Institute Manager – £22.23ph plus Hol Pay – Central London

Institute Manager – £22.23ph plus Hol Pay – Central London


Institute Manager – £22.23ph plus Hol Pay – Central London

Start 11th September 2017 for three months initially



The Institute Manager is the senior administrative officer of the Institute. The Institute Manager takes responsibility for the smooth running of all aspects of the Institute’s support services. This includes managing the budget, overseeing the approval of research grant and contract proposals, advising on staffing / HR issues, supporting the marketing and recruitment of students, overseeing education administration and buildings and space management.

The primary functions of the position are to:

  • Provide administrative leadership and ensure the support services are delivered in an efficient, responsive and professional manner supporting excellence in research, education, knowledge transfer and enterprise.
  • Ensure that policies are implemented and operating effectively.
  • Monitor that the Institute operates within the set budgetary frameworks.
  • Support the role of the Institute Director in implementing the Institute’s operational strategy and providing management information and advice as requested.



Line management of professional services team and responsibility for interface with service providers and business partners

  • Provide effective leadership and management of professional services staff and teams. Review performance, service standards, workloads, resources and use appraisals to develop staff and support their training and personal development needs.
  • Manage the interface with Professional Services and other business partners to ensure the effective and efficient delivery of support functions in accordance with Service Level Agreements.
  • Support the Director to manage relationships.
  • Promote good working practices throughout the Institute.

Business Planning Cycles and Budgeting

  • Assist the Director with the development, implementation and monitoring of strategic plans.
  • Coordinate the annual planning cycle and budgetary submissions.
  • Prepare business cases for new and replacement posts, teaching programmes, short courses and capital expenditure.
  • Review budgetary position and update forecasts.
  • Review performance with reference to KPI and management information.

Finance and Research Administration

  • Ensure that policies and procedures are followed.
  • Have Authorised signatory responsibility on financial paperwork and University Systems.
  • Approve the creation of accounts and maintain an overview of all account balances.
  • Oversee the work of staff supporting the finance and research administration functions to provide Principal Investigators with appropriate support for the preparation of research grant and contract applications.
  • Approve research grant and contract applications supported by valid costings on systems (e.g. Worktribe and JeS).
  • Manage PhD studentships and payment of stipends.
  • Approve staff appointments and funding changes on grants.
  • Help coordinate the submission for the Research Excellence Framework.

Human Resource Management

  • Oversee recruitment of new staff.
  • Have ‘Approver’ responsibilities on the HR System.
  • Approve new appointment, changes, leavers and one off payments.
  • Monitor management of probation end dates, contract end dates and certificates of sponsorship.
  • Ensure timely submission of consultant job plans and pay progression requests.
  • Ensure arrangements for recording leave and sickness are functioning effectively.
  • Approve Honorary Contracts and award of visitor status.
  • Provide support to the HR Consultancy Team with the satisfactory resolution of casework.
  • Ensure local compliance with the Data Protection and Freedom of Information Acts.

Education Administration

Ensure the Education Administration Team are working effectively to:

  • Market programmes of study and short courses.
  • Meet student recruitment targets.
  • Provide effective administration for the delivery of programmes of study (e.g. induction, timetabling, programme handbooks, assessments and examinations) and coordinate logistics (room booking, AV etc).
  • Maintain content on the Virtual Learning Environment.
  • Support the Student Experience (Staff Student Consultative Committee).
  • Maintain programme documentation required under Quality Assurance and enhancement framework.
  • Manage the registration of research degree students and monitor progression.
  • Coordinate the Student Load Return.
  • Manage Internal Quality Review submissions.

Website & Communication

  • Responsibility for the Institute’s Communications strategy to ensure the Institute’s activities and achievements are professionally represented on websites, social media and publications.

Estate and Facilities Management

  • Have overall responsibility for the management of buildings and facilities.
  • Chair the Institute Health & Safety Committee.
  • Work with the Institute Safety Officer to ensure compliance with health & safety legislation; implementation of local health & safety policies (i.e. local arrangements for safe working) including: local fire training, risk assessments, accident reporting and maintenance of Major Incident Plan procedures.
  • Support the Designated Individual with regulations compliance.
  • Update Annual Statement of Safety Policy.
  • Oversee the appointment of Fire Marshalls and First Aiders.



Skills / Ability

  •  Excellent IT skills (Microsoft office, spreadsheets, word processing, databases and Internet).
  • Ability to effectively manage and motivate other members of the team, to create highly performing teams and deliver desired outcomes.
  • Ability to work with and through others.
  • Ability to effectively manage underperformance, difficult people and challenging situations.
  • Able to demonstrate effective self-management and focus. Ability to work under pressure and manage competing priorities.
  • Highly developed communication (written and oral) and interpersonal skills. Able to deploy influencing and persuasion skills.
  • An analytical and accurate approach to work with attention to detail.
  • Able to commission, gather, interpret and present data.
  • The ability to make and carry out decisions and know when to confer with colleagues or refer matters onwards.
  • The ability to work without direct supervision; to manage own workload through and display good organisational ability.
  • Ability to be discrete and maintain confidentiality in accordance with current Data Protection legislation.
  • Ability to collate and record information accurately using a variety of media.


  • Experience of working in a research intensive Higher Education Institution or similar organisation in an administrative role that carries significant responsibility.
  • Experience of working unsupervised and taking responsibility for setting and meeting targets, for own work and others.
  • Experience of effective budgetary management and control.
  • Detailed knowledge of research grant, contracts and studentships.
  • Experience of recruiting, managing and developing individuals.
  • Experience of working with business partners (e.g. Human Resources Consultancy teams and Information System Divisions) to deliver services.
  • Experience of working with NHS partners and clinical academics.
  • Experience of handling confidential information and communications in a sensitive and effective manner.

Personal Qualities

  • Willingness and ability to work collaboratively with colleagues.
  • Ability to exercise tact and discretion and display a professional attitude towards colleagues, students and others.
  • Able to utilise emotional intelligence.
  • A flexible attitude to work, including the ability to take up new tasks when required without supervision.




Due to time constraints and the number of applications we will only be able to respond personally to successful candidates. Hopefully you will be one of those. If not please do feel free to send your CV again for any other positions that are of interest.

Gray & Associates is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.