Post: Chief Operating Officer and University Secretary
Reports to: Vice-Chancellor and Chief Executive Officer
Hours: 1.0FTE
Contract type: Full-time, Permanent
Campus base: Based across both the University’s coastal campus at Bognor Regis and the Bishop Otter Campus, Chichester, but required to work at any centre where University business is conducted that is within reasonable distance of the campus base.

Function of the Post

Reporting to the Vice-Chancellor and Chief Executive Officer, the Chief Operating Officer and University Secretary (COO and US) is responsible for providing strategic leadership across a broad range of Professional Services and Governance, ensuring highly effective and efficient planning, management of risk and delivery of outputs in support of the University and its people. The COO and US is the senior member of professional services staff and is the primary link between the University and the Governing Body.

The COO and US is a member of the Senior Leadership Team and along with the Provost, Director of Finance and Director of People and Development, reports directly to the Vice Chancellor. The post holder has leadership and management responsibility for Estates and Facilities; Marketing, Recruitment, Admissions & Communication; Information & Learning Technologies; the Academic Registry, and the University Solicitor and Governance Lead. They will deputise for the Vice-Chancellor, as appropriate, in matters of professional services, governance and leadership.

The COO and US will be able to work collaboratively, providing exceptional leadership, communication and negotiating skills. The post holder will have a strong commitment to higher education and the values, aims and objectives of the University, including HE compliance, public sector duty, and the student experience. They will represent the University at the highest level, across a range of activities working with a diversity of partners and external regulatory bodies.

Principal Accountabilities
The position takes responsibility for two large, defined areas of work outlined below;

Chief Operating Officer

• Lead, direct and ensure the delivery of high performing professional service areas in the COO portfolio, developing, resourcing and aligning services to support the requirements of the University and its strategic plan. Provide oversight and direction to professional services Directors to ensure that each area has excellent strategic and operational leadership focused on effective planning, a responsive and service orientated approach to delivery, and ensuring value for money.
• Ensure a professional culture across all areas of responsibility that delivers exemplary customer service and support, and the highest standards of leadership and people management in line with the University’s values. Oversee framework and career paths for ongoing development of professional services staff, fostering a culture of innovation and continuous improvement.
• Develop and oversee organisational improvements and changes which meet the evolving needs and aspirations of students, staff and the University by achieving maximum value in the use of resources to deliver efficient and effective administrative processes and services.
• Act as a key adviser to the Vice-Chancellor in all aspects of University activities, proactively addressing opportunities and challenges as they arise.
• Provide institution-wide leadership, working with University leadership and relevant boards and committees in the co-ordination of policy, planning, investment and resources. Lead on enhancing effective, reciprocal relationships and networks, representing the University at internal and external events, liaising with external stakeholders and partners locally and regionally.
• Identify and develop non-academic partnership and investment opportunities. Actively work to make maximum use of University facilities during non-teaching periods to generate commercial income.
• Work collaboratively with University Executive and leaders of Professional Services Divisions to ensure the alignment of academic and professional / administrative service. Chair key professional services committees and contribute to institutional decision-making at the highest level.
• Lead on and retain oversight of project management processes and procedures including post-project evaluations, working closely with staff leading on projects and Directors/Heads overseeing projects on behalf of the University.
• Lead on the University’s risk management policy and risk register, identifying and evaluating resource related risks and risk management priorities; developing options and strategies to manage and mitigate risks in conjunction with the Senior Leadership Team and internal auditors.
• Lead by example in providing an environment for work and study that advances equality of opportunity and removes barriers to success, by championing understanding and awareness of diversity issues to all members of the University community.

University Secretary

• Ensure that, through line management of the University Solicitor and Governance lead, the Board of Governors committees and subcommittees are supported fully and that agendas, papers and other supporting information are accurate timely and relevant in order to support effective decision making.
• Ensure that information about decisions of the Board of Governors and its committees are communicated effectively within the University and the Senior Leadership Team, to enable appropriate implementation and monitoring.
• Ensure that all aspects of the University’s governance is effective, efficient, adaptable and fit for purpose. Take lead responsibility for internal and external audit arrangements. This will include working, through the University Solicitor and Governance lead, with the Audit Committee and the University’s internal auditors, in liaison with the Senior Leadership Team and the Chair of the Audit Committee.
• Lead and direct the University’s approach to management of risk. Maintain and develop the Critical Risk Register and lead on Business Continuity Planning.
• Ensure compliance with all legal requirements and University policies and procedures and the provision of timely and accurate legal support and advice to University and Board of Governors.

