement arise, and the ability to embed Service Excellence across Faculties through sharing best practice.

Finally, the proposed changes as a result of the review provide the opportunity to embed a culture of process improvement, therefore enhance both the student and staff experience.

4. Current Structure

Current roles and structures exist as a legacy of the University’s School based structures. Whilst a number of common job titles exist across Faculties, the review has identified that there are inconsistencies in terms of associated tasks and responsibilities. Further, the consolidation from six Schools to four Faculties has resulted in areas of duplication and inefficiency in utilisation of available resources. Duties associated with some of these roles are also in some areas undertaken by the relevant Professional Service.

The establishment of a Faculty structure within the University requires an appropriate provision of support to the Faculty Executive and Academic Departments. The proposed structure should enable the further development of Faculties, be responsive, and enable efficient and effective working practices. A common faculty structure will provide opportunities for staff development through enabling short term secondments, thereby allowing individuals to experience different academic cultures, gain a broader understanding of the Institution, and contribute to continuous improvement in working practices.

5. Proposed structure

Core principles in compiling this proposal have been:

Alignment of the support functions to reflect the newly established academic leadership teams and Faculty structures.

Role consistency across four Faculties for resilience and transparency with respect to tasks and responsibilities.

Autonomy in roles to enable improved job satisfaction, career progression opportunities and cross faculty support.

Consolidation of a consistent structure to support resources and operations delivery within Faculties.

The proposed Faculty structure is as follows;

5.1 Operations Manager

It is proposed that the equivalent of 1fte Operations Manager role is provided for all Faculties. Given the size of the Faculties and the complexity of the resources and operational requirements that need oversight, it is proposed that there is a need to


strengthen operational management across a number of areas detailed in the attached job description. (Appendix C)

In HSS there are specific needs which relate to particular CPD and bespoke support for contract based students and learning and require additional dedicated support because of reporting requirements, liaison with clients and monitoring of the contracts. Further details are provided in the attached job description. (Appendix C)

5.2 Financial Support

It is proposed that each Faculty will require continuation of financial operational support of the equivalent of 2 x fte due to the processes currently in place, especially relating to invoicing, payroll and travel. It is proposed this will be provided through the new role of Financial Operations Administrators. The Faculties, along with the Finance Department, will endeavour to streamline the processes moving forward. This support will be responsible for ensuring the effective administration of financial processes within the Faculty, in accordance with the University’s financial and procurement regulations. These roles will work closely with and report to the proposed Operations Manager. Further details are provided in the attached job description. (Appendix C).

5.3 Research Administration

It is proposed that the equivalent of 1fte Research Support Administrator role is created for each Faculty. Since the Student Journey reviewed PGR support and focused this on PGR students, it has become clear that there are other areas of research which are increasingly requiring support from within Faculties. This is different and distinct to PGR administration and also the support provided by RKEO. Further details are provided in the attached job description. (Appendix C)

5.4 Executive Support

It is proposed that the equivalent of 1fte Executive Officer role is created. Each Faculty needs executive support to assist with the operational aspects of the Executive Team. This will fall outside the on-course support which is delivered by the Academic Administration Team, and research support which is proposed to be delivered by the Research Support Administrator. The Executive officer will also manage the role of the Departmental Support Administrator to ensure consistency across all Departments. Further details are provided in the attached job description. (Appendix C)

5.5 Departmental Support Administrator

It is proposed that the equivalent of 1fte Departmental Support Administrator role is created to assist with the operational aspects of the Departments. This will also fall outside the on-course support which is delivered by the Academic Administration Team, and research support which is proposed to be delivered by the Research Support Administrator. This post will work in close liaison with, report to the Executive Officer and support them in a number of areas, further details are provided in the attached job description. (Appendix C)


HSS Specific Role

5.6 NHS Operations Officer

It is proposed that the equivalent of 1fte NHS Operations Officer role is created. This role has an internal focus in relation to the operations of the Faculty, led by the Director of Operations, but has a clear external dimension particularly dealing with NHS Commissioners, Trusts and other external organisations that will contribute to provision of supply and teaching for NHS commissioned students.

6. Individual Faculty Summaries – Posts affected as a consequence of the proposals.

6.1 The Faculty of Media & Communication

The current Faculty structure of roles which have financial and resources scope comprises of:

1fte x G5 Finance Administrator 0.8fte x G5 Project & Finance Manager1fte x G4 Research Development Coordinator (Fixed Term)1fte x G3 Executive Assistant1fte x G3 Executive Assistant (Vacant / Fixed Term)1fte x G3 Assistant to Head of School1fte x G2 Finance & Resources Assistant

One of the posts in the above roles is vacant, two are fixed term and the other posts are established substantive posts.

Technician and Skills support is out of scope of these proposals, together with any posts directly related to Programme Administration.

Posts affected (in scope posts only)

The table below outlines the affected posts:

Current Role Current FTE

Grade Proposed

Finance Administrator 1.0 5 Post no longer required. Current post potentially at risk.Propose prior consideration for Executive Officer and Financial Operations Administrator roles

Project & Finance Manager - HEFCE Centre of Excellence in Teaching & Learning Project (CEMP)

0.8 5 Post no longer required. Current post potentially at risk.Propose prior consideration for Executive Officer and Financial Operations Administrator roles


Executive Assistant 1.0 3 Post no longer required. Current post potentially at risk. Propose Prior consideration for Departmental Administrator role

Executive Assistant 1.0 3 Post no longer required.Vacant post – Proposed to remove from establishment

Assistant to Head of School

0.65 3 Post no longer required. Current post potentially at risk.Propose prior consideration for Departmental Administrator role

Finance & Resources Assistant

1.0 2 Post no longer required. Current post potentially at risk.

Proposed New Structure

Proposed Role FTE GradeOperations Manager 1 7

Executive Officer 1 5

Financial Operations Administrator

2 4

Departmental Administrator 1 3

Impact of the Proposed Structure

Operations Manager


There is currently no role of Operations Manager within the Faculty of Media & Communication. The Operations Manager post will provide support to the Director of Operations role which as a part of a portfolio of strategic level responsibilities has ultimate accountability for the provision of effective operational management support to the following Finance & Resource functions:

Executive Officer

The current job description of Executive Assistant differs from the proposed job description of Executive Officer in that the proposed role is substantively broader in terms of responsibilities, decision making and includes the requirement for line management of the Departmental Administrator, all of which is reflected in the differential in grade between these posts as a result of the HAY grading process.


The current job description of Finance Administrator differs from the proposed job description of Financial Operations Administrator in that the role is more operationally focused on financial processes and will allow the role to become more effective in areas of reporting, all of which is reflected in the differential in grade between these posts.

Departmental Administrator

The current job description of Assistant to Head of School differs from the proposed job description of Departmental Administrator. The University recognises the need that has been identified by various stakeholders including Heads of Departments, for them to have a level of dedicated administrative support. This new post in each faculty will provide that support directly to Heads of Departments, overseen and supported by the Operations Manager.

Research Support Administrator

There is currently no role of Research Administrator in the Faculty of Media & Communication, it is proposed this role be put on hold for 6 months due to the existence of the fixed term Research Development Coordinator role due to end in November 2016. The role of Research Administrator will be reviewed in October 2016.

As a result of this proposal there will be no Project & Finance Manager, Finance & Resources Assistant, Executive Assistant and Assistant to the Head of School.

Posts potentially at risk of redundancy

In light of the proposed new job descriptions the proposal means that the following existing posts will potentially be at risk of redundancy:

Finance AdministratorProject & Finance ManagerExecutive AssistantAssistant to Head of SchoolFinance & Resources Assistant


At the conclusion of the consultation, suggestions and comments will be considered and the final recommendations made. At this stage staff who are eligible for prior consideration will be expected to make an application for the appropriate post(s) and selection will be made against the criteria within the person specification. Selection for these posts will be an interview process. Staff will also be given prior consideration for further suitable alternative posts within the University. In the event of redeployment to a post one grade lower than the current substantive post, salary would be protected for two years. For further information please Appendix A.

Eligibility for new posts on a prior consideration basis

The table in section 6.1 indicates the current affected posts and outlines the potential impact in light of the proposal. At the conclusion of the consultation suggestions and comments will be considered and the final recommendations made.

6.2 Faculty of Management

The current Faculty structure of the Finance and Resources team comprises of:

1fte x G6 Resources Planning Manager1fte x G5 Executive Officer1fte x G4 Finance and Resources Administrator1fte x G4 Finance Administrator1fte x G4 Executive Assistant – Head of Departments1fte x G3 Student Experience Administrator

The Finance Administrator is on a Fixed Term Contract, the others have substantive posts.





