Systems Manager Candidate Information Pack
QMUL is a unique, world- class global University with a long, proud and distinctive history. As one of the UK’s leading research-focused higher education institutions, we have more than 28,000 students, 4,400 staff and an annual turnover of £512m.
Contents
• Message from the President and Principal
• About Queen Mary, University of London
• The role of Systems Manager
• Job Description and Person Specification
• Further Information and How to Apply
Message from the President and Principal
Thank you for your interest in this role and in Queen Mary University of London. Working at Queen Mary means being part of a unique, world-class global University with a long, proud and distinctive history. Our founding institutions, the London Hospital Medical College, St Bartholomew’s Medical College, Westfield College and Queen Mary College, were founded to provide hope and opportunity for the less privileged and otherwise under-represented. Today, we remain true to the vision of our founders by continuing to improve lives locally, nationally and internationally through the seamless combination of our world-leading strengths in education and research. The Queen Mary community – our staff, students and alumni – is the heart and soul of our University. We are proud to provide an inclusive and nurturing environment so that staff and students from all backgrounds can develop, flourish and achieve their full potential.
I look forward to welcoming you to our unique University and working with you to realise our ambitions.
Professor Colin Bailey, President and Principal
Welcome to Queen Mary University of London
Queen Mary University of London teach and research across a wide range of subjects in the humanities and social sciences, medicine and dentistry, and science and engineering.
Based in a creative and culturally diverse area of east London, the main site in Mile End is one of the largest self-contained residential campuses in the capital.
Our research excellence
Queen Mary has made a strategic commitment to the highest quality of research. The University has invested in this principle by systematically recruiting the best academics in their disciplines from around the world.
The results of the most recent national assessment of research – the Research Excellence Framework (REF 2014) – have confirmed its place in the very top group of research-led universities in the UK.
Overall it was ranked 9th in the UK among multi-faculty universities and 5th in the UK for the percentage of our 3* and 4* research outputs.
Russell Group institution
Queen Mary is one of 24 leading UK universities represented by the Russell Group, that are committed to maintaining the very best research, an outstanding teaching and learning experience, excellent graduate employability and unrivalled links with business and the public sector.
High-quality learning experience
Queen Mary offers students a stimulating, supportive and high-quality learning experience, with teaching inspired by our world-leading research.
QMUL have invested in new facilities over the past five years to offer its students an exceptional learning environment. Recent developments include the £39m Graduate Centre, providing 7,700 square metres of learning and teaching space, and the new Dental Hospital, home to the Institute of Dentistry, the UK’s first new dental school in forty years. Future developments include the planned new school of Business and Management (8,500 square metres).
Estates & Facilities
The Estates and Facilities Directorate is core to the University’s strategic ambition to provide a world-class managed estate with excellent facilities for staff and students.
The mission of Estates & Facilities is to ensure that the campus buildings, environment, and facilities reach the highest standard of design, sustainability, and presentation. This is to reflect the ambition of Queen Mary, enhance the student experience and promote QMUL as a world class academic institution. The Estates and Facilities Directorate is core to the University’s strategic ambition to provide a world- class managed estate with excellent facilities for students and staff. As part of the QMUL’s ambitious Strategy 2030, extensive focus will be placed on enhancing, growing and better utilising the QMUL estate portfolio to create a physical environment that supports our position as an inclusive, world-class university.
Annual Report on Widening Participation and Outreach (WP&O) | 2013–14
About the role
The University has bold ambitions over the next decade that will see QMUL grow and advance significantly as a leading research and teaching institution globally. This includes growth of student numbers in London by circa 7,000 (headcount) with c. 70,000m2 of the estate to be developed by 2030 through the delivery of several interdependent major capital projects. To support this growth the University will need to apply innovative asset management techniques to maximise the potential of the existing estate portfolio whilst facilitating ambitious future development and investment in world-class facilities. To support this commitment we are seeking to appoint a Systems Manager to lead the provision of management information systems across the Directorate, specialising in data management, analytics and reporting (through Excel and Power BI) as well as project management.
