Operations Officer

3 weeks ago

Stirling, United Kingdom University of Stirling Full time

**Post Details**
Part time (50%FTE)
Fixed term until 31 October 2025

There is an expectation that work will be undertaken in the UK.

This role is not eligible for sponsorship. Applicants require to have existing right to work in the UK.

**The Post**
This role will be based within the Faculty of Natural Sciences as part of the wider Student and Faculty Operations grouping which brings together faculty-based professional services teams and related central services.

You will be a key member of the Faculty’s professional services management team and work closely with the Operations Manager to deliver a high-quality service to the PI, Project Partners as well as associated internal and external stakeholders.

A keen interest in current policy issues relating to higher education is desirable, together with a curiosity about how organisations work and develop. You will be expected to digest, organise and interpret complex information quickly and accurately to support the delivery of a range of academic services. A highly organised and flexible approach along with excellent communication and time management skills and the ability to manage multiple projects simultaneously is essential.

Fostering close working relationships with colleagues within central professional services teams is essential and key relationships will include Research, Innovation and Business Engagement (RIBE), Accessibility and Inclusion, Careers and Employability, Communications, Marketing and Recruitment, Financial Services, Human Resources, and Internationalisation and Partnerships.

**Description of Duties** Project Administration**
- In collaboration with the PI and project team, prepare and maintain a detailed set of project plans, aligned to the governance, monitoring and evaluation outlines
- Maintain oversight and facilitate the successful delivery of the project ensuring the project complies with the European Union (EU) criteria and that key milestones are achieved
- Develop and support the PI/Project Team with marketing materials and promotion and maintain the AQUAEXCEL 3.0 website
- Lead the organisation of meetings, supporting the attendance and participation of members
- Liaise and support the development of building strong relationships with project partners
- Coordinate the development of the TNA Handbook through liaison with TNA Infrastructure Managers
- Minute all meetings associated with the project and ensure all agreed actions are taken forward

**Resource Management**
- Support the PI on workload and resource planning to deliver the project, and prepare research agreements in collaboration with RIBE
- Monitor budgets, manage quarter and year end processes, produce forecasts and projections; manage day-to-day operations of post award research and any other projects, as required
- Contribute to the Faculty Strategic Planning and budgetary process by collating supporting data and costings, as required
- Prepare and present quarterly budget reports for the Project Team and partners
- Collation of reviews and payments of all fees and expenses incurred by applicants.

**Risk Management, Governance and Quality Assurance**
- Take an operational lead in supporting EU, University and Faculty quality assurance processes
- Work with the PI to support business continuity and risk management planning
- Take a lead role in coordinating internal reviews and contribute to preparations for EU audits
- Develop and maintain knowledge and expertise in systems, policies and regulations, ensuring that these are operationalised as required and contribute to their ongoing development at Faculty and University level

**Faculty and University Wide Activities**
- Lead and participate in specific projects on behalf of senior academic and professional services colleagues
- Work flexibly and collaboratively, providing administrative support across the Faculty and University to ensure co-ordinated and integrated approaches to the planning and delivery of services to students and other relevant stakeholders; contribute to major events such as open days, graduation, conferences, research week; willingness to work occasional non-standard hours

**Essential Criteria** Qualifications**
- Educated to a minimum of degree level, or equivalent qualifications or equivalent professional experience

**Knowledge & Experience**
- Experience of preparing agendas, writing minutes and taking follow up action
- Extensive work experience in fast paced, customer focused administrative environment
- Experience of managing sensitive/confidential issues with tact and diplomacy
- Experience of working across organisational boundaries to achieve goals
- Knowledge of data protection and equality legislation and an appreciation of the potential impact of this legislation on the duties of the role

**Skills & Attributes**
- Excellent organisational and time management skills, resilience and ability to prioritise a demanding workload in a pressurised environment, while maintai

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