Grade Proposed

Resources Planning Manager

1.0 6 Post no longer required. Current post potentially at risk.

Executive Officer 1.0 5 Current role closely aligned; proposed post holder to be slotted into Executive Officer post


Finance and Resources Administrator

1.0 4 Current role closely aligned; proposed post holder to be slotted into Financial Operations Administrator role

Executive Assistant Head of Department

1.0 4 Post no longer required. Current post potentially at risk. Propose prior consideration for Financial Operations Administrator, Departmental Administrator and Research Administrator roles.

Student Experience Administrator

1.0 4 Post no longer required. Vacant post propose remove from establishment.

Finance Administrator 1.0 3 Post no longer required. Propose prior consideration for Departmental Administrator and Research Administrator roles.

Proposed new Structure




2 4


Research Administrator 1 3


Operations Manager

There is currently no role of Operations Manager within the Faculty of Management. The proposed Operations Manager post will provide support to the Director of Operations role as a part of a portfolio of strategic level responsibilities, and will ultimately have accountability for the provision of effective operational management support to finance & operations functions. This role differs from the current Resources Planning Manager role because it operates at a more strategic level and bears a greater level of responsibility. The new role


requires an independent and proactive approach in terms of function and engagement across the Faculty.


The current job description of Finance Administrator differs from the proposed job description of Financial Operations Administrator in that it has a clearer focus on operations and will allow the post holder more scope to be effective in areas of reconciliation and reporting.


The current job description of Executive Assistant - Head of Department differs from the proposed job description of Departmental Administrator in that the job purpose of the newly proposed job description requires the post holder to work under closer supervision and direction from the Executive Officer with a consequential lowering of grade. The University recognises the need that has been identified by various stakeholders including Heads of Departments, for them to have a level of dedicated administrative support. This new post in each faculty will provide that support to directly to Heads of Departments overseen and supported by the Operations Manager.


This is a new post and there is no current post holder. The new post, providing additional support for research within the Faculty, would potentially be considered as a suitable alternative employment for existing staff on the same grade and those potentially at risk of redundancy may be eligible for prior consideration.

As a result of this proposal there will be no posts of Resources Planning Manager, Executive Assistant – HoD’s, Student Experience Administrator.


In light of the proposed new job descriptions the proposal means that the following existing posts will potentially be at risk of redundancy:

Resources Planning ManagerFinance Administrator Executive Assistant – HoDs

At the conclusion of the consultation, suggestions and comments will be considered and the final recommendations made. At this stage staff who are eligible for prior consideration will be expected to make an application for the appropriate post(s) and selection will be made


against the criteria within the person specification. Selection for these posts will be an interview process. Staff will also be given prior consideration for further suitable alternative posts within the University. In the event of redeployment to a post one grade lower than the current substantive post, salary would be protected for two years. For further information please see Appendix A.



Posts eligible for slotting

The table in section 6.2 indicates the current and proposed staffing level and outlines where a slot may occur due to no change in main job responsibilities. At the conclusion of the consultation, suggestions and comments will be considered and the final recommendations made. At this point, staff eligible to be slotted into new posts need take no further action and the University will contact them to confirm.

6.3 Faculty of Science & Technology

The current Faculty structure of the Finance and Resources team comprises of:

1fte x G6 Operational Resource Manager1fte x G4 Executive Assistant1fte x G3 Finance Administrator 1fte x G3 Finance & HR Administrator0.68fte x G2 Resource Assistant

One of the post holders in the above roles is on a Fixed Term Contract, the others have substantive posts





Grade Proposed

Operational Resource Manager

1.0 6 Post no longer required. Current postholder is seconded from substantive post. Proposed that current post holder returns to


substantive post.Executive Assistant 1.0 4 Post no longer required. Current post

potentially at risk.Proposed prior consideration for Financial Operations Administrator, Departmental Administrator and Research Administrator roles.

Finance Administrator 1.0 3 Post no longer required. Current post potentially at risk. Proposed prior consideration for Departmental Administrator and Research Administrator roles.

Finance & HR Administrator

1.0 3 Post no longer required. Current post potentially at risk. Proposed prior consideration for Departmental Administrator and Research Administrator roles

Resource Assistant 0.68 2 Post no longer required. Current post potentially at risk.

Proposed new Structure




2 4


Research Administrator 1 3


Operations Manager

There is currently an Operational Resource Manager role within the Faculty of SciTech. The new Operations Manager post will continue to provide support to the Director of Operations role which has a portfolio of strategic level responsibilities, and ultimately has accountability for the provision of effective operational management support to within the finance & operations functions. The new role differs from the current Operational Resource Manager because it will operate at a more strategic level and holds an increased level of responsibility.

Executive Officer


The new role of Executive Officer differs from the current role of Executive Assistant as the role will be broader and include more responsibility for supporting the Faculty recruitment processes. The role will also line manage the Departmental Administrator and ensure team support for the Departments.


Since the integration of the two Schools, the roles of the Finance Administrator and the Finance and HR Administrator have a slightly different focus. The Faculty seeks to align these posts so that consistent support is offered to staff and students. The new role of Financial Operations Administrator differs from the existing roles as it has a clearer focus on operations and will allow the post holders to move towards proactive reporting supported by more efficient processes.


Since the formation of the new Departments, the University recognises the need that has been identified by various stakeholders including Heads of Departments, for them to have a level of dedicated administrative support. This new post in each Faculty will provide that support directly to Heads of Departments and be overseen and supported by the Executive Officer and the Operations Manager.


This is a new post and there is no current post holder. The new post, providing additional support for research within the Faculty, would potentially be considered as a suitable alternative employment for existing staff on the same grade and those potentially at risk of redundancy may be eligible for prior consideration.

As a result of this proposal there will be no Operational Resource Manager, Executive Assistant, Finance & HR Administrator, Finance Administrator or Resource Assistant.


The proposal means that the following existing posts will potentially be at risk of redundancy:

Operational Resource ManagerExecutive AssistantFinance & HR AdministratorFinance AdministratorResource Assistant

At the conclusion of the consultation, suggestions and comments will be considered and the final recommendations made. At this stage staff that are eligible for prior consideration to SciTech and other Faculty posts, will be expected to make an application for the appropriate post(s) and selection will be made against the criteria within the person specification criteria. Selection activities for these posts will include an interview. In the event of redeployment to a post one grade lower than the current substantive post, salary would be protected for two years. For further information please see Appendix A.




6.4 Faculty of Health & Social Sciences

The current Faculty structure of Finance and Resources team comprises of:

1fte x G7 Operations Manager1fte x G6 Facilities Manager0.9fte x G5 Finance & Resources Officer (Vacant post)1fte x G4 PA to Dean0.41fte x G4 Statistical Administrator1fte x G3 Finance & HR Administrator1.57fte x G3 Academic Community Administrators

A number of the post holders, in the above roles are in post on Fixed Term Contracts and some have substantive posts. One of the roles is currently vacant.





Grade Proposed

Operations Manager 1.0 7 Proposed that the current post holder slot into Operations Manager post. New JD will apply.

Facilities Manager 1.0 6 Post no longer required proposed removed from establishment.Vacant post from 20th May so no impact.

Finance and Resources Officer

0.9 5 Post no longer required proposed removed from establishment.Vacant post so no impact.

Statistical Administrator 0.41 4 Continue in post– in accordance with existing terms and conditions.

PA to Dean 1.0 4 Post no longer required. Current post potentially at risk. Proposed prior consideration for Financial Operations


Administrator, Departmental Administrator and Research Administrator roles.

Finance & HR Administrator

1.0 3 Post no longer required. Current post potentially at risk. Proposed prior consideration for Departmental Administrator and Research Administrator roles.

Academic Community Administrators

1.57 3 Posts no longer required. Current post potentially at risk.Proposed prior consideration for Departmental Administrator and Research Administrator roles

Proposed new structure


Role Grade FTE

Operations Manager 7 1.0

Executive Officer 5 1.0


4 2.0

Statistical Administrator 4 0.4

Departmental Administrator 3 1.0

Research Support Administrator 3 1.0

NHS Operations Officer tbc 1.0


Executive Officer

The current job description of PA to the Dean differs from the proposed job description of Executive Officer in that the job purpose of the newly proposed job description is much broader and more strategically focussed, with additional appropriate responsibilities in relation to managing the HR recruitment process and also line management of Departmental Administrator. The higher grade reflects the need for this additional responsibilities and line management.