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The successful candidate will have demonstrable experience of working with management information systems in a property, estates or facilities management context. Experience of project managing the implementation of new CAFM/IWMS systems and modules would be advantageous. The role would suit an individual who is highly analytical, organised and that enjoys improving process and service delivery though the uses of systems. The role offers a fantastic career development opportunity to take responsibility for the leadership of management information systems across a broad portfolio in an inspiring university environment.
University of Surrey
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Duties and Responsibilities
Job Description
Job Title:
Directorate Systems Manager (Estates and Facilities)
School/Dept/Institute Centre/Faculty:
Professional Services / Estates and Facilities / Directorate Support
Reports to:
Head of Directorate Support
Grade:
(5)
Full Time
Appointment period: Current Location:
Indefinite
Mile End Campus.
Job Context
Directorate Support is a centralised service providing essential support and advice to the Estates and Facilities Directorate on matters relating to recruitment, learning and development, mandatory training, discipline, absence and welfare. In addition, the service co-ordinates the administrative needs and functions across the Directorate to promote internal communication along with the professional sharing of information and statistical data. Directorate Support collate and co-ordinate management information and statistics on behalf of the Directorate and make the data available to authorised recipients for use in reports, returns, management cases etc. Directorate Support project manage the roll out of all IT software, manage the allocation of hardware to include mobile phones, tablets and other equipment as well as providing on-going support and development for the Directorate.
Job Purpose
To support the Directorate across each of its sections and services, specialising in data management, analytics, presenting reports, administrating systems and administrative support as required. The post holder will support the Directorate to ensure information is accurately recorded and will manage and co-ordinate the setting up of systems to support practices. Working closely with key stakeholders to develop and manage the delivery of comprehensive and robust systems. The post holder will be the lead on the implementation of the new Computer Aided Facilities Management (CAFM) system and managing the delivery and roll out of the system and training, ensuring the accuracy of compliance data. The post holder will make a significant contribution to the review and development of systems and critical business information provision, in line with service and operational requirements.
Main Duties & Responsibilities
Project manage the roll out of IT software within Estates and Facilities and provide ongoing support and development for other Estates and Facilities IT systems. To liaise with IT on behalf of the Directorate for any queries or support requirements.
Manage/Monitor allocated resources (people and finance), both internally and externally to deliver to agreed targets and timescales
Support the Head of Directorate Support with financial records, monitoring and tracking.
Manage and lead on the delivery of projects across EAF with the planning and implementation of new IT/ Database systems within EAF, working with IT Services to facilitate the definition of project scope, goals and deliverables.
Plan, prioritise resources, manage risk and deliver business benefits within EAF, on time and within budget
Manage relevant documentation, develop a plan to ensure continuous improvement and planned change control
Provide advice on the analysis of data and interpretation of data; produce regular performance reports to contribute to informed decision making and continuous improvement
Oversee project tasks and resource requirements, on behalf of the Directorate, assisting with full scale project plans and coordinate staff involved when required.
Understand the project budget, tracking payments and ensuring managers involved are kept up to date.
Track project schedules, liaising with staff and managers involved, informing them of project dates and collating relevant information.Use appropriate tools to track project deliverables and on behalf of the Directorate assist with implementing project changes and interventions to achieve project outputs.
Present reports defining project progress, problems and solutions. Carry out project evaluation and assessment of results.
Liaise with Assistant Directors, Departmental Administrators and any other relevant personnel with any information required for projects and reports, including but not limited to regular process updates to agreed timescales.
Maintain the HR.Net database, create and maintain existing workflows, reports and systems which allow the Directorate Support team to effectively manage the services’ needs.
Produce reports on the CAFM system, and manage the accurate recording of information to be reported on.
Duties and Responsibilities
Job Description
Main Duties & Responsibilities continued
Analyse and provide reports from database systems as required.
Co-ordinate the preparation of the Directorate mandatory training matrix in conjunction with all service heads. This includes basic level analysis on the data and reports and reasons for trends explained.
Act as the key interface between the Directorate and IT Services for all IT related issues and problems within the Directorate – to include management of the Directorate IT inventory and subsequent replacement plan and leasing arrangements.
