Research England

SALARY: £43,116 Per Annum

HOURS: Full-Time

LOCATION: Westward House, Stoke Gifford, Bristol (Hybrid)

GRADE: UKRI E

CONTRACT TYPE: Fixed Term until January 2030 (Towards the end of the assignment, candidates will move into the UKRI Redeployment Pool and be supported in finding suitable alternative work within the organization)

CLOSING DATE: 01 Dec 24

PROPOSED INTERVIEW DATE: 13-17 Dec 24

ABOUT US

The Research Excellence Framework (REF) is the system for assessing the quality of research in UK higher education institutions. It is a peer review assessment process involving submissions from higher education institutions across the UK. REF 2029 is delivered by Research England on behalf of the four UK higher education funding bodies (Scottish Funding Council, Medr, Department for the Economy Northern Ireland). Research England is a council within UK Research and Innovation. 

REF 2029 is a fast-moving exercise managing a wide range of policy areas, expert panel members that span all research disciplines and types of research outputs. Key to our success will be a close team working and supporting each other through peak periods. Joining our team provides a great deal of opportunity to learn and develop.

PURPOSE

You will work closely with the Head of REF Delivery, the REF Panels Manager and the REF Policy and Systems teams to manage the creation and delivery of administrative process to support panel recruitment, policy development and engagement, panel meetings, assessment and publication of results. 

You will have extensive experience of working with senior colleagues and external stakeholders, of running and evaluating administrative processes underpinned by a project focused approach and be adept at recognising the connectivity between policy development and process requirement. You will be able to demonstrate your ability to plan and manage large-scale processes, at pace and delivering excellent outcomes, often under pressure.

Line management of colleagues is another key element of this role. You will be able to demonstrate a people centred approach that enables colleagues to achieve their objectives and develop their skills under your leadership.

KEY RESPONSIBILITIES

LEAD AND MANAGE THE ADMINISTRATIVE REQUIREMENTS FOR REF 2029:

• Independently plan, manage and ensure the effective delivery of administrative processes to support the REF.
• Contribute to the overall REF programme plan and advise the senior REF team of resource and administrative process requirements.
• Work closely with all members of the REF team to coordinate, advise on and implement administrative processes.
• Independently develop and document administrative processes.
• Effectively support the conclusion of the REF exercise, including distribution of embargoed outcomes and related high-profile press events.

MANAGE THE ADMINISTRATION OF THE REF PANELS:

• Develop and manage all administrative processes and tasks relating to the management of the appointment of REF panel members.
• Working with the Head of REF Delivery and REF systems team, develop the specifications that allow the delivery of systems to support administrative processes for REF panels, including a database of REF panel members, scheduling panel meetings, payment of expenses and provision of assessment materials.
• Manage all panel-related administrative tasks, including all aspects of organising and scheduling a high volume of REF panel meetings.
• Liaise with and advise REF panel secretaries on administrative issues.
• Alert and advise the senior REF team on any issues relating to the administration of the REF panels and provide updates to colleagues as required.
• Manage administrative aspects of the REF budget to ensure effective procurement for panel meetings including negotiating, checking and agreeing high value venue booking contracts.
• Liaise with the finance team to enable accurate and timely payment of fees and expenses to over 1,000 panel members.

LINE MANAGEMENT AND SUPERVISION OF STAFF:

• Recruit and manage REF delivery team staff.
• Coordinate the work of the REF Delivery Officers, delegating tasks, ensuring clarity of responsibilities and reporting on progress to senior REF team.

PROVIDE ADMINISTRATIVE OVERSIGHT TO SUPPORT REF POLICY DEVELOPMENT:

• Plan and manage administrative support for the REF PCE pilot exercise.
• Plan and manage administrative support for all REF steering groups.
• Provide minute-taking cover at REF steering groups if required.

CONTRIBUTE TO REF PROJECT PLANNING AND OTHER WORK OF THE TEAM:

• Attend REF project meetings and contribute to planning of REF team off-sites.
• Develop and maintain a good general knowledge of the REF.
• Provide authoritative, clear, accurate and timely advice and information on the REF for colleagues within the organisation and externally.
• Liaise with senior colleagues on REF budget to ensure effective procurement and value for money.
• Independently develop and manage the process for dealing with internal administrative queries as well as enquiries from a wide range of external organisations on administrative issues.

PLANNING:

• Independently plan and manage complex administrative processes in a strategic way to deliver successful outcomes.
• Able to forward plan effectively; including anticipating forthcoming situations and planning resources accordingly.
• Able to manage the work of an administration team; including delegating work, resolving competing demands and coping with changing priorities flexibly and proactively in a fast-paced environment.
• Able to prioritise and manage own time effectively, often requiring high levels of multi-tasking, in order to produce work of a high quality to required deadlines.

COMMUNICATIONS:

• Able to write clear and accurate correspondence, appropriately tailored to the audience and in accordance with ‘house’ style.
• Able to communicate confidently with people from a range of levels in a clear, concise and fluent manner.
• Able to lead and contribute effectively to meetings.
• Able to proactively listen and apply feedback from people to continually improve administrative processes and operations.