NHS Operations Officer

It is proposed that elements of the vacant posts for Facilities Manager and also Finance and HR Officer will be used to create a new job description which is strategically focused around NHS contract provision and LP contracts.


These are new posts and there is no current post holder. The new post will provide additional support for Finance within the Faculty and would no longer be required to undertake the HR work that is in the current Finance and HR Administrator role. Whilst there are some similarities to the F&R Administrator role, there is an additional level of responsibility in terms of sign off on purchasing and also analysis of employment data, which is reflected in the higher grade. This role would also be primarily responsible for monitoring and booking (where appropriate) of all travel requests for the Faculty. Would potentially be considered as a suitable alternative employment for the existing staff on the same grade and those potentially at risk of redundancy may be eligible for prior consideration.

Research Administrator Support


This is a new post and there is no current post holder. The new post, will provide additional support for research activities around the REF and BRIAN. This post will largely operate under the day to day guidance of the DDREPP. Would potentially be considered as a suitable alternative employment for the existing staff on the same grade and those potentially at risk of redundancy may be eligible for prior consideration.

Departmental Administrators

This is a new post with currently no postholder. The post does have similarities with the Community Administrators although the role will provide support across all departments and will not be aligned to a particular department. The post will be line managed by the Executive Officer.

As a result of this proposal there will be no Facilities Manager, Finance & Resources Officer, PA to Dean, Finance & HR Administrator or Academic Community Administrator roles.


The proposal means that the following existing posts will potentially be at risk of redundancy:

Finance & HR Administrator PA to DeanAcademic Community Administrators

At the conclusion of the consultation, suggestions and comments will be considered and the final recommendations made. At this stage staff that are eligible for prior consideration to HSS and other Faculty posts, will be expected to make an application for the appropriate post(s) and selection will be made against the criteria within the person specification criteria. Selection activities for these posts will include an interview. Staff who are unsuccessful at that stage will then be given prior consideration for further suitable alternative posts within the University. In the event of redeployment to a post one grade lower than the current substantive post, salary would be protected for two years. For further information please see Appendix A.


The table in section 6.4 indicates the current affected posts and outlines the potential impact in light of the proposal. At the conclusion of the consultation, suggestions and comments will be considered and the final recommendations made.

Posts eligible for slotting

The table in section 6.4 indicates the current and proposed staffing level and outlines where a slot may occur due to no change in main job responsibilities. At the conclusion of the consultation, suggestions and comments will be considered and the final recommendations made. At this point, staff eligible to be slotted into new posts need take no further action and the University will contact them to confirm.

7. Further Information


Notification of the in-principle development of the Faculty support structure has been provided by Susanne Clarke, Organisational Change Lead to UCU and UNISON through individual union meetings. The final draft document has also been shared in confidence in advance of general publication to staff.

Informal and formal engagement sessions have taken place in support of this review across Faculties, including Professional Support Staff and Faculty Executive colleagues, who have had the opportunity to contribute and provide feedback. This feedback has been considered and informed the development of the consultation proposal.

The aim of this consultation is to discuss and take account of the views of staff, before making a decision.

8. Equality Impact Assessment

An equality impact assessment has not identified any negative impact on any Protected Group as a consequence of these proposals (Appendix D)

9. Feedback

Feedback on the consultation can be emailed to:

F&[email protected]

Lead Contacts

Faculty of Media & Communication Mark Brocklehurst (Director of Operations)

Faculty of Science & Technology Kelly Deacon-Smith (Director of Operations)

Faculty of Health & Social Sciences Deirdre Sparrowhawk (Director of Operations)

Faculty of Management Rob Hydon (Director of Operations)

Human Resources Clare Clayton (HR Manager)


mailto:F%[email protected]

Consultation Proposed Process and Timescales

Proposed Timetable

Effective date Activity

27 April 2016 Proposal shared with Faculty staff directly impacted as a consequence - will include job descriptions etc,

Proposal sent to Trade Union representatives for consultation.

Open meetings (dates to be confirmed) led by the Director of Operations for each Faculty.

13 June 2016 Consultation closes at 4pm

w/c 13 June 2016 Review of feedback by Director of Operations

w/c 20 June 2016 Subject to the outcome of the consultation process and having made any amendments as appropriate as a result of comments and suggestions, revised/final proposal submitted to UET

w/c 27 June 2016 Final decision announced. Feedback summary circulated to all impacted Faculty staff


Appendix A – Slotting in and prior consideration process

Introduction

As a result of the proposal presented for consultation, a number of posts are potentially at risk of redundancy. These have been identified within the table listing all current and proposed future posts within the structure. Within the proposal are also a number of new posts, job descriptions and grades are included. There are also roles which it is proposed require a slight re-focussing in order to ensure a flexible workforce is created which fits the needs of the faculties into the future.

It should be noted that the principles apply to substantive roles as opposed to roles that staff may be currently acting up into or seconded into.

The following process will apply.

General Principles

Job descriptions have been updated to reflect the requirements of the roles in accordance with BU2018, the needs of the faculties and their respective delivery plans. Where the duties of the current roles closely match those of the new roles, it is proposed that post holders be slotted in.

Subject to final approval, and depending upon the nature of the final proposals, staff will (as appropriate) be notified that they are either formally at risk from redundancy or slotted into a new role.At the same time the new job opportunities (where there is no slotting) created by the proposal will proceed to recruitment on a prior consideration basis.

2. What is slotting?

This means that there is a close match (that is the clear majority of the existing role aligns with the duties in the new role) and the post is normally at the same grade. In these cases post holders (who will have been previously notified) will be automatically ‘slotted in’ to a specified role.

3. When will slotting occur?

Slotting will only occur after the final proposals have been decided and the timing of will be agreed on an individual basis but taking account of the proposed recruitment process that may affect the slotted post.

4. What is Prior consideration?

Where a member(s) of staff is at risk from redundancy, suitable vacancies (posts at the same grade or one grade below) will be made known to them. If the staff member(s) meets (or appears very close to meeting) the essential criteria of the person specification then they will be given prior consideration for interview and a decision made on their application(s) first. Specifically this will refer to the vacant posts in the faculties but equally applies to any other vacancies which may exist across the University.

You will be invited to express interest in vacant posts normally at the same grade or one grade below your existing substantive post on a prior consideration basis. If your knowledge,


skills and attributes appear to meet the essential criteria of the person specification then you will be invited to interview.

5. How will prior consideration work?

As a general principle the following will apply;

Prior Consideration for Faculty vacancies

You have been notified that you are formally at risk from redundancy You are not proposed to be slotted into an alternative role Vacant posts at the same grade or one grade below are made available to you

6. Can staff who are proposed to be slotted apply for vacancies?

If you are to be slotted into a role at the same grade as your current role then you may not apply (on a prior consideration basis) to any vacancies. This is because risk of redundancy does not apply.

7. Can staff be considered for vacancies on a prior consideration basis to posts at more than one grade below their current post?

The University would not normally recognise posts at two grades or more below a member of staff’s current grade as suitable alternative employment for them. However should the member of staff wish to express a preference then this may be possible and will be subject to the normal rules of prior consideration (i.e. meeting the essential criteria of the person specification). Staff will need to notify HR of any post at two grades or more below their current post that they wish to be considered against to ensure that they are notified appropriately.

8. What are the Possible Timescales for the Recruitment?

1. Applications will be based on the standard University application form with a covering letter. For those individuals applying for more than one post is it recommended that a single application form be provided but separate covering letters for each post which fit with the person specification and other information pertinent to the post.

2. Short listing of applications will be conducted by the Panel based on the criteria set out in the person specification

Notes

1) Any person engaged on a fixed term contract will be included in this process.

2) Any new posts will be filled by competitive recruitment in the usual way. Current staff are, of course, able to apply for these posts.


Appendix B

Faculty Finance & Resources Review: Frequently Asked Questions (FAQs)

1. How long will the consultation period last?

Consultation with affected staff, Trade Unions and Employee Representatives commences from 27 April 2016 until 4.00 pm 13th June 2016.

2. Who will lead the consultation process?

The Director of Operations for each Faculty, will lead the consultation process supported by the HR Managers and Advisers, a list of personnel is attached below. There is no set form for consultation but in the first instance directly affected staff will be invited to attend a meeting to consult with them on the proposals and for any aspects to be clarified or explained in more detail if required. At these meetings staff will have the right to be accompanied by a recognised trade union representative or work colleague.

