Departmental Support & Compliance Unit Manager

MAIN DUTIES & RESPONSIBILITIES          

Leadership and Management

• Identify and pro-actively pursue all funding sources and income generation activities, which may benefit the College. Project management of a portfolio of funded projects as well as designing, developing and implementing a range of processes and procedures that will enable full compliance amongst all projects within the Departmental portfolio including Department for the Economy funded programmes, EU and International funded projects amongst others.
• Manage the Business Development pipeline of opportunities and review relevant funding reports and databases to determine variances and provide weekly updates to the Head of Economic Development on all on-going and planned programmes and activities.
• Prepare appropriate bids/tenders/funding applications for funding for the College and to draw in the necessary expertise from across the College
• Design, develop and implement a range of operational functions and processes associated with the delivery, monitoring and assessment of departmental programmes and projects
• Manage team of staff to perform the required functions to the highest quality possible, within acceptable timeframes.
• Line manage the team, providing leadership for the team, ensuring all staff are trained and undergoing continuous development
• Motivate and communicate effectively with the team and department, delegate works to others and consistently encourage others to contribute to improvements in working and learning environments

Project Management & Support

• To be responsible for the management, co-ordination and delivery of projects and programmes including the Into Work Training Support Programme, Bring It On and designing necessary processed and procedures to ensure efficient and effective implementation
• Project Manage the development and implementation of CRM system within the department, reviewing the design specification providing training to colleagues where necessary and liaising with third parties to resolve issues
• Manage the provision of support of a wide range of business development projects, to ensure the effective and efficient delivery of multiple programmes – ensuring contractual compliance, quality assurance and adherence of college procedures, post project evaluation, preparation of financial returns etc. Management and administration of project steering groups
• Lead, monitor and drive progress against the assigned project plan milestones to ensure delivery of key targets and objectives on time, within budget and of the standard/quality required ensuring contractual compliance
• Evaluate progress against project plan, identify and where appropriate, escalate emerging risks associated with the project and develop implement strategies to manage these.
• Manage the project budget, including monitoring, controlling and reprofiling expenditure against the project budget overall and allocation of resources as agreed by Head of Department
• Prepare financial reports to project boards/committees/steering groups/management as required
• Providing quality assurance to bids and liaising with other departments/teams where necessary
• Develop action plans for all key projects in collaboration with colleagues and implement key aspects of the project where appropriate. Revise plans as appropriate to meet changing needs and requirements
• Design and develop Capability statements to support bids and maintain and update project case studies, statistics, staff CV’s to ensure they reflect recent project activity to assist in the preparation of tenders and bids
• Preparation of business cases where appropriate by identifying and thoroughly understanding a relevant business problem, issue or goal and identifying resources required to implement the business change.

• Write and develop tenders to purchase goods/services where appropriate, evaluate and award tenders following college procurement processes
• Develop action plans for all key projects in collaboration with colleagues and implement key aspects of the project where appropriate. Revise plans as appropriate to meet changing needs and requirements.
• Collate project outcomes and write final reports and post project evaluations where required
• Escalate resource issues, delayed project phases, missed deadlines and other planning issues. To help determine any corrective actions that could be taken to improve timely delivery
• Improve accessibility to project information by developing web based resources and good practice guides and toolkits
• Liaise with academic and support staff in other departments as appropriate.
• Collect appropriate quantitative and qualitative data to contribute to the projects and write reports as required
• Interface with third party suppliers, involving agreement, planning, timelines and quality of deliverables

To manage systems to ensure departmental compliance, audit and contract management

• Establish project management procedures for all new projects ensuring compliance with funder regulations and monitor accordingly
• Audit Compliance – Ensure all funded projects are fully compliant with funder regulations and are compliant with internal and external audits.
• Ensure appropriate records are accurately maintained following college policy’s including data protection
• Prepare documents/files across all department projects/programmes – Internally for internal audit and externally for DfE, DfC, EU funded and other funded projects.
• Establish and manage the Department’s processes and procedures, ensuring that up to date information is held and easily accessed
• Manage departmental archiving procedures in line with college policy
• Develop and manage the Departments SharePoint sites and Project Manage the development of SharePoint site
• Manage and maintain accurate and up to date databases including CRM to include business directory, stakeholder database, SIC code alignment etc.  

To ensure effective resource management and financial accountability including:

• Support Head of Department in the management of the annual budget for the Department; analysing departmental performance, ensuring that is it effectively managed and controlled in line with college policies and procedures, taking prompt corrective action to address any areas of potential under or overspend and report variances in line with the profile to Head of Department and Finance Department.
• Actively participate in the annual budget setting process with the Head of Department, agree budgets in advance of each financial year and manage budgets and resources within projections
• Manage the operation of procurement within the Department ensuring that operations comply with the college financial policies and procedures, including
• Work with colleagues as appropriate to assist in the formulation of budgets as required
• Highlight and discuss any significant forecast or actual deviation from target in a timely manner with Head of Department
• Support the Departmental Management Team to ensure proper and effective operation of all financial, planning and other management controls.