Staff Management responsibilities

• Line-management responsibility for:
  • Director of Recruitment, Marketing, Admissions and Communications
  • Director of Campus Estates and Facilities
  • Director of Information, Learning Technologies and Library Services
  • Academic Registrar
  • University Solicitor and Governance Lead
  • Executive Assistant

Additional Responsibilities

• Support alumni engagement to strengthen institutional ties and enhance the University’s reputation.
• Undertake any other duties as required to fulfil the strategic objectives of the University.
• Understand and actively embrace the University’s distinctive sensibility, the qualities, values and characteristics expected of everyone working for the University.
• Act as a responsible member of the Senior Leadership Team, leading where agreed, and develop productive working relationships with other members of academic and professional services staff.
• Contribute to and/or lead on meetings, training and/or committees internally or externally.
• Contribute to the development of new systems, policies and procedures.
• Work with colleagues and students to sustain and strengthen an inclusive, supportive, caring and authentic learning community.

Other duties

You are required to undertake such other duties appropriate to the grade and content of the work as may reasonably be required of you. The list of duties in this job profile should not be regarded as exclusive or exhaustive and require a flexible approach to work. Please note that, in consultation with you, the University reserves the right to update your job profile to reflect changes in, or to, your post.

Equality, Diversity & Inclusivity

• Take responsibility for upholding and complying with the University’s Equality, Diversity and Inclusivity policies and for behaving in ways that are consistent with fair and equal treatment for all.
• Take responsibility for own learning and engagement with equality issues and actions and consider the impact of their actions to ensure that they do not have a detrimental effect on achieving equality of opportunity.

The University believes that everyone has the right to be treated equally and that the diversity of individuals and groups should be embraced, valued and respected. The University is committed to eliminating any form of discrimination be it direct, indirect, harassment or victimisation, and to support this the University has a number of policies that staff should ensure they are familiar and compliant with. All policies are available on the University’s Intranet. Any breaches may lead to termination of employment.

Health and Safety

Take responsibility for ensuring that workplace responsibilities within the University are carried out with full regard to, and in support of, the University’s Health and Safety policies. This might include acting as Health and Safety Co-ordinator, Fire Warden, Risk Assessor, First Aider or other Health and Safety Representative.

Sustainability and Environment

The University is fully committed to sustainable development and environmental initiatives. It accepts its environmental responsibilities and recognises the contributions it can make to the resolution of global, regional and local environmental issues. The University will continuously seek to improve its environmental performance and will comply, as a minimum, with all relevant environmental legislation, regulations and codes of practice. All staff are required to support the aims of the University’s Environmental & Sustainable Development Policy.

Data Protection

You will be responsible for ensuring that workplace responsibilities, within the department, are carried out in compliance with the requirements of the Data Protection legislation and the Employment Practices Data Protection Code 2002, especially concerning confidentiality, treatment of personal information and records management.

Right to Work

The current British and European Law states that the University cannot employ a person who does not have permission to live and work in the UK. Immigration guidance is available here. All new employees will need evidence of their right to work including evidence of settled status, pre- settled status or a valid visa. Please note the University is unable to financially support any visa applications.

This role is unlikely to meet the minimum standard salary requirements set by the UKVI to enable sponsorship of migrant workers through a skilled worker visa and therefore candidates cannot rely on University Sponsorship when applying for this post. Information on other visa options is available here.

Disclosure Service Certification from the Disclosure and Barring Service

University staff may be required to hold Disclosure Service certification from the Disclosure and Barring Service (DBS). The University is a registered body with the Disclosure Service, reference number 20537300005. Further information about the Disclosure and Barring Service is available from the DBS website here.

PERSON SPECIFICATION

Essential requirements are those, without which, the candidate would not be able to do the job. It is expected that the post holder will have the knowledge and qualifications indicated, or equivalent qualifications and experience.

Desirable requirements are those which would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements.

All of the following criteria are considered essential unless otherwise noted.

Experience

• Proven successful experience as a Chief Operating Officer or equivalent similar role with associated relevant qualifications.
• Professional association or memberships. (Desirable)
• Strong career track record of leading, delivering and developing diverse professional services which underpin a large and complex organisation.
• An experienced senior leader confident in working at Board level to lead strategy, manage risk, drive performance and engage internal and external stakeholders.
• Experience of designing, delivering and evaluating major projects, coordinating complex resources and business planning processes.
• Experience of working in a complex and ever-changing regulatory environment.
• Experience of managing multiple budgets across a range of functional areas. 
• Vision, drive and determination to support the achievement of ambitious goals.

Knowledge and Skills

• Outstanding interpersonal, negotiating and influencing skills with the ability to successfully manage diverse teams.
• Comprehensive understanding of current and future developments in HE sector and the key drivers behind them. (Desirable)
• Ability to turn strategic direction into operational outputs across a broad portfolio of responsibilities.
• A creative, solution-focused approach to solving complex problems with a strong customer service ethos and high-quality standards.
• Diplomacy, tact and confidentiality, valuing diversity and difference.
• Collaboration: ability to work with senior colleagues within agreed framework.
• Ability to communicate clearly and effectively both orally, in person and in writing to a range of audiences and produce a range of materials to communicate including reports and presentation materials.
• Empathy with the business and values of the University encouraging collegiality through an engaging leadership style.
• Highly developed negotiating and influencing skills.
• Able to prioritise a demanding workload, manage complexity, remain resilient and consistently deliver in a changing and challenging environment.