Trade Union and Employee Representatives have been informed of the proposals via a meeting in order to consult on the proposals.

3. What information on the Proposals will be made available to me as an affected member of staff?

At the outset, the Director of Operations have issued a document for consultation which outlines the reasons for the proposals, the numbers and types of staff potentially affected, and the proposed approach for selection for the vacant posts. During the consultation process, the proposals will be discussed and clarified as appropriate.

4. Are all staff in the Faculties affected?

No, only staff directly impacted by the proposals. Staff holding these posts are being individually consulted about the proposed changes. Staff are invited to comment on the proposals during the consultation period.

Comments on the proposals are welcomed from all staff and can be emailed to F&[email protected]. Alternatively, comments can be raised in meetings, or via Trade Union or employee representatives. Consultation meetings will be arranged for all staff to provide an opportunity for comments and views to be considered. Details of the timings of these meetings will be released very shortly.

5. What is the purpose of consultation? Perhaps the decisions have already been made?

The Director of Operations wish to engage with relevant staff and invite comments/suggestions/ feedback on these proposals and it seeks via consultation to ensure that final proposals are generally considered fair and reasonable in the circumstances. The


mailto:[email protected]

outcome of the consultation process may result in the proposals being changed to a greater or lesser extent, as has happened previously in similar situations at the University.

6. What is the basis for staff being at risk of redundancy?

In the proposals some posts have been identified as potentially redundant as a result of the proposed new structure and roles, and therefore the substantive post holders of these posts are identified at this stage as potentially at risk.

7. Can I request consideration for voluntary severance?

If any members of staff directly affected by this proposal wish to be considered for voluntary severance they should the email address [email protected]

8. What happens after the Consultation period has ended?

After consultation is completed, comments made will be considered very carefully and final proposals will be submitted to the Chief Operating Officer for approval. The Directors of Operations will notify staff of this final proposal. Subject to final approval, and depending upon the nature of the final proposals, staff will either be slotted in to their new roles, or, where roles are no longer required as a result of the proposals, they will be notified that they are formally at risk of redundancy. At the same time new job opportunities created by the proposal will proceed to prior consideration or recruitment. Vacant posts will be offered on a prior consideration basis as appropriate to staff who are at risk of redundancy in the first instance.

9. What does prior consideration mean?

Where a member of staff is at risk of redundancy suitable vacancies will be made known to them. If the staff member appears to meet the essential criteria of the person specification then they will be given prior consideration for interview and a decision made on their application before any further consideration for recruitment is taken.

10. How does prior consideration work?

If your post is at risk of redundancy and you, as the post holder have been notified to this effect, then you will be invited to express interest in vacant posts normally at the same grade or one grade below your existing substantive post on a prior consideration basis. If your knowledge, skills and attributes appear to meet the essential criteria of the person specification then you will be invited to interview.

11. What if I am currently seconded to another role outside of the Faculties?

You will be contacted in order to participate in the consultation and will be kept fully informed of the process and fully consult in respect of your substantive role.

12. What if I am slotted into a role but wish to apply for a vacant post?

Once the process of prior consideration has been completed any vacant posts will be advertised for which you may apply.



13. What if I am currently absent from work?

If you are currently absent from work, whether it is through career break, sickness or maternity you will be contacted with regards to the process and will have the opportunity to participate in the consultation. If you have any queries regarding your personal situation then please contact HR to discuss this.

14. What about other redeployment opportunities in the University?

Apart from known proposed new posts, alternative employment will always be considered as an alternative to dismissal by reason of redundancy. Where potentially suitable vacancies exist, staff who are under notice of redundancy will be given prior consideration as appropriate. Further details of this can be found in 5.1 of the Code of Practice – Redundancy (D6) in the Staff Handbook. If a member of staff is under formal notice of redundancy, then Human Resources will make contact with the member of staff and work with them to seek suitable alternative employment across the University during their notice period.

15. Where can I find out more information on the redundancy process?

The University has a Code of Practice – Redundancy which provides further information about the principles and procedure. This can be found in the Staff Handbook at I:\Personnel\Public\Staff Handbook\Code of Practice - Redundancy.doc

Alternatively you can contact the following HR staff;

Myfanwy Williams HR Adviser - Faculty of Health & Social SciencesFaculty of Management

[email protected]

Nicky O’Shea HR Adviser - Faculty of Media & CommunicationFaculty of Science & Technology

[email protected]

Telephone – Human Resources 61133

Clare Clayton HR Manager – [email protected]

16. Who can I talk to other than my manager during this period?

Depending upon what you may wish to discuss, the following contacts are available;

Trade Union [email protected]

[email protected]





Employee Assistance Programme (EAP)

The EAP is provided by Right Management Ltd and can be accessed via a Freephone (from a UK landline) helpline 0800 1116 387 or (from abroad) +44 845 330 5132. The service is staffed by specially trained advisers, who can be contacted 24 hours a day, 365 days a year, as many times as necessary. You can also obtain information via email [email protected] and further online support can be accessed at http://wellness.rightmanagement .co.uk/login (Username: BUwell).

University Chaplain - Canon Dr Bill Merrington – [email protected]

18. When looking at the proposed new and vacant posts they are all detailed as 1fte. What does this mean and would I still be able to apply if I am currently part time or would like to do a part time role?

FTE stands for full time equivalent. If a role is described as 1fte, it means that the organisation has identified ideally it requires the equivalent of a full time post to ensure all the duties and responsibilities of the role are met. This does not preclude the possibility of more than one individual undertaking the role on a part time basis as long as ideally the total number of hours add up to a full time equivalent. This can be discussed on a role by role basis with individuals.

19. If I am slotted or recruited into a role of one lower grade than I am currently paid at, what would happen to my salary?

In the event of redeployment to a post one grade lower than the current substantive post, salary would be protected for two years. This means for this period you would be entitled to cost of living awards in addition to being considered for pay progression. At the end of this period, salary would be frozen and you would ‘mark time’ until the salary of your post was equivalent to or exceeded your protected pay.

20. If a person has been acting into a role higher than their substantive position, would they expect to have received pay progression on their substantive role during that period?

Yes

21. When can Voluntary Severance (VS) be discussed?

An individual can have an initial conversation about VS without prejudice, please contact the email address [email protected] so that a member of the HR department may respond to you.

22. If ultimately the recommendations are that my role be redundant and I apply for a vacant / new post and am unsuccessful, am I still able to express interest in VS?

Yes – if you are unsuccessful via a recruitment process VS would still be accessible and this will be discussed on an individual basis.




http://wellness.rightmanagement/


23. If my role is confirmed as redundant and I apply for a vacant / new post which fits my skills sets, abilities and grade and am successful in being offered a new post, am I still able to express interest in VS?

This is unlikely as a suitable alternative role is available for the individual within the organisation. In the event that you decline suitable alternative employment then legally you could lose your right to redundancy pay.

24. Are there any conditions attached to the University paying VS payments?

Yes. Where the University is applying discretion to enhance a redundancy payment, this will be subject to the member of staff entering into and signing a Settlement Agreement. A Settlement Agreement legally protects both the employee and employer by dismissing any claims either party may have against the other and preventing any future claims.

25. If I request and accept voluntary severance can I then return to work at BU full or part time in my own or another department?

If you are offered and accept voluntary severance from BU the terms would be that you would not be permitted to work for BU for a period of two years from the date of termination.

26. If I wanted to return to BU and undertake a PhD which requires undertaking PTHP teaching would I be prevented from doing so?

This would need to be considered on a case by case basis but it would be reviewed sympathetically given that the work is in connection with a period of study towards a PhD.

Contact details

Faculty of Science & TechnologyMrs Kelly Deacon-Smith – Director of Operations [email protected] Telephone 65619

Faculty of ManagementMr Rob Hydon – Director of Operations [email protected] Telephone 62292

Faculty of Media & CommunicationMr Mark Brocklehurst - Director of [email protected] Telephone 65013

Faculty of Health & Social SciencesMrs Deirdre Sparrowhawk – Director of [email protected] Telephone 67244






Job Description

Post/Job Title: Operations Manager

Ref:

Location: Faculty based

Faculty/Professional Service:

Group/Section: Finance & Resource Team

Normal hours per week: (Some flexibility will be required in order to ensure that key time scales and deadlines are met).