RELATIONSHIPS:

• A flexible and assertive approach to developing, maintaining and managing relationships with internal and external stakeholders.
• Ability to independently collaborate and advise a range of internal and external stakeholders (including senior colleagues) to achieve successful outcomes.
• Able to support development and manage performance of others in both a direct line management and a matrix-style system.
• Able to build effective working relationships with people at a range of levels, recognising the diversity of others.

SHORTLISTING CRITERIA

(S) – ASSESSED AT SHORTLISTING

(I) – ASSESSED AT INTERVIEW

(S&I) – ASSESSED AT BOTH SHORTLISTING AND INTERVIEW

ESSENTIAL

EXPERIENCE:

• Substantive experience of working in a managerial-level administrative role, independently managing complex administrative processes (S&I)
• Substantive experience of independently developing and implementing administrative processes and systems and ensuring these are followed by colleagues (I)
• Substantive budget management experience (S)
• Substantive experience developing and managing financial processes (S)
• Substantive experience of line management and coordinating the work of others, in both a direct line management and a matrix-style system (S&I)
• Experience of procurement (S)
• Experience of arranging a high volume of meetings and events concurrently (S&I)
• Experience of communicating with people at a range of levels both internally and externally (S&I)

KNOWLEDGE AND LEARNING:

• An independent, creative, flexible and positive approach to problem-solving; including anticipating problems, generating solutions and taking decisions independently (I)
• An ongoing commitment to learning and developing own and others’ knowledge and skills (S&I)
• Strong IT skills in Microsoft software packages (Word, Outlook, Excel) and a willingness and ability to support the development of bespoke administrative IT system. (S)
• Interest in developing knowledge of the higher education sector and the REF (S)

OTHER FACTORS:

• Flexibility to travel to meetings, including sometimes working outside office hours and staying away overnight (S)

DESIRABLE

• Project management training (S)

APPLICATIONS

Online applications only for this role. Please submit a CV and covering letter to the attachments section (ignore free textbox for cover letter under ‘Experience’ section) which clearly outlines how you fulfil the criteria specified along with your motivation for the role. Ensure that the job reference number is included in the filename description of each document uploaded. Note that failure to address the above criteria or submit an application without a covering letter may result in the application not being considered. Assessment will only be based upon the content of your submitted covering letter and CV and not the ‘Experience’ section of the application process.

ADDITIONAL INFORMATION

DEVELOPING TALENT:

We are committed to developing employees in their roles throughout their career. Learning and development plans enable employees to continue their professional development through training and development opportunities such as e-learning, classroom training and on-the-job experiences. We encourage our employees to share their learning across teams and organisations.

BENEFITS:

UKRI can offer the successful candidate:

• Flexible Working
• 30 days annual leave + Public Holidays
• Access to Civil Service Pension Scheme
• Various everyday discounts through our dedicated provider

Visit our dedicated benefits webpage for more info: Benefits of working at UK Research and Innovation (UKRI)

About Research England 

Research England is one of the nine Councils within UK Research and Innovation. As a key component of the research funding system, Research England will oversee UKRI’s England-only functions in relation to university research and knowledge exchange (KE). This includes providing grant funding to English universities for related activities; developing and implementing the Research Excellence Framework in partnership with the UK Higher Education funding bodies; supervising the sustainability of the Higher Education research base in England; guide the UK Research Partnership Investment Fund; and coordinate the Higher Education Innovation Fund (HEIF). Research England will build and sustain the conditions for a healthy and dynamic research and KE system in English universities. They also work closely with their counterparts in the Devolved Administrations. 

For more information about Research England, click here. 

About UK Research Innovation (UKRI) 

UKRI is an organisation that brings together the seven disciplinary research councils, Research England and Innovate UK. Together, we build an independent organisation with a strong voice and vision ensuring the UK maintains its world-leading position in research and innovation. 

Supporting some of the world’s most exciting and challenging research projects, we develop and operate some of the most remarkable scientific facilities in the world. We are pushing the frontiers of human knowledge through fundamental research and delivering benefits for UK society and the economy through world-class research, skills and business-led innovation. 

More information can be found at www.ukri.org. 

Choosing to come to work at UKRI means that you will have access to a whole host of benefits from a defined benefit pension scheme, excellent holiday entitlement, access to employee shopping/travel discounts and salary sacrifice cycle to work scheme. For more details, visit benefits of working for UKRI.

The role holder will be required to have the appropriate level of security screening/vetting required for the role. UKRI reserves the right to run or re-run security clearance as required during the course of employment.

How we support EDI in the workforce 

At UKRI, we believe that everyone has a right to be treated with dignity and respect, and to be provided with equal opportunities to thrive and succeed in an environment that enables them to do so. We also value diversity of thought and experience within inclusive groups, organisations and the wider community. For further information, please visit ‘How we support EDI in the workforce’. 

Disability Confident Employer

As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy/ies. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation. 

How to apply 

Online applications only preferred for this role. Please submit a CV and covering letter which clearly outlines how you fulfil the criteria specified along with your motivation for UKRI and the role. Ensure that the job reference number is included in the filename description of each document uploaded. Note that failure to address the above criteria or submit an application without a covering letter may result in the application not being considered. Assessment will only be based upon the content of your submitted covering letter and CV and not the ‘experience’ section of the application. 

UKRI seeks to ensure it creates and maintains a system of openness, fairness and inclusion – a collaborative, trusted environment, which is attractive to and accessible to everyone who is interested in developing their career with us. 

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