The Senior Business Manager (Operations) within the School of Mental Health and Psychological Sciences (MHaPS) at the Institute of Psychiatry, Psychology & Neuroscience (IoPPN) will provide senior management and oversight across the School’s operations activity of education, space, people, and projects. The role will work across the relevant Faculty teams and liaise with key contacts in the university Directorates to ensure the effective running of the Operations cluster within the School.
Working with the Head of School Operations and Faculty Professional Services Leads, the role is responsible for administration of the School’s operations portfolio, ensuring the smooth running of the School’s UG, PGT and PGR courses alongside the dedicated Education Support Team (EST), overseeing and maximising efficiencies for the School’s space estate, ensuring correct H&S and asset management processes and delivering on the School’s people plan – embedding the principles of culture, equality, diversity and inclusion (CEDI) across the School and leading on significant projects and initiatives. .
The role will provide high level support, including strategic, financial, and resource information for the Head of School and Heads of Department, ensuring efficient and effective operational management within business operations through managing a team of business operations staff. They will ensure that work is properly assigned, adequate training and support is provided and develop a high-performing and solutions focused team.
The role would suit someone who has experience of managing and developing a team, is proactive in identifying areas for efficiencies through understanding day-to-day operational detail and linking to bigger picture initiatives and is able to build and maintain effective collaborative working relationships across organisational units.
The role will provide individuals with a wide variety of experience and skills working across multiple operational functions in a large and complex organisation, supporting the individual to progress their career within operations and senior management across the University.
This post will be offered on a full-time, indefinite contract.
- Manage the financial and HR administration related to UG and PGT education programmes alongside the School Education Leads.
- Manage the transfer and allocation of bench fees, setup of studentships, stipends, and project/placement costs for PGR students.
- PhD support – maintaining individual funding, budget, and support; including support of the PhD committees.
- Coordinate the day-to-day administration for the efficient running of short and executive courses and support the start-up of any new short and executive courses.
- Provide pastoral support to PGR students, problem solving local issues and re-directing to specialised support.
- Develop and support the implementation of a School-based space strategy alongside the School Executive and Faculty Head of Technical Services to better utilise space across all Departments.
- Manage School-based space moves and queries, liaising with Estates and Facilities as required.
- Work with the Faculty Head of Technical Services on asset management and plans for archiving and storage management.
- Lead on School-based business continuity plans.
- Oversee health & safety support and estates management for School, addressing issues alongside the Faculty Health & Safety Manager.
- Oversee School/Departmental risk assessments and ensure incidents are managed in accordance with these.
- Support the School Executive in ensuring an inclusive School culture that empowers individuals to identify and feel a sense of belonging within the School/
- Identify and lead on implementation of School-based CEDI initiatives, working with the School CEDI Lead and core CEDI team to align these with Faculty priorities.
- Ensure that the School’s processes and decision-making are transparent and representative of the diversity of the School’s community.
- Monitor and review CEDI headline data and provide regular reports to the School Executive to inform decision making.
- Develop and implement a School induction for new starters.
- Oversee and manage the general support for the yearly completion of professional development reviews for all staff in the School.
- Support the Head of School Operations in matters related to administration of performance management and staff development or training,
- Work alongside the School Communications Manager to ensure effective communication within the School on various initiatives and projects.
- Provide project and change management support for School-based initiatives (including but not limited to staff well-being, sustainability, and other initiatives the School leadership prioritise)
- Actively promote the utilisation of more advanced technological systems (e.g., Power Platforms and PowerBi) to improve processes and inform decision making.
- Responsible for ensuring the School’s governance is running efficiently (viz. support for running of committees/meetings) and where possible, suggesting improvements to the Head of School Operations and Head of School.
- Facilitate PS staff involvement on cross-School projects and identify suitable initiatives.
- Work closely with PS staff across the School to embed new ways of working and realise benefits brought about by hybrid working.
- Overall line management responsibility for staff within the School’s Operations cluster, supporting their personal development, facilitating a collaborative solution-focused team environment, delegating work effectively and setting standards for administrative procedures and processes.
- Identify, implement, and continuously review data and processes to ensure delivery of responsibilities.
- Keep up to date with relevant training, policies, and processes.
- Deputise for the Head of School Operations as required.
- Actively contribute to relevant School and Faculty governance committees, acting as co-lead for the Faculty Operations cluster network.
- Establish strong working links with University Directorates; Estates & Facilities, IT, Organisational Development, Equality, Diversity & Inclusion.
- Facilitate an inclusive culture and ethos working across the IoPPN community.
- Spend up to 15% of time contributing to cross Faculty / University initiatives and professional development (in discussion with line manager).
School specific responsibilities:
- Oversee & support all aspects of HEE commissioned programmes, from the bidding process to the general administration such as ensuring duty of care and managing the substantial stream of teaching income (~£5m), compliance with HEE contractual obligations, maintaining clear financial auditable records, managing partner NHS Trust recharges and the high level of contract changes
- Provide administrative support around accreditation for HEE commissioned programmes.
This job description reflects the core activities of the post. There may be changes in the emphasis of duties and it is expected that the post holder recognises this, adopting a flexible approach to work and willingness to participate in training. Day-to-day activities and responsibilities will be determined by the School priorities and needs and will inform specific objectives and tasks to be undertaken by post holders.
Skills, knowledge, and experience
1. Substantial knowledge and experience of business operations acquired through relevant managerial level roles, demonstrating a specialist level of knowledge and expertise.
2. Significant experience of applying regulatory frameworks (education, health & safety) in a large and complex organization and communicating policies and procedures to colleagues.
3. Highly proficient level of financial numeracy and experience of data analysis and reporting in relation to business operations.
4. Experience of successfully delivering projects and initiatives with multiple stakeholders that have medium to long-term impact.
5. Highly proficient IT skills (including Excel, Word, PowerPoint) and experience of utilizing specialist systems and software for business operations.
6. Excellent administration and organisational skills to manage multiple competing priorities whilst ensuring a high degree of attention to detail.
7. Experience of managing and developing high performing teams, embedding the principles of culture, equality, diversity, and inclusion across all aspects of the teams’ function.
8. Effective at working independently and as part of a team, able to take own initiative with a proactive approach to complex problem solving.
1. Experience of change management and applying principles to a significant change initiative.
2. Experience of developing a culture of continuous improvement around systems and processes.
Candidates are strongly encouraged to specifically address the essential criteria outlined in the Person Specification in their covering letter
The School of Mental Health & Psychological Sciences encompasses the four departments of Psychology; Social Genetic & Developmental Psychiatry; Health Services & Population Research; and Biostatistics & Health Informatics. It includes more than 100 Principal Investigators, with research programmes spanning a range of areas from childhood to old age, from basic research through treatment development and implementation, and on to healthcare and society. It is home to many of the basic and evaluative sciences (e.g. psychology, health economics, statistics, informatics) that underpin research at the faculty; and expertise (psychology, service research and improvement science) that improves the impact of scientific breakthroughs at KCL and King’s Health Partners. It is also home to King’s first BSc Psychology Programme that launched in 2015 and continues to have a thriving cohort.