Grade: NSS BU Grade 7

Accountable to: Director of Operations

Responsible for or supervises: Faculty Executive Officer, Financial Operations Administrator, Research Support Administrator and Timetabler

Special conditions:

Job Purpose

To be responsible for the management and delivery of key operational functions within the Faculty, reporting to and supporting the Faculty Director of Operations. This includes human resources, finances, facilities and equipment and the Faculty timetabling function. The post holder line manages a team of operations staff and is the point of contact between Professional Services and the Faculty together with responsibility for ensuring compliance with relevant policies, procedures and regulations. The post holder is also expected to work closely with other non-academic managers within the Faculty to ensure excellent service is provided.

Main Responsibilities

1. Supporting the Director of Operations in developing all Faculty based support services towards delivery of strategic objectives with a focus on service excellence and process efficiency. In so doing, meet the needs of students, academics, and other external agencies as appropriate e.g. NHS commissioners in the Faculty of Health and Social Sciences (HSS).

2. Lead and manage the Faculty based operational support team relating to timetabling, finance, research, facilities and resources and the Faculty Executive. Ensuring that the support provided meets internal and external requirements, provides service excellence and fosters a culture of continuous improvement.


Developing the team, undertaking appraisals and supporting appropriate staff development.

3. Ensure timely and accurate production of reports and statistics for senior management, academics and the wider University. This will also include the completion of information for external audits and returns as well as Health and Safety audits, PIPs and Training Matrix. There may also be Faculty specific requirements such as NHS returns and GP Education templates.

4. To support the Faculty Executive in developing effective systems for workload planning and improved timetabling. This includes managing the annual teaching workload planning systems and processes, co-ordinating the collation of workload information from Heads of Department with the Faculty timetabler. To act as emergency backup for the timetabling system in the absence of the Faculty timetabler.

5. Responsibility for monitoring and controlling part-time hourly paid teaching contracts and expenditure, ensuring the Finance Administrator prepares and issues contracts in an accurate and timely manner.

6. Work closely with the Business Accountant to monitor operational and capital budgets, approving budget expenditure and reporting directly to the Director of Operations any areas of risk or concern. Monitor, control and report on part time hourly paid contract expenditure as well as other casual employment; also ensuring appropriate checks have been undertaken e.g. UKVI or NHS specific requirements.

7. Responsibility for decision-making in respect of student fee waivers or exceptions, together with non-standard fee payment schedules. Liaising with students, programmes administrators, academic staff and the central finance team where necessary to resolve exceptional fees, bursaries & scholarships queries.

8. In conjunction with the Faculty Director of Operations, to lead discussions regarding space requirements and usage as well as Faculty IT and related equipment needs. Taking decisions, as appropriate, and providing feedback and recommendations to the Director of Operations.

9. Responsible for ensuring processes are in place to facilitate effective and accurate financial administration in respect of order processing, payments, travel booking, and related transactions. Ensuring the Finance Administrator and Research Administrator are compliant with BU financial and purchasing regulations.

10. Authorising expenditure across Faculty budgets as per BU financial regulations up to a maximum of £10,000. This also includes holding a BU Visa Purchase Card, undertaking purchase card transactions and monthly reconciliation of expenditure. .

11. To be the Faculty link for RKE Operations and work closely to ensure consistency in the procedures and policies applied to staff and ensure robust project monitoring and forecasting.

Specific to Faculty of Health and Social Sciences:

1. Develop a sound working knowledge of NHS education commissions and associated contracts (e.g. GP Contract). Support the Business Accountant in reporting and effective monitoring of income and expenditure.


2. Responsible for ensuring student facing resources are provided for NSS funded students including student travel, uniform provision, student experience projects and related services.

General

1. Represent the Faculty Director of Operations in Faculty based and University wide meetings as and when required and where deemed appropriate to fulfil the role of Deputy.

2. Represent the Faculty at a cross-BU level, attending relevant meetings, committee’s and participating in project development.

3. Undertake staff development where appropriate.

Organisation Chart (Please draw or attach a chart using job titles showing clearly the job, immediate supervisor/manager and the subordinate)

Dimensions

Contacts Internal and external, including level

Internal: Dean of Faculty & Director of Operations, Operational leadership team, Faculty Executive, Senior Academics & Budget/Project Managers, Academics & operational staff at all levels

Business Accountants, Finance Operations team, Senior HR Adviser, HR Operations team, Student & Academic Services, Estates & IT Services

External: HSS Specific Senior NHS Managers at Trust / PCT / Strategic Health Authority levels

Challenges Delivering excellent service with finite resources Ongoing process and service excellence reviewSupporting a diverse and vibrant academic community

Additional Information

NB: The post holder must at all times carry out their responsibilities with due regard to the University’s Dignity, Diversity and Equality Policy Statement.

The purpose of the job description is to indicate the general level of responsibility and location of the position. The duties may vary from time to time without changing their general character or level of responsibility.


All employees have an obligation to be aware of the Universities Environmental Policy, Carbon Management Plan and associated documents, and to ensure that they carry out their day-to-day activities in an environmental responsible manner.

March 2016

Person Specification

Post / Job Title: Operations Manager Post No:

Faculty: Date: March 2016

SELECTION CRITERIA Essential / Desirable

Knowledge (including experience & qualifications)Higher education or other equivalent qualification in Finance, HR, Business or Management, (Work experience will be applicable and can substitute for qualifications)

E

Well-developed leadership / change management background EExperienced manager with an understanding and experience of HR issues EExperience of using computer systems (PC based) e.g. Word, Excel, Outlook, PowerPoint, databases and web interfaces.

E

Demonstrable experience of using financial IT systems to process orders, make payments, track and monitor expenditure.

E

Experienced budget manager EProven ability to review and refine complex process EUnderstanding of health & safety processes & systems EStrong customer service background DKnowledge of the Higher or Further Education environment; experience of working in a public sector organisation.

D

SkillsProven leadership skills EExcellent interpersonal skills with demonstrable ability to work co-operatively and effectively with staff at all levels and other BU stakeholders.

E

Ability to contribute effectively to the strategic planning and staff / resource management processes within the Faculty.

E

Ability to build relationships and clearly communicate whilst understanding the requirements of different stakeholders.

E

A high level of ability to work with and understand complex software packages and underlying processes

E

Ability to liaise with external and internal stakeholders in order to resolve issues. ELeading and managing change in an environment of service excellence EProven ability to deliver effective solutions against strategic objectives EAttributesA demonstrable commitment to service excellence, continuous professional development, and the desire to understand the work of a complex organisation.

E

Ability to develop and maintain professional relationships of trust and support with staff and students.

E

Ability to work on own initiative, under pressure and to deadlines when required. EAbility to review, recommend and implement changes to processes and systems. EWillingness to undertake staff development as required. E


Flexible approach to working. E

Job Description

Post/Job Title: Executive Officer

Postholder:

Ref:

Location: Faculty Based



Duration if temporary:

Normal hours per week: Full Time(Some flexibility will be required in order to ensure that key time scales and deadlines are met).

Number of working weeks if term-time only:


Accountable to: Director of Operations

Responsible for or supervises: Departmental Support Administrator

Job Purpose

The role is responsible for leading and co-ordinating efficient and effective support to the Faculty Executive Dean, Deputy Dean Education and Professional Practice, Deputy Dean Research and Professional Practice and Director of Operations.

The role has lead responsibility for senior staff recruitment and induction processes the co-ordination of Faculty management information reports and returns and provides support for the delivery of strategic projects.

The post holder is expected to provide effective support at a senior executive level which may at times necessitate dealing with confidential information.



1. Responsible for providing senior executive level support to the Dean, Deputy Deans and Director of Operations. This includes proactive management of appointment scheduling, travel arrangements and other related tasks to ensure effective and efficient support.

2. To support the Faculty Executive Dean and wider Executive in strategic planning, the preparation of the annual Delivery Plan and Education and Student Experience plans. This will include monitoring and reporting of progress, disseminating information and ensuring updates are provided in accordance with notified deadlines.

3. To line manage the Departmental Support Administrator, ensuring they effectively fulfil their role, undertaking appraisal and providing appropriate staff development as necessary.

4. To co-ordinate the Faculty’s Executive meetings, preparing agendas, taking minutes and proactively following up actions as appropriate.

5. To support the Faculty Executive by liaising with academic and professional support staff to ensure information is provided to enable the timely submission of University reports including Risk Register, Value for Money, Business Continuity Plans and the annual Delivery Plan.