To deliver high quality marketing solutions for the department including:

• Develop annual marketing plan for the department
• Create and implement high quality content for digital channels for a variety of audiences, producing written and rich content including engaging copy, images, audio and video and maintain it throughout the Colleges content management systems.
• Produce clear and concise written material for the web that follows the colleges polices and standards for digital content, accessibility, user experience, and search engine optimisation and mobile compatibility. Create new content and enhance, edit and re-use legacy content where appropriate.
• Assist in the development and production of marketing campaigns to achieve department and college targets, maximise engagement and build advocacy.
• Leveraging previous experience of online analytics to build accurate and evidence-based insights into user behaviour that informs decision making at a strategic level. Use insights gained to optimise the user journey and enhance performance and engagement.
• Monitor new trends and techniques to ensure that the department’s communication objectives are delivered in an innovative and effective way.
• Ensure all content is consistent with the college brand guidelines across all channels
• Designing/Selecting promotional materials for the department including projects and programmes, such as posters, banners, flyers, booklets and materials.
• Lead the departmental marketing group, chairing quarterly meetings, managing all requests for marketing support and work closely with the college marketing team to deliver

• Develop and manage marketing operating plans to include but not limited to – income generating campaigns, social media messages, communication plans, web development, press releases etc.
• Write and develop the marketing plan for the department on an annual basis managing the associated budget closely with the college marketing team
• Manage the departments online presence through all aspects of digital marketing including but not limited to – web, social media platforms, online press etc
• Ensure information available through social media channels is up-to-date and relevant, and conversations are responded to in an appropriate and timely manner.
• Provide copy write for press releases, articles, reports, speeches and quotes where required
• Provide event management for events hosted by the department or within project as required

Departmental Support

• Ensure the Head of Department is prepared for meetings/presentations etc with supporting papers and relevant information and that where appropriate AV equipment and hospitality are in place
• Take and distribute minutes of meetings, administer, regularly update and assign tasks and review actions as agreed.
• Interact with customers, stakeholders, senior level executives, and all other levels of employees, establishing an effective internal and external network of contacts to enhance communication and customer care.
• Organise meetings and administer a budget to provide hospitality as directed by the Head of Department
• Manage a budget to purchase stationery, subscriptions etc as directed by Head of Department and in line with college policy
• Manage administration of travel requests to ensure business visits are planned and organised, including travel arrangements and accommodation for the business development department where applicable
• Manage administration of expenses for the business development department where applicable
• Lead monthly team meetings and regular one to one sessions and appraisals with support team
• Arrange quarterly and monthly departmental meetings as directed by Head of Department
• Manage a process of recording and monitoring departmental sickness absence, annual leave and flexi time. Submit relevant timely information to HR and create a report for the Director/Head of Department on a monthly basis in accordance with College policy.
• Develop presentations as required by the Director/Head of Department and other departmental managers

To create a culture of performance management and continuous improvement including –

• Drive continuous improvement and promote a culture of innovation within the Department
• Be proactive in identifying opportunities for self-development and ensure that skills and knowledge are cutting edge – set an example to others
• Develop strong working relationships within the Department to ensure that departmental objectives are met
• Ensure that all work and output is of the highest quality, following all standards as agreed with Head of Department
• Remain up to date and informed of the college, its strategic directions, its products and developments
• Review all systems and processes implemented within the department. Make recommendations for improvement and implement changes accordingly.
• Participate in and manage the teams contribution to the college business planning, budgeting and quality assurance processes
• Manage College programmes of staff appraisals/performance management and continuing professional development
• Where necessary, challenge underperformance within the support team and support improvement through the application of college procedures
• To perform the designated management tasks as required by the college including HR issues
• Ensure effective operation of the colleges absence management policy
• Deputise for managers where required

General

• Implement assigned activities within the departmental operational plan
• Manage the measurement of KPIs to monitor achievement of targets
• Participate in the recruitment and selection of staff where appropriate
• Promote, implement and ensure compliance with all college policies and procedures
• Drive continuous improvement and promote a culture of innovation through reviewing processes, systems and ways of working to ensure efficient and effective service delivery
• To represent the college at appropriate meetings and events as required
• To attend relevant professional networks, seminars, talks etc as directed by Head of Department
• Remain up to date and informed of the college, its strategic direction, its products and developments
• Assist with the mentoring and supervision of interns and placement students based in the department where appropriate
• Ensure the effective application of health and safety procedures for the Department
• Ensure equality of opportunity
• Monitor the training needs analysis for members of the Department to ensure that compulsory training is completed.
• Carry out ad hoc college projects/requests as and when required
• Act, if directed as Fire Warden
• Carry out, if directed, the role of First Aider
• Participate in college steering groups etc where appropriate e.g Web Project Board, Commercial and Events Activity Steering Group, BD Marketing Steering Group and CRM User Group.