Association for Learning Technology (ALT) Grade of post: Grade 9 pro-rate (spine point to spine point )

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Association for Learning Technology (ALT)

Date last reviewed: May 2009

Department: Association for Learning Technology Title of post: Operations and Contracts Manager

Grade of post: Grade 9 pro-rate (spine point 31 £31513 to spine point 35 £34435) Post number: 13627

FT or % P/T: 0.8FTE

Principal location of work: Gipsy Lane site, Headington. Immediate line manager: Chief Executive of ALT

Staff managed: Membership Services Manager, Publications Officer (Web and Print), Administration Officer (Publications). Post is also responsible for coordinating the Oxford-based staff team as a whole. [The team currently comprises Conferences and Events Manager, Finance Manager, Administration Officer (Publications),

Administration Officer (Events and Membership Services)].

Qualifications required for post: a degree-level qualification in a business studies or information management related subject; or a degree-level qualification and relevant business or information management experience; or Level 3 qualifications and extensive experience in an operational role in a business oriented knowledge-based environment.

Experience required for post: At least 2 years’ experience of working at a managerial level in a team-based business or office environment where extensive use is made of Web based systems, and where a key focus of the work has been on managing information. Experience of working with a wide range of people at all levels.

Overall purpose of post: Oversee and ensure the coherence of all of ALT's internal and external services. Oversee the development, operation and continuous

improvement of all of ALT’s procedures and systems (including its extensive ICT systems). Take responsibility for the procurement, development, and maintenance of ALT’s web services and systems (including the ALT web site) and for the deployment of a budget in support of these developments. Maintain and develop the operational, planning, and contractual framework for ALT’s internal and external projects. Ensure the provision of suitable systems and processes to support the major information flows within ALT, including for the ALT annual conference, for ALT’s other large events, and for its internal and external projects. Take responsibility for media and public relations. Be a member of the management team of three, supporting and advising ALT’s elected board of trustees and its lay committees, and advising the Chief Executive on policy and other matters, taking responsibility for activities assigned. Act as Clerk to ALT’s Board of Trustees, and manage the long term development of and interrelationships between the remits of each of ALT’s main operational committees.

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Main duties: Service Provision

1. Oversee and ensure the coherence of all of ALT's internal and external services, and coordinate the work of the whole Oxford-based staff team.

2. Oversee the development, operation and continuous improvement including simplification of all of ALT’s procedures and systems (including ICT-based systems, back-up procedures etc), supporting and coordinating the work of managers and lay members of ALT in