6. Supporting senior academic staff in the preparation of tender documentation required for professional bodies, external accreditations and similar.

7. To take lead responsibility for the Faculty’s staff recruitment processes, liaising with the designated HR Manager and Business Accountant to ensure processes are appropriately completed and management information maintained. Liaising with the Departmental Support Administrator to ensure information is gathered and co-ordinated for recruitment and interviews.

8. To personally manage and co-ordinate the Faculty recruitment processes for senior staff appointments, Grade 10 and above, working with the Faculty and Professional Service staff to ensure an efficient and effective recruitment and interview process. Ensuring the post recruitment, arrangements have been completed to support an effective arrival and induction process.

9. To take lead responsibility for ensuring the Faculty staff induction, sickness and annual leave reporting, appraisal and probationary processes are effectively completed. Co-ordinating and liaising with the HR department, Faculty managers and supervising the Departmental Support Administrator to ensure the Faculty maintain appropriate records and complete the required processes.

10. To co-ordinate and manage Faculty wide staff meetings and events, ensuring all necessary arrangements are made and support in place to provide smooth and effective events. This will include Faculty Academic Board, development activities and Faculty wide communications.

11. To undertake Faculty office administrative duties where required.

12. Responsibility for the fulfilling the role of DSE Assessor for the Faculty Executive Team, liaising with other DSE assessors in the Faculty to ensure all assessments are completed and maintained.



Dimensions


Internal:

External:

Challenges What are the most difficult, complex or challenging parts of the job





March 2016



Post / Job Title: Executive Officer Post No:

Faculty / Service: Date: March 2016


Knowledge (including experience & qualifications)Educated to degree standard or equivalent (work experience will be applicable and can substitute for qualifications).

E

Extensive experience of using computer systems (PC based) e.g. Word, Excel, Outlook, Powerpoint, databases and web interfaces.

E

Experience of providing senior/executive administrative support, including drafting correspondence.

E

Experience of creating and implementing new systems and procedures. EExperience of using management information systems to record, report and analyse data and information.

E

Experience of managing meetings and all associated processes and paperwork. EExperience of successful project co-ordination. DExperience of working in Higher or Further Education or public sector experience. DSkillsExcellent interpersonal skills with demonstrable ability to work co-operatively and effectively with staff at all levels including other BU stakeholders.

E

Experience of using electronic document management systems such as Sharepoint.

D

Excellent attention to detail. EExcellent written communication skills. EAbility to assimilate complex information and take decisions. EAttributesA demonstrable commitment to service excellence, continuous professional development and the desire to understand the work of a complex organisation.

E

Ability to develop and maintain professional relationships of respect, trust and support across internal and external stakeholders.

E

Ability to work to deadlines and effectively prioritise a complex and varied workload.

E

Positive influencing skills, proven diplomatic skills and ability to act confidentially. EWillingness to undertake staff development as required. EProactive with a flexible approach to working. E


Job Description

Post/Job Title: Financial Operations Administrator

Postholder:

Ref:






Number of working weeks if term-time only:


Accountable to: Operations Manager

Responsible for or supervises: Not Applicable

Special conditions:

Job Purpose The role is responsible for ensuring the effective administration of financial processes within the Faculty, in accordance with the University’s financial and procurement regulations. This incorporates processing purchase orders, payments, staff expenses and similar transactions. The role is also responsible for preparation and monitoring of part time hourly paid contracts.

The post holder is required to work flexibly with academic and professional support staff, providing a proactive contribution and excellent service.



1. Responsible for monitoring budgets including quarterly reporting and providing analysis on expenditure.

2. Ensure the effective administration of Faculty allocated postgraduate research student development funds. This will include the tracking, monitoring and reconciliation of development fund expenditure, in accordance with the funding guidelines and the University’s financial regulations.

3. To assist in the administration of external funding provided for postgraduate research students such as ESRC or other external research studentships. Liaising as appropriate with internal departments to ensure bursary payments are made, raising orders and making payments for equipment or travel requirements and other items included in the studentship funding.

4. Supporting the Operations Manager in processing capital budget orders which may include obtaining quotes, liaising with suppliers to agree BU terms and conditions and working with procurement to ensure BU regulations are adhered to.

5. Under direction of the Director of Operations responsible for the preparation of part-time hourly paid teaching contracts and PAL contracts ensuring all pre-employment UKVI checking is undertaken. (In the Faculty of Health and Social Sciences this also includes Lecturer Practitioner contracts). Liaising with academic staff, Heads of Department and those providing PAL support to ensure documentation is provided on time and in accordance with agreed teaching allocations.

6. Processing part time hourly paid claim forms ensuring all aspects of Tier 4 compliance eg maximum 15 hours per week limit and PGR term dates are checked. Processing all associated expenses, checking expenditure against budget and the contracts issued. In conjunction with the Operations Manager and/or appropriate Head of Department, resolving any queries or incorrect pay claims that may arise

7. Oversight of Faculty maintenance contracts and software licences, ensuring they are renewed as necessary and on time to maintain licence agreements. This also requires the review of contract terms and conditions, gaining CAF sign off and liaising with Professional Service colleagues.

8. Responsible for ensuring purchase orders are raised and payments made in accordance with the University’s financial regulations. This will require ensuring appropriate budget authorisation has been obtained; orders and payments are correctly coded and approved and requesting any appropriate journal transfers.

9. Responsible for the processing of staff pay claims, purchase orders, payments and expenditure, ensuring the required financial documentation is completed and appropriate budget authorisation has been obtained.

10. Responsibility for a University Visa Purchase Card and ensuring transactions are made in accordance with University financial and procurement regulations. This will also require monthly reconciliation of Visa Card expenditure.

11. Ensure that any overseas travel approval processes, including risk assessments, are completed in accordance with University regulations for


staff travel. Liaise with the BU external travel partner to ensure an excellent service is provided to staff and bookings are made in a timely manner.

12. To be responsible for resolving queries on purchase orders, invoice payments and similar transactions. This will involve liaising with internal staff as well external suppliers and having responsibility for requesting and setting up new suppliers with Finance and Performance.


Dimensions


Internal:

External:






March 2016



Post / Job Title: Financial Operations Administrator Post No:



Knowledge (including experience & qualifications)Educated to Degree standard or equivalent (Work experience will be applicable and can substitute for qualifications)

E

Experience of using computer systems (PC based) e.g. Word, Excel, Outlook, PowerPoint, databases and web interfaces.

E

Demonstrable experience of using financial IT systems to process orders, make payments, track and monitor expenditure.

E

Knowledge of the Higher or Further Education environment; experience of working in a public sector organisation.

D

Ability to understand and implement complex UKVI regulations EExperience of using management information systems to record, report, manipulate and analyse data and information.

E

SkillsExcellent interpersonal skills with demonstrable ability to work co-operatively and effectively with staff at all levels and other BU stakeholders.

E

Ability to build relationships and clearly communicate whilst understanding the requirements of different stakeholders.

E

Ability to liaise with external and internal stakeholders in order to resolve issues. EAbility to organise and implement processes effectively and ensure compliance with University guidelines and regulations.

E

Excellent numeracy skills EExcellent attention to detailAttributesA demonstrable commitment to service excellence, continuous professional development, and the desire to understand the work of a complex organisation.

E

Ability to develop and maintain professional relationships of trust and support with staff and students.

E

Ability to work on own initiative, under pressure and to deadlines when required. EAbility to review, recommend and implement changes to processes and systems. EWillingness to undertake staff development as required. EFlexible approach to working. EProven experience of problem solving. E


Job Description

Post/Job Title: Departmental Support Administrator

Ref:







Accountable to: Faculty Executive Officer

Special conditions:

Job Purpose

The role provides support and administrative assistance to Faculty Heads of Department to enable them to effectively manage their departments. The role will ensure that Departments are supported across a range of activities and the post holder will be proactive, working flexibly across the different tasks involved.


1. Provide administrative support to Faculty Heads of Department to assist with the HR and other operational processes and procedures related to academic staff management. This necessitates exercising appropriate levels of confidentiality, discretion, tact and diplomacy.

2. Provide pro-active and professional support to the Heads of Department in the organisation of departmental meetings, agendas, minutes for non-academic meetings and progressing actions. This will also include co-ordinating and supporting any departmental events which fall outside of the support provided by Events and Conferencing.


3. Supporting the Heads of Department in the collation and timely return of key information, such as allocation of academic staff to support Open Days, student welcome activities and similar.