Provide first line advice and support to managers, users and customers to continually enhance and streamline systems, processes and procedures to improve operational performance.
Participate in working groups and projects with the aim of improving operations within the services across the Directorate, focusing on customer satisfaction levels.
Develop, maintain and apply a significant breadth and depth of current technical and professional expertise in order to analyse complex situations and develop appropriate solutions and processes during the implementation of new systems, upgrades and procedures.
To be responsible for managing work packages as part of implementation, upgrade or improvement processes and report on progress to the Head of Directorate Support.
Evaluate new system components and assess configuration work needed to implement them, producing specification and planning documentation where required.
Work with the Head of Directorate Support to co-ordinate service enhancement projects, liaising with suppliers and IT, developing and testing software to meet technical requirement specifications. In addition, producing operational documentation to support enhancements. To work with colleagues in IT to monitor and report on system service levels and infrastructure, including server and system performance. Managing the resolution of queries and issues through liaison with relevant internal departments and external suppliers, ensuring that issues do not have a detrimental impact on the underlying functionality of the systems involved and business continuity.
Represent the Directorate Support Team at technical meetings as directed by management, communicating project objectives and technical information/requirements.
To understand customer requirements and develop relations and contacts.
Liaise with key stakeholders across departments, including senior management, to understand requirements for new systems implementation, current system enhancements or other improvement projects.
Establish effective working relationships with IT Services colleagues.
Annual Report on Widening Participation and Outreach (WP&O) | 2013–14 Duties and Responsibilities
Person Specification
This table lists the essential and desirable requirements needed in order to perform the job effectively. Candidates will be shortlisted based on the extent to which they meet these requirements.
Requirements
Essential / Desirable
Qualifications Educated to degree level or equivalent work experience.
E
Project Management qualification eg. Prince 2 practitioner or demonstrable experience of project management in an IT related project management role
E
Database/Data Management Qualification
E
Professional certification in Microsoft
D
Experience/ Knowledge
IT and project management experience including data management and reporting to service standards
E
Experience of a computerised finance system Experience of using Advanced Excel Experience of working in higher education Experience of producing reports and analysing data
E E
D
E E
Experience of day to day management of systems, such as a Computer Aided Facilities Management system (CAFM) Demonstrates knowledge and implementation of databases for supporting business activities Effective report writing and presentation skills and understanding good data and reporting practices Proven planning, communication, interpersonal and organising skills
E
Skills/ Abilities
D
E
Direct training delivery skills
D
Other
Delivers solution focused, reliable and resilient databases to support current/ future customer and business requirements Use technical expertise and knowledge to provide authoritative knowledge and advice and contribute to policy and process improvements Resilient and flexible with an innovative, solutions focused approach, able to operate at all levels Confident delivering varied priorities, to achieve successful implementation, contributing to Department goals
E
E
E
E
*The ability to meet UK ‘right to work’ requirements.dx
E
Essential/Desirable: E = Essential: Requirements without which the job could not be done. D = Desirable: Requirements that would enable the candidate to perform the job well.
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University of Surrey
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Further Information and How to Apply A wide range of benefits are available, this includes 30 days annual leave (plus University closure days and public holidays), a defined benefit pension scheme and also an interest-free season ticket loan. For further details of the benefits of working at QMUL please visit http://www.hr.qmul.ac.uk/workqm/index.html Applications should consist of a CV and covering statement outlining key matching experience and rationale for applying for the post. Applications should be sent to; ben.duffill@mrgpeople.co.uk or nicholas.coppard@mrgpeople.co.uk.
For a confidential and informal discussion, please contact the University’s appointed recruitment partners Ben Duffill and Nicholas Coppard at The Management Recruitment Group.
Ben Duffill
Nicholas Coppard
020 3962 9900 | 07976 125 010 ben.duffill@mrgpeople.co.uk
020 3962 9900 | 07966 827 411 nicholas.coppard@mrgpeople.co.uk
51 Eastcheap, Billingsgate, London EC3M 1JP
www.mrgpeople.co.uk
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