Business Support Team Lead in Sheffield

The University of Sheffield IT Services provide a full range of complex IT and technology-enabled services that support education, research, workplace, corporate services and infrastructure enablers to all staff and students. This large and highly innovative department is undergoing change as it establishes itself as a key enterprise IT partner that works across the University, with stakeholders and key partners to deliver enterprise-wide products and services in line with strategic aims.

To meet University strategic aims and to provide excellent service to our customers, a product-led strategic framework has been developed to allow the IT team to iteratively co-design, develop and deliver new and existing products for our customers.

The Business Support Team Lead works within Service & Delivery, reporting directly to the Business Operations Manager, to coordinate and deliver operational aspects of the department's administrative function. Working under the guidance of the Business Operations Manager, you will coordinate and supervise a team of administrators to support day-to-day business operations in IT Services. You are responsible for coordinating business processes, reports, finance administration, procurement support, HR coordination, recruitment activities, and executive support functions. You will manage the operational delivery of services and support the implementation of procedures and policies, providing advice and guidance to colleagues and customers in consultation with senior management.

Main Duties And Responsibilities

• Coordinate and supervise a team of administrative staff responsible for supporting the department's business processes, reports, finance, procurement, building matters, offboarding, onboarding and recruitment activity, and university Switchboard.
• Support the Business Operations Manager in developing operational plan to give direction to the team and service and to support the department’s activities, ensuring optimum resource levels are maintained, procedures followed, and objectives are met.
• Performance management of direct reports, including engagement with the Staff Review and Development Scheme (SRDS).
• Guide and coach staff to identify their training needs and professional development and execution of the training plan for the Business Support service.
• Coordinate transactional finance processes for the department, including processing orders and invoices under established procedures, exercising controls on departmental spend in consultation with senior management, and supporting financial year-end compliance.
• Responsible for the department’s recruitment activity and related tasks i.e. onboarding, offboarding, producing the quarterly recruitment activity report, updating the department's organisational chart and organisational units, and other related activity as required.
• Support the Business Support Manager with the department’s HR activities, including SRDS, Reward Panels, and staff training and development co-ordination.
• Manage the day-to-day operations of the university Switchboard service, providing appropriate resource, training and direction to ensure a high-quality customer experience.
• Oversee the telephony, mobile device and domains charges, invoices and payments ensuring charges are applied and monies received as appropriate under financial regulations.
• Coordinate the management of department buildings ensuring facilities are maintained and in a good state of repair. Liaise with contractors, EFM, Security Services and other professional services to ensure department needs are met escalating complex facilities issues as appropriate.
• Coordinate the department's annual events and activities under the guidance of senior management.
• Escalate complex operational, strategic, or policy matters to the Business Operations Manager for resolution.
• Carry out other duties, commensurate with the grade and remit of the post.

Person Specification

Our diverse community of staff and students recognises the unique abilities, backgrounds, and beliefs of all. We foster a culture where everyone feels they belong and is respected. Even if your past experience doesn’t match perfectly with this role's criteria, your contribution is valuable, and we encourage you to apply. Please ensure that you reference the application criteria in the application statement when you apply.

Criteria

• Essential - Experience of building and developing a team and aligning the work and objectives of the team with the department's plans and priorities. Experience of conducting 1-2-1s, team meetings, performance reviews and management, and undertaking all managerial HR processes.
• Essential - Experience of managing a team of administrative staff to provide a business operations and administrative service.
• Essential - Experience of planning and organising a team including delegation of duties to maintain a high level of service to meet department needs.
• Essential - Working knowledge of organisational Financial Regulations, policies, legislation and aims and objectives with ability to apply established procedures.
• Essential - Excellent IT skills with experience of using business systems for financial and HR activities such as SAP and Success Factors, and for business operations for example MS Office, Google Workplace.
• Essential - Experience of motivating and communicating with a team of staff, stakeholders and colleagues.
• Essential - Effective communication skills, both written and verbal, report writing skills and with experience of manipulating data and presenting information.
• Essential - Excellent interpersonal, presentation and communication skills.
• Essential - Ability to analyse and solve problems with an appreciation of longer-term implications and escalate complex matters appropriately.
• Essential - Ability to make operational decisions and to develop creative approaches to problem solving within established frameworks.
• Essential - Ability to assess and organise resources, and plan, prioritise and progress work activities.
• Essential - Experience of escalating complex issues appropriately within management structures.
• Desirable - Experience of working within a large IT department within a higher education setting.

Further Information

Grade: 6
Line manager: Business Operations Manager
Direct reports: Senior Business Administrator x2, Business Administrator x3, Switchboard Operators x3.

For informal enquiries about this job contact Heather Bamford, Business Operations Manager.

Next steps in the recruitment process: We plan to let candidates know if they have progressed to the selection stage within two weeks of the closing date. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact us.

What We Offer

A minimum of 38 days annual leave including...