4. To co-ordinate and maintain academic departmental annual leave records, sickness records and reporting, and monitoring; liaising with the Heads of Department and Executive Officer as appropriate.

5. To co-ordinate and maintain academic departmental probation records and appraisal records, working with Heads of Department to ensure these are completed in a timely manner to support completion of probationary periods and the annual pay progression for academic staff. This will require liaising with the Heads of Department and Executive Officer.

6. To co-ordinate and support the Heads of Departments in academic staff recruitment processes, assisting in the collation of job descriptions, adverts and associated paperwork and liaising with the Executive Officer to ensure completion of established control forms.

7. To co-ordinate and support the Heads of Department in arrangements for academic staff interviews, ensuring all arrangements are in place to deliver an effective interview process.

8. Support the Executive Officer in arranging and booking travel for staff within the Departments.

9. To support and co-ordinate preparation for new academic staff arrival and induction, organising staff cards, IT access and logins, car parking permits, desk and phone locations. Liaising with the Heads of Department to support an effective induction process for new staff members.

10. To arrange room bookings and catering requests for any departmental activities that occur, ensuring that the activity is appropriately coded to the relevant activity.

11. To assist with the co-ordination of arrangements for any departmental office moves, liaising with Heads of Department and the Operations Manager to ensure a smooth and efficient move.

12. Responsibility for the fulfilling the role of DSE Assessor for the Faculty Executive Team, liaising with other DSE assessors in the Faculty to ensure all assessments are completed and maintained.

. Organisation Chart (Please draw or attach a chart using job titles showing clearly the job, immediate supervisor/manager and the subordinate)

Dimensions


Internal: Head of DepartmentHead of Education & Professional Practice

External:




(IT Services only) When on-call, staff must:- be expected to be within one hour travel time of the University be fit and available for work at all times. Be available for contact at all times and mindful of areas where mobile reception is

poor




March 2016



Post / Job Title: Departmental Support Administrator Post No:



Knowledge (including experience & qualifications)Educated to ‘A’ level standard or equivalent (Work experience will be applicable and can substitute for qualifications)

E


E


D

Demonstrable experience of using database or bespoke IT systems to record and extract information.

E

Experience of co-ordinating meetings and events, organising agendas and following up actions.

E


E

The ability to build relationships and clearly communicate whilst understanding the requirements of different stakeholders.

E

Strong written communication skills in order to draft reports and respond to requests for management information.

E

Excellent organisation skills. EAbility to collate and produce reports on a wide range of data. EAbility to organise and implement administrative processes effectively EExcellent attention to detail. EAttributesA demonstrable commitment to service excellence, continuous professional development and the desire to understand the work of a complex organisation.

E

Ability to develop and maintain professional relationships of respect, trust and support between staff and students.

E

Ability to work to deadlines and effectively prioritise a busy and varied workload. EAbility to work on own initiative and as part of a team. EAbility to review, recommend and implement changes to processes and systems. EA methodical approach to process. EWillingness to undertake staff development as required. EFlexible approach to working. E


Job Description

Post/Job Title: Research Support Administrator

Postholder:

Ref:







Accountable to: Operations Manager

Responsible for or supervises: Not Applicable

Special conditions:

Job Purpose: The role is responsible for providing effective administration in support of the Faculty’s research activity. The post holder is required to work flexibly with academic and professional support staff. This may at times include liaison with the postgraduate research student administrator in the Graduate School and staff in the Research and Knowledge Exchange Office.

The post holder will work closely with the Deputy Dean Research and Professional Practice.


1. To assist the Deputy Dean Research and Professional Practice with the collation of research information in support of the Research Excellence Framework, KPI monitoring and Faculty Research Centre activities.

2. To act as the Faculty point of contact for research information, ensuring it is appropriately disseminated and responded to. This will include information relating to University research policies and procedures, information provided by RKEO and the Graduate School, therefore close liaison with those Professional Services will be required.


3. To liaise with Faculty academic staff to ensure they are maintaining data recorded on BRIAN and RED. This will require monitoring and advising when updates need to be made; providing guidance and assistance to support academic staff.

4. To assist with the administration of Faculty research meetings, preparing agendas, taking and disseminating minutes, ensuring actions are appropriately followed through and liaising with the Faculty Postgraduate Research Administrator as required.

5. Co-ordinate and support preparations for Visiting Academics and Research Fellows ensuring appropriate procedures have been completed and arrangements are in place for the duration of their visit. This will include organising staff cards, IT access and any induction requirements needed.

6. To monitor Faculty compliance with the procedures and processes detailed in the University’s Research Ethics Code of Practice, ensuring that systems are in place to ensure academic staff are adhering to Ethics requirements and support administration.

7. To work closely with the Deputy Dean Research & Professional Practice in the allocation of externally awarded income (such as QR). Liaising with the Finance Operations Administrators with respect to spend and monitoring of budgets.

8. Responsibility for processing orders, payments, travel bookings, equipment purchase and other related transactions for postgraduate research students. Ensuring the required financial documentation is completed, appropriate budget authorisation has been obtained.

9. Ensure that any overseas travel approval processes, including risk assessments, are completed in accordance with University regulations for travel that is funded from postgraduate research development funds and other funding as required.

10. Liaise with the Faculty allocated Postgraduate Research Administrator in the Graduate School to ensure effective support for new postgraduate research students. This will include the provision of student cards, IT access, desk allocation and any induction requirements that the Faculty is required to provide.

11. To fulfil the role of DSE Assessor in respect of Faculty postgraduate research students, Visiting academics and Research Fellows and externally funded research staff, liaising with other DSE Assessors in the Faculty to ensure all assessments are completed and maintained.

12. To provide administrative support for Faculty research events where the event does not necessitate support from the University’s Events and Conferencing team.


Dimensions



Internal:

External:






March 2016



Post / Job Title: Research Support Administrator Post No:



Knowledge (including experience & qualifications)Educated to ‘A’ level standard or equivalent (Work experience will be applicable and can substitute for qualifications)

E


E

Demonstrable experience of using database or bespoke IT systems to record and extract information.

E


D

Experience of co-ordinating meetings and events, organising agendas and following up actions.

E


E

The ability to build relationships and clearly communicate whilst understanding the requirements of different stakeholders.

E

Strong written communication skills in order to draft reports and respond to requests for management information.

E

Ability to organise and implement administrative processes effectively. EExcellent organisation skills. EAbility to collate and produce reports on a wide range of data. EAttributesA demonstrable commitment to service excellence, continuous professional development and the desire to understand the work of a complex organisation.

E

Ability to develop and maintain professional relationships of respect, trust and support between staff and students.

E

Ability to work on own initiative and as part of a team. EAbility to review, recommend and implement changes to processes and systems. EAbility to work under pressure and to tight deadlines. EA methodical approach to process; an aptitude for accuracy and attention to detail. EWillingness to undertake staff development as required. EFlexible approach to working. E


Job Description

Post/Job Title: Part time Statistics Administrator

Postholder:

Ref: 3487/IHCS393

Location: Lansdowne Campus

School/Support service: School of Health & Social Care

Normal hours per week: 15(Some flexibility will be required in order to ensure that key time scales and deadlines are met).

Grade: Grade 4

Reporting to: Operations Manager

Responsible to: Academic Administration Manager

Job Purpose:The postholder will work closely with the Operations Manager, Director of Operations and Academic Administration Manager in order to report directly detailed statistical information for the management of student numbers to NHS Commissioners, as well as other reports required by the Directors of Employer Engagement and members of School Executive, and to the NHS and HEFCE clients.

The postholder will have an exceptional understanding and knowledge of Statistics and presenting in Excel spreadsheets, analysis and data base systems and will have a logical and analytical approach to their work.

The postholder will lead the project around the NHS reporting tool, Intrepid Learner Database, and the implementation and maintenance of such. They will work closely with all staff to ensure that student status, including those on interrupt and withdrawal is up to date and therefore reported accurately.

Main Responsibilities:

1. To be responsible for the successful implementation of the Intrepid Learner Database project as directed by HE Wessex, Commissioners to Bournemouth University. Liaising with NHS colleagues, to ensure that all data uploaded to the system is correct – thus ensuring that the appropriate income is received by the Faculty. Close working with the Business Accountant will be necessary to sense check any returns.

2. Working with the Directors of Employer Engagement, other Senior staff and Programmes Administration Team to produce monthly, quarterly and ad hoc reports in line with NHS and HEFCE contract requirements, including highlighting and describing key features that underline the detailed statistical information.


