job profile job details job title: administration manager reports to: chief finance officer department: operations grade: acu

JOB PROFILE
Job Details
Job Title: Administration Manager
Reports to: Chief Finance Officer
Department: Operations
Grade: ACU grade E
Overall Purpose of Job
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To manage the ACU’s provision of administrative support services
to three external organisations, ensuring the ACU delivers high
quality professional administrative services and maintaining a
good working relationship between the ACU and these clients.
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The largest of these organisations is SEDA (the Staff and
Educational Development Association), a membership association for
those working to improve teaching and learning in higher
education. In addition, there is ICED (the International
Consortium for Educational Development) and HEDG (the Heads of
Educational Development Group), also membership associations
concerned with teaching and learning in HE.
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The post holder will also be responsible for managing the ACU’s
Academic Promotions Assessments scheme.
Main Areas of Responsibility
Staff and Educational Development Association (SEDA)
Management responsibilities:
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Running the SEDA administration office, including line-managing
the Events and Publications Officer and Administration Assistant,
to ensure that the association runs effectively and successfully
delivers its many and varied products and services, including:
membership, courses, professional recognition and accreditation
schemes, conferences and events, publications, small grants, as
well as several externally funded projects.
Governance responsibilities:
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Servicing the SEDA Executive Committee (Board of Trustees).
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Managing the annual trustee election and appointment process.
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Advising trustees on constitutional matters and ensuring they act
constitutionally.
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Ensuring that SEDA meets its statutory obligations with regards to
the Charity Commission and Companies House.
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Servicing the Annual General Meeting and co-ordinating the
production of the SEDA Annual Report.
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Ensuring SEDA is compliant with GDPR legislation.
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Co-ordinating the annual renewal of SEDA’s insurance cover.
Administration responsibilities:
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Ensuring that administrative procedures and policies are fit for
purpose and correctly followed/upheld, as well as improving and
innovating new processes and policies.
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Servicing the Professional Development Framework, Services and
Enterprise and Scholarship and Research committees.
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Planning and managing the annual membership renewals process.
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Administering the SEDA Professional Development Framework
accreditation scheme and leading on the administration of SEDA’s
courses, fellowships and small grants scheme.
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Administering the Educational Development Initiative of the Year
and Roll of Honour award schemes.
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Overseeing the planning, management and delivery of SEDA’s two
annual SEDA conferences.
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Co-ordination of occasional marketing activities and administering
one-off meetings/short-life working groups.
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Administration of occasional externally funded projects, including
monitoring income and expenditure.
Database and website/online presence:
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Management of the in-house SEDA data-base – having a good
understanding of its underlying structure and an overview of the
data content.
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Management and ongoing development of SEDA’s website – including
having a good knowledge of the CMS and back-end workings of the
website, updating the site and trouble-shooting problems
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Co-ordinating SEDA’s various online systems, such as Adobe
Connect, Moodle, Canvas.
Contract management responsibilities:
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Monitoring workloads and schedules to ensure that ACU can deliver
on its contract with SEDA, highlighting and proposing solutions to
problems as they arise, such as how a new SEDA initiative can be
delivered.
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Organising the annual contract review meeting between ACU and
SEDA.
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Acting as the interface between the administration staff and
SEDA’s various officers and committee members and therefore
maintaining an overview of the entire SEDA operation and ensuring
everyone is kept up to date.
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Working closely with the SEDA Treasurer to ensure that activities
are costed appropriately and remain within budget.
International Consortium for Educational Development (ICED)
To manage the ACU’s provision of administrative services to the
International Consortium of Educational Development (ICED); includes
servicing the ICED Council and Board of Trustees – the Council meets
annually in one of the member countries, which will be Zurich,
Switzerland in 2020, and the Board meets online 4/5 times per year;
advising the Board and Council on constitutional matters; ensuring
ICED meets its statutory obligations as a charity and a company;
managing the annual trustee election process; liaising with the
Treasurer and ACU finance staff regarding the association’s finances
and accounts; membership administration and website maintenance.
Heads of Educational Development Group (HEDG)
To oversee the ACU’s provision of administrative services to the Heads
of Educational Development Group (HEDG). (The majority of this work
will be carried out by the Events and Publications Officer).
ACU’s Academic Promotions Assessments scheme
To supervise the work of the Administration Assistant on this scheme
to ensure that all promotions assessments are carried out
satisfactorily and all invoices and payment requests are received and
paid.
Applied Knowledge, Skills and Expertise
Essential:
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Educated to degree level.
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At least five years’ experience of working in an administrative
role, ideally in a membership association/charity environment.
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Proven use of organisational and planning skills to successfully
manage multiple and varied work streams.
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Proven ability to ensure smooth running business processes.
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Experience of line-management and/or planning and supervising the
work of others.
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Ability to work autonomously and use initiative to tackle and
solve problems independently.
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Effective decision making ability.
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Ability to be thorough and pay close attention to detail.
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Ability to establish good working relationships with internal and
external colleagues, including ability to act with tact and
diplomacy.
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Good oral and written communication skills.
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Experience of servicing committees and/or working with committees.
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Experience of governance work, especially in the charity sector.
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Experience of conference and event organisation.
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Experience in the use of Microsoft Office packages (including
Word, Excel and Outlook).
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Experience of using databases.
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Ability to learn quickly, for example to gain a quick
understanding of new processes, policies and systems.
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Ability to work as a member of a team with a positive, lively,
enthusiastic and flexible approach to the work.
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Knowledge of and experience of working with websites and/or social
media channels.
Desirable:
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An interest in and/or experience of the higher education sector.
Additional Information
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The Asylum and Immigration Act 1996 requires the ACU to obtain
evidence of immigration status and eligibility to work in the UK
from new employees. If you are invited for an interview, you will
be asked to show appropriate documentary evidence of your
eligibility to work in the UK when you attend. The ACU cannot
sponsor candidates for this role.
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During peak times the postholder may be required to work beyond
normal working hours.
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The postholder must be willing to travel within the UK and
(occasionally) overseas.
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The post holder will be expected to attend occasional events and
meetings in the evenings or at weekends.
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The post holder is expected to carry out other duties which are
broadly consistent with those described in accordance with the
changing needs of the department and the requirements of the job.
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The postholder must be committed to the ACU’s ethos and values and
comply with policies and procedures, including Equality and
Diversity policies.

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