Programme Administration Manager - Dentistry - College of Medical and Dental Sciences - 54630 - Grade 7

Position Details

College of Medical and Dental Sciences

Location: University of Birmingham, Edgbaston, Birmingham UK

Full time starting salary is normally in the range £34,980 to £44,263 with potential progression once in post to £46,974

Grade: 7

Full Time, Permanent

Closing date: 28th April 2024

Zoom Info Session

If you are unsure as to whether this is the role for you, have any questions, or just want to learn more, we invite you to join us at the "UoB Programme Administration Manager Info Session". This will be an open session where you can learn more about the role, ask questions, and hear more about what it's like to work at the University of Birmingham from a current Programme Administration Manager. Please see below for details:

When: 24^th April 2024 at 3pm

Register in advance for this meeting by emailing Philippa McLeish   

After registering, you will receive a confirmation email containing information about joining the meeting.

Our offer to you

People are at the heart of what we are and do.

The University of Birmingham is proud to have been a part of the City of Birmingham and the wider region for over 100 years, and we are equally proud to be recognised as a leading global university. We want to attract talented people from across the city and beyond, support them to succeed, and celebrate their success.

We are committed to helping the people who work here to develop through our sector-leading Birmingham Professional programme which provides all professional services staff with development opportunities and the encouragement to reach their full potential. With almost 5,000 professional services jobs in a wide-range of functions in Edgbaston and in our campus in Dubai, there are plenty of opportunities for you to be able to develop your career at the University.

We believe there is no such thing as a typical member of staff and that diversity is a source of strength that underpins the exchange of ideas, innovation, and debate. We warmly welcome people from all backgrounds and are committed to fostering an inclusive environment where diversity is at the heart of who and what we are, and how we work.

Supporting our people to achieve a healthy work/life balance is important both to our employees and to the success of the University and, depending on the role, we offer a variety of flexible working arrangements. We therefore welcome discussions on all forms of flexible working. In addition, you will receive a generous package of benefits including 40 days paid holiday a year, one paid day a year for volunteering, occupational sick pay, and a pension scheme. We also have three high quality subsidised day nurseries.

The University is situated in leafy Edgbaston and there are excellent transport links to our beautiful campus, including main bus routes and a train station on site. On campus we have a state-of-the-art sports centre with pool, shops, places to eat and drink, our own art gallery, museum and botanical gardens.

Find out more about the benefits of working for the University of Birmingham

Background

We have an exciting opportunity for a Programme Administration Manager to join our diverse and vibrant Education support teams supporting students and staff across the University. We are passionate about providing service excellence and the role will offer you the scope to contribute by proactively leading a team and identifying ways of enhancing the student experience, providing guidance and advice and supporting the successful delivery of academic programmes.

You will be part of the Education Services and Support team within the College of Medical and Dental Sciences which consists of over 100 Professional Services staff who work together to support and enable the delivery of education across Undergraduate and Postgraduate Programmes. 

You will work in collaboration with senior professional services and senior academic staff to provide advice and influence change to ensure successful delivery of the undergraduate Dental programme. You will be responsible for staff management and be accountable for the leadership of the Professional Services Team supporting delivery of the programme. 

Role Summary

To lead and manage a diverse team of Professional Services staff to deliver an effective and efficient administrative service for the Undergraduate Dental programmes in the College of Medical and Dental Sciences.

The post holder will be part of the Education Services and Support team within the College of Medical and Dental Sciences which consists of over 100 Professional Services staff who work together to support and enable the delivery of education through our academic colleagues across Undergraduate and Postgraduate Programmes. 