3. Leading, in conjunction with the UG Senior Programmes Administrator, the administration team to ensure successful data management of complex and detailed databases (including but not exclusively Unit-e, SITS, NTS, megalists, IPRs and their successor databases) that inform the statistical reporting requirements at 1 above, on student applications, recruitment, enrolment, examination and transfer boards, attrition, progression and completion.

4. Working alongside the AAM and Operations Manager, UG Senior Programmes Administrator and Directors of Employer Engagement to prioritise the development of other databases, spreadsheets and reports requested on an ongoing basis.

5. Ensuring students completing pre registration nursing, midwifery and ODP courses are notified to their respective registration authorities (NMC and AODP). Ensuring statutory declarations of health and good character are completed and reported appropriately.

6. Work with central Professional Support Staff to ensure statutory declarations of health & good character are available as part of the enrolment process. This will require annual review.

7. Ensuring that succession planning is achieved through the supervised sharing of knowledge and training of other staff (including but not exclusively the IPR, and their successor systems).

8. Working with other teams within the Faculty to promote best use of the postholder’s statistical skills and excel expertise to be able to offer guidance and expert solutions to improve working and streamline practices and data availability.

9. Advising the Academic Administration Manager, Operations Manager and UG Senior Programmes Administrator on the up-keeping and development of spreadsheets/databases, spreadsheets and reports, the linking of worksheets and using complex formulas to produce statistical tables and reports.

10.Daily use of database and spreadsheet systems to gather, check and resolve queries in relation to information for reporting.

11.Contributing to the review and implementation of new and current systems.12.Any other appropriate administrative tasks as required in respect of the efficient

administration of the school as required by the Academic Administration Manager

Organisational Chart

Organisationally and administratively, responsible to the Academic Administration Manager for the content and format of internal and external reporting requests, unrelated to contract reporting.

For the content and format of timely contract related reports, responsible to the Director of Operations and Operations Manager.

Dimensions:


Academic Administration Manager

Under Graduate

Senior Programmes Administrator

Administrative Assistant

Statistics

Operations Manager

Under Graduate

Programmes Administrators

1800 undergraduate students, on at least six qualification and six other programmes, principally over 2 and 3 years duration, for two NHS clients and the HEFCE, plus a number of Post registration health programmes.

Contacts:Internal FHSS Director of OperationsDirectors of Employer EngagementFHSS Operations ManagerFHSS Academic Administration Manager

FHSS Faculty ExecutiveFHSS Academic staffFHSS Administrative staffAcademic and Student ServicesStudents

ExternalNHS and social care organisationsProfessional bodies

Challenges:Working closely with various teams supporting the Faculty and programme delivery as well as the senior academic management team. Working closely with the NHS with the ability to meet regularly changing priorities in terms of statistical reporting. .

NB: The purpose of this job description is to indicate the general level of responsibility of the position. The duties may vary from time to time without changing their general character or level of responsibility

Bournemouth University is a No-Smoking Environment.

October 2015




Post / Job Title: NHS Statistician Post No:

Faculty / Service: Date: October 2015


Knowledge (including experience & qualifications)Educated to at least degree standard (Masters preferred) in relevant subject area or equivalent (Work experience will be applicable and can substitute for qualifications)

E

Experience of using computer systems (PC based) e.g. Statistical Packages, Word, Excel, Outlook, PowerPoint, databases and web interfaces.

E

Proven experience of statistical analysis and data interpretation EProven experience of manipulating databases in excel at a high level, using complex formula and analyse outputs.

E

Knowledge of working with large external organisations such as NHS. EKnowledge of the Higher or Further Education environment; experience of working in a public sector organisation.

E

Highly analytical, able to analyse information and take decisions EAbility to assimilate complex information and recommend decisions ESkillsExcellent interpersonal skills with demonstrable ability to work co-operatively and effectively with staff at all levels and other BU stakeholders.

E

Ability to build relationships and clearly communicate whilst understanding the requirements of different stakeholders, both external and internal.

E

Ability to liaise independently with external and internal stakeholders in order to resolve issues in relation to statistical information and analysis.

E

Ability to organise and implement administrative processes effectively and ensure compliance with University guidelines and regulations as well as external stakeholder requirements.

E

Excellent numeracy skills. EHighly developed attention to detail. Ability to identify discrepancies and differences in data.

E

AttributesA demonstrable commitment to service excellence, continuous professional development, and the desire to understand the work of a complex organisation.

E

Ability to develop and maintain professional relationships of trust and support with external stakeholders and staff.

E

Ability to work on own initiative, under pressure and to deadlines. EAbility to review, recommend and implement changes to processes and systems internally and for external stakeholders.

E

Willingness to undertake staff development as required. EFlexible approach to working. EProven experience of problem solving. E


Appendix D

Equality Assessment Template1. Background Answer1.1 What policy is being assessed or reviewed? The Faculty Finance and Resource Review consultation

document.1.2 What are the aims of the policy? The proposals outlines the aim to create a common support

model within the administrative support structures to establish consistency across Faculties, provide greater alignment with associated roles, enable more streamlined support processes and provide flexibility and resilience across the organisation.

1.3 Who is affected by the policy? Those staff whose roles within the four Faculties provide support for finance, resources, operations, departmental administration and Faculty Executive. The four Faculties being – Science & Technology, Management, Media & Communication and Health and Social Sciences

1.4 Who supported you and why to complete the first assessment or this review? Support from within HR2. Equality information Answer2.1 For existing policies, what equality information have you used as referenced in Table 2 of the

guidelinesRelevant data has been considered which includes staff equality data.

2.2 If this is a new policy, what equality information will be used to monitor the impact as referenced in Table 2 of the guidelines

Whilst we do not anticipate any negative effects of the change, we will monitor all feedback on a regular basis

3. Equality relevanceWhen undertaking an assessment policy owners are required to complete the equality relevance table by indicating whether or not the policy has a: positive impact (PI), negative impact (NI) or no impact (NO). Any decision taken when completing this table will need to take into consideration available equality information.

Age

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3.1 Does the BU policy have a positive, negative or no impact in terms of addressing prejudice by fostering good relations among people with a protected characteristic and those who do not at the University?

NO NO NO NO NO NO NO NO NO

3.2 In advancing equality of opportunity, does the BU policy have a positive, negative or no impact in terms of removing or minimising disadvantages suffered by people at the University due to their protected characteristics?

NO NO NO NO NO NO NO NON/A


Equality Assessment Template

Equality relevanceWhen undertaking an assessment policy owners are required to complete the equality relevance table by indicating whether or not the policy has a: positive impact (PI), negative impact (NI) or no impact (N). Any decision taken when completing this table will need to take into consideration available equality information.

Age

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3.3 In advancing equality of opportunity, does the BU policy have a positive, negative or no impact in terms of taking steps to meet the needs of people with certain protected characteristics where these are different from the needs of other people at the University?

N N N N N N N NN/A

3.4 In advancing equality of opportunity, does the BU policy have a positive, negative or no impact in terms of encouraging people with certain protected characteristics to participate in all activities at the University where their participation is disproportionately low?

N N N N N N N NN/A

3.5 Does the BU policy have a positive, negative or no impact in terms of seeking to eliminate unlawful discrimination, harassment, victimisation and any other conduct prohibited by the Act (Equality Act, 2010) at the University?

N N N N N N N NN/A

4. Decisions/ Feedback/ Approval Answer4.1 What are the decision outcomes as outlined in Table 3 of the guidelines as part of the first

assessment or at the review stage?Potentially make change to the Proposal (following consultation feedback) to ensure it does not adversely affect groups of people, or miss opportunities to affect them positively. This can involve taking steps to mitigate adverse effects, or to bolster or tailor positive ones

4.2 In what way have the decision outcomes changed since the first assessment? N/A4.3 What actions need to be taken to promote/share any positive impact as part of the first

assessment or review?No impact identified. Where appropriate reasonable adjustments will be made for staff with a disability regarding any interview and selection activities

4.4 What actions need to be taken to mitigate any negative impact as part of the first assessment or review?

N/A

4.5 Who completed this first assessment or review? HRDate for assessment review Initially at completion of consultation.


Documents

intranetsp.bournemouth.ac.uk · Web viewBOURNEMOUTH UNIVERSITY. Faculty Finance & Resource Review. REVIEW. OF STRUCTURE. PROPOSAL FOR . CONSULTATION. 26 April 2016. Contents. Introduction