Admin Manager

Role

Title:

IS Administration Manager

Grade and Salary: Grade 6, £31,236 - £36,636 per annum

FTE and working pattern: Full-time (35hrs per week) Open-ended

Reward and Benefits:33 days annual leave, plus 9 buildings closed days for all full time staff. Use our total rewards calculator: to see the value of benefits provided by Heriot-Watt University.

Lead. Improve. Transform.

Are you an experienced administrator ready to take the next step into operational management?

Heriot-Watt University's Global Information Services Directorate is looking for a proactive, digitally-minded IS Administration Manager to lead a small professional team and help deliver the services that underpin a modern, global university.

This is not a traditional administration role. You'll be responsible for driving efficient, digital-first administration across Information Services, managing key operational processes, supporting senior leaders, leading a team of three, and identifying opportunities to improve services and deliver value for money.

The Global Information Services directorate at Heriot-Watt University provides a range of services to support, promote and supply information, information skills and infrastructure to support a modern research-intensive university in a global setting. This straddles academic library provision alongside a range of technical services and systems such as IT and AV services, systems and support for learning & teaching, research & enterprise, operational effectiveness.

It is an integrated global service, providing services to students, staff, applicants, alumni, external users across all five campuses based in Edinburgh, Galashiels, Orkney, Dubai and Malaysia.

The IS Admin team is responsible for providing a comprehensive administrative management and support service to the IS Directorate, supporting the Global Director of IS, the IS Leadership Team and each of the Divisions within the directorate.

The IS Admin manager will lead the IS Admin team within the Information Services Directorate in providing administrative support and secretarial support to all members of the Global IS directorate. The role holder is a member of the IS leadership team.

• Managing the IS Admin processes and services, including finances, purchases procurement and software asset management totally c £5m. Identify and manage potential savings for the University particularly within the software budget. Provide information to the IS Finance Business Partner on a regular basis to assist with finance reports and budget planning. Raising purchase orders for goods and services required for the IS Directorate checking appropriate processes in line with the University Financial Regulations
• Managing and motivating team members, line management of 3 staff and completion of annual performance development reviews. Staff recruitment, induction, and preparation of training materials including personal development plans. Providing cover for team members
• Developing and creating digitised administrative processes to drive efficiency in a busy and fast paced professional service directorate. Developing and maintaining an up-to-date service level catalogue with the range of services and support provided by the IS Admin team. Managing the IS Admin SharePoint document management system. Managing information in line with the University’s records management policy
• Provide administrative support to the British Sign Language co-ordinator including raising purchase orders, reconciling invoices, raising sales invoices, processing Access to Work documentation
• Managing the administration of the University staff mobile phones estate, maintaining an up-to-date asset register, raising purchase orders, invoice reconciliation. Managing the student laptop and technical equipment loan scheme alongside the Student Services & Library Customer Service teams.

• Liaison with global IS divisions in support of service delivery and sharing expertise. Managing and monitoring the team’s service desk queue

• Part of the IS leadership team, supporting the Global Director of IS, delegating for them as required