Job Description

The role oversees day-to-day operations, coordinates departmental initiatives, manages resources and budgets, and supervises a small administrative team. The incumbent works closely with internal and external stakeholders to ensure effective service delivery and support the achievement of departmental objectives.

Key Responsibilities

1. Strategic and Operational Support

• Support the Senior Associate Director in the development and implementation of departmental strategies, plans, and priorities.
• Coordinate and monitor the execution of key initiatives, ensuring timely delivery of objectives and outcomes.
• Review and improve administrative processes and workflows to enhance operational efficiency and service quality.
• Support the preparation of reports, presentations, and management papers for leadership discussions and decision-making.

2. Administration and Operations Management

• Oversee the day-to-day administrative operations of the department to ensure smooth and effective functioning.
• Develop, implement, and monitor administrative policies, procedures, and service standards.
• Coordinate procurement, facilities, inventory, records management, and other operational requirements.
• Ensure compliance with University policies, governance requirements, and administrative guidelines.

3. Team Coordination and Staff Development

• Supervise and guide administrative staff, ensuring effective service delivery and operational support.
• Support staff development through coaching, training, and performance management.
• Foster a collaborative and service-oriented team culture.

4. Financial Administration and Resource Management

• Assist the Senior Associate Director in budget planning, monitoring, and resource allocation.
• Track expenditures and prepare regular financial and operational reports.
• Ensure prudent utilisation of departmental resources and compliance with financial policies and procedures.

5. Stakeholder Management and Coordination

• Serve as a key point of contact with management committee, administrative offices, students, and external partners on operational matters.
• Coordinate cross-functional activities and facilitate effective communication across stakeholders.
• Support the Senior Associate Director in managing partnerships and collaborative initiatives.

6. Programme and Event Administration

• Oversee the administration and logistics of training programmes, workshops, seminars, and departmental events.
• Coordinate programme planning, communications, budgeting, and post-event reporting.
• Monitor programme effectiveness and recommend improvements where appropriate.

7. Communications and Outreach

• Manage departmental communication channels, including website and social media platforms.
• Ensure timely, accurate, and consistent dissemination of information regarding departmental activities and initiatives.
• Support the development of communication materials, reports, and publicity content.

8. Staff Wellness and Engagement

• Support the coordination and implementation of staff wellness, welfare, and engagement initiatives.
• Liaise with relevant stakeholders to facilitate programme administration and communications.

The level of the position will be commensurate with the candidate’s relevant years of experience and please note that this is a contract role. 

Qualifications

• A recognised university degree.
• Relevant experience in administration, operations, programme management, or a related field.
• Experience in managing operational processes and supporting organisational initiatives.
• Experience supervising staff and managing day-to-day administrative functions would be an advantage.
• Experience working in a higher education, research, healthcare, public sector, or similarly complex environment would be advantageous.
• Demonstrated ability to work collaboratively with diverse stakeholder groups and manage competing priorities effectively.

Required Skills and Competencies

• Strong organisational and administrative management skills, with the ability to manage multiple priorities a500nd deadlines effectively.
• Good understanding of administrative processes, business operations, and service delivery in a complex organisational environment.
• Strong project coordination and implementation skills, including the ability to manage timelines, resources, and stakeholders.
• Experience supervising and developing staff, with the ability to provide guidance and support to a small team (typically 1-2 direct reports).
• Strong interpersonal and stakeholder management skills, with the ability to build effective working relationships across different levels of the organisation.
• Excellent written and verbal communication skills, including report writing and presentation preparation.
• Sound financial administration skills, including budget monitoring, expenditure tracking, and resource management.
• Strong analytical and problem-solving abilities, with a proactive approach to identifying and addressing operational issues.
• Proficiency in Microsoft Office applications and collaboration platforms.
• Attention to detail, adaptability, and a commitment to continuous improvement and service excellence.