Vacancy Type/Job categoryManagement & ProfessionalDepartmentInnovations Group – Innovations Management Salary£26,715 – £30,046 per annumLocationUniversity of Warwick, CoventryVacancy OverviewFull time (36.5 hours per week) Permanent Position The University of Warwick is seeking an experienced, enthusiastic and versatile Operations Officer to join the Innovation Group. With new spaces, new people, new programmes and new students, there is a challenging programme of events and administration to organise, so the role will never be dull. If you have experience in delivering and supporting high quality events, working as part of a team to deliver customer focussed services, executive assistant and administration experience, including the development and implementation of process and systems, then that will be part of the story. Accuracy, Microsoft packages, HR / finance administration and diary management (for events and people and spaces) are a must, as is your ability to react and embrace change, learn new innovation skills, support contacts, and balance priorities with a calm head. The world of innovation is exciting, and will play a significant part in building the social, economic and regional development post COVID. We work with students, businesses, university staff and academics, SMEs, 3rd sector, NHS and public sector and anything in between. No two days will be the same, join us on the adventure! Interviews will be held in December using MS Teams or in person if appropriate.Job DescriptionJOB PURPOSE To enable all groups within and external to Junction operate a wide programme of events and services, liaising and managing a wide database of supporters, provide project administration, departmental administration and support, and administer events and spaces within Junction and beyond in pursuit of high quality Inspiration, Education and Incubation DUTIES & RESPONSIBILITIES The Innovation Group occupy new space in “Junction”. Programmes attracting up to 10,000 innovators are expected through events and activities in this space and others across Coventry and Warwickshire. This role is pivotal in leading the planning, support, delivery of events, in addition to providing a senior administrative service for the group in being the finance, HR and central services liaison and operational point. As a new group, systems and process are in early formation, with “business as usual” only just beginning. Programmes, initiatives and events will be initiated by Warwick Enterprise, Warwick Innovations, Warwick Innovation District, Innovation Partners (external) and incubators.
- EVENTS:
- Creation and management of administration of events on line, digitally and actually. b. sourcing and booking speakers, presenters, content and copy, in line with event / initiative outcomes c. creating copy / presentations for use in events, programmes and initiatives d. managing booking processes to include registrations, attendance and instructions, data collection and analysis and reporting
- Creating and utilising guest and contact databases, in line with GDPR regulations and individual requests
- Liaising with other professional services, departments and contacts as required to ensure a joined up provision.
- Work with initiating event organisers and stakeholders on the ground during events to ensure a smooth and professional event.
- OCCUPATION of buildings: a) Liaise with partners on programmes of activity for incubator, accelerator programmes and facilities b) Create and manage the process for desk / space occupation of the incubator spaces. c) Manage enquiries and occupation of teaching and meeting spaces d) Create and manage 3rd party processes for engaging in the Junction e) Contact point for internal communications within the building innovations team and with other stakeholders
- ADMINISTRATION:
- Operate recruitment and administration process for incubator / programme applicants, including panel arrangements.
- To create, curate and maintain effective KPI and management dashboard information for use in reporting to Council and other internal and external bodies
- To provide PA and administrative support (including CIO), including diary management, agendas, meeting arrangements, minutes, actions, travel, maintaining an appropriate paper and electronic filing system, to ensure the smooth running of the department
- To create and maintain systems for administration of the space, people and events programme for the Climb and other innovation spaces, to ensure a seamless and customer focussed service where attendees remember the event, and want to come back
- To project manage event programmes, and provide project support for large programmes. Giving a wrap around and joined up system for all groups and users of the services – Students, Staff, external companies large and small.
- To manage and administer the Innovation Resource Account, providing a triage service for enquiries, and responding where possible.
- To work with other administration across the innovation group to ensure smooth and collaborative working arrangements for shared functions.
- To work with Professional Services to ensure that University systems and reporting is appropriately delivered or escalated, including but not limited to HR processes for the team, finance procurement, reporting and monitoring, estates liaison, IT etc.
- To proactively provide administrative support to the design delivery and execution of events and activities, including inspirational, education and incubation activities. Working with key programme leads in Enterprise, Innovations and Operations to give the best use of space and facilitate reaching the largest number of attendees possible. Offering expert advice and guidance and creation of “standardised but flexible” approaches.
- To administer key funding and competition arrangements, using database system for competitions.
- To provide administrative support as appropriate to the Climb activities.
- To provide project administration for grant / bid applications and programmes. Person SpecificationThe Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively. This is measured by (a) Application Form, (b) Test/Exercise, (c) Interview, (d) Presentation. Essential Criteria 1Proven senior administration experience, including the development and implementation of processes (a, c)Essential Criteria 2Event and/or special activity management experience (a,c)Essential Criteria 3Experience of administering databases (a, c)Essential Criteria 4Experience with costing and budget monitoring in project terms (a, c)Essential Criteria 5Highly Proficient working knowledge of MS Office, including Word, Excel, PowerPoint, Outlook (email and electronic diary management), website management and the ability to use a database (a, c)Essential Criteria 6Presentation / copy / writing experience for a variety of audiences (a, c)Essential Criteria 7Well-developed organisational skills and experience of scheduling events (a, c)Essential Criteria 8Ability to manage highly confidential and sensitive matters with discretion and tact (a, c)Essential Criteria 9Ability to adapt and change process based on needs identification and options appraisal. (a, c)Essential Criteria 10Ability to balance competing priorities, working quickly and accurately under pressure to meet tight deadlines (a, b, c)Essential Criteria 11Excellent written & spoken English, confident communicator with the ability to liaise effectively & facilitate conversations at all levels within and outside the University, with staff & students and internal & (international) external stakeholders (a, c)Desirable Criteria 1Incubator / accelerator experience (a, c)Desirable Criteria 2Experience of working with SMEs (a, c)Desirable Criteria 3Experience with SAP /Success Factors / University process (a, c)Further ParticularsThe University of Warwick is renowned for being innovative. Our relationships reach into the region, nation and the globe. We strive to lead, and innovation is no exception. Building on our entrepreneurial spirit, we are creating an innovation district to be proud of. As we build our incubators, accelerators, programmes and events, we are making the entrepreneurs, innovators and businesses of the future that will help to build health, societal and economic development. For further information about the department, please visit the departmental website. Our new space and development of an online event, incubation and acceleration programme will bring collaborations together from across the region, alumni, students, business and 3rd sector. The role will be part of a close team who work with each other to ensure that the emerging events and new processes are the best that they can be. Recruitment of Ex-Offenders PolicyAs an organisation using the (DBS) Disclosure and Barring Service to assess applicants’ suitability for positions of trust, the University of Warwick complies with the DBS Code of Practice and undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other information revealed. More information is available on the University’s Vacancy pages and applicants may request a copy of the DBS Code of Practice. Other InformationRight to work in the UK If you do not yet have the right to work in the UK and/ or are seeking sponsorship under Tier 2 of the UK points-based immigration system please click on this link which contains further information about obtaining right to work in the UK and details about eligibility for sponsorship under Tier
- The University of Warwick provides an inclusive working and learning environment, recognising and respecting every individual’s differences. We welcome applications from individuals who identify with any of the protected characteristics defined by the Equality Act 2010Closing Date4 Dec 2020