Main Duties

• Manage, develop and support a team of Education Support Team Managers, Senior Education Support Administrators, and Education Support Administrators.
• Responsible for developing and delivering an administration service that is compliant, accurate, and consistently meets the required quality and delivery standards.
• Maintain an up-to-date knowledge of University regulations, policies and procedures, and regularly provide technical advice, guidance and support to colleagues, ensuring in particular that the administration team have the level of knowledge and understanding to enable them to work to the requirements of their roles. 
• Recruit and develop staff, ensuring that they have sufficient training, knowledge and understanding of regulations, processes and systems to do their job well.
• Review, audit and analyse programme and student data across the programmes, ensuring all information and reporting is accurate. 
• Analyse and develop insights from the data to propose improvements during programme and module evaluation and reviews.
• Support the Academic Team to develop the annual teaching and assessment calendar, to ensure that activities are scheduled appropriately in line with requirements of the University and the Regulator.
• Investigate and respond to the more complex queries and complaints to ensure that great customer service is delivered to internal and external customers.
• Proactively review administrative processes and ways of working to improve the effectiveness, efficiency, and consistency of the programme administration service.
• Represent the programme administrative service at relevant Committees (this could include the Staff Student Forum, Curriculum Development Committees, Examination Boards and other groups/Committees as required).
• Develop and maintain excellent working relationships with external placement providers to ensure that student placements and assessments can be managed and supported, dealing proactively with any issues that arise.
• To take an active role in one’s own professional development and to undertake any activities and projects in support of team objectives as reasonably required.
• To make a significant contribution to working groups that focus on continuous improvement, particularly in relating to business processes and service standards to support the administration of taught programmes. 
• Undertake other duties as may be necessary from time to time be determined by the Deputy Director of Operations – Education and Head of Operations UG Programmes.
• Promotes equality and values diversity acting as a role model and fostering an inclusive working culture.

Required Knowledge, Skills, Qualifications, Experience

• Qualified to Degree level or equivalent plus practical managerial experience or significant relevant experience demonstrated through increasingly more demanding roles evidencing the experience necessary for this role
• Proven track record of successfully managing a diverse team
• Experience of working in a complex organisation with diverse stakeholders
• Ability to develop new models of delivering the service
• Highly proficient IT skills, including the MS Office. You should be confident and able to quickly learn new IT skills and software packages as required as in-house systems are used
• Excellent organisational, communication and relationship building skills with the ability to deal confidently with a range of stakeholders including senior managers, academic staff and staff at all levels of the organisation and externally with key stakeholders in the NHS
• Ability to negotiate and influence the direction of the service
• Proven project management and budgetary management experience 
• Experience of sourcing, and analysing management data 
• Knowledge of the protected characteristics of the Equality Act 2010, and how to actively ensure in day to day activity in own area that those with protected characteristics are treated equally and fairly

Dimensions

This role is a broad management one, managing a diverse team including managing a wider team of Education Support Team Managers, Senior Education Support Administrators, and Education Support Administrators. The role will contribute to budget forecasting (where relevant) and monitoring for the programmes. The post holder will work flexibly and proactively with the Team to ensure the objectives of the team are met.

Planning and Organising

The role co-ordinates and integrates the work of the Education Support Team. They need to forward plan, create programme delivery plans, and manage the workload of the team so that deadlines can be met, and an excellent service delivered.

Problem Solving and decision making

The role works within defined requirements, systems and processes, but it does proactively identify and recommend improvements and enhancements to those systems and procedures. It will also be expected to review and improve local processes. The focus of the role is therefore on improvements and making sure the College and programmes get the most out of the processes.

The role will take the day-to-day operational decisions relating to overall programme administration and will support the Programme Leads in reaching informed decisions about the programme delivery.

Internal and External relationships

The role is a key liaison and co-ordination role, and as such has a wide range of internal stakeholders.

• Heads of Operations and fellow Programme Administration Managers 
• Education Support Team Managers, Senior Education Support Administrators and Education Support Administrators
• Academic staff and Programme Leads
• Students
• Other Professional Services colleagues, such as the HEFi Digital, College Student Services Team, Finance, HR etc.
• External Partners – Placement providers, Regulator etc.

Further particulars can be found here

Informal enquiries to Philippa McLeish, email:  

View our staff values and behaviours here  

We believe there is no such thing as a 'typical' member of University of Birmingham staff and that diversity in its many forms is a strength that underpins the exchange of ideas, innovation and debate at the heart of University life. We are committed to proactively addressing the barriers experienced by some groups in our community and are proud to hold Athena SWAN, Race Equality Charter and Disability Confident accreditations. We have an Equality Diversity and Inclusion Centre that focuses on continuously improving the University as a fair and inclusive place to work where everyone has the opportunity to succeed. We are also committed to sustainability, which is a key part of our strategy . You can find out more about our work to create a fairer university for everyone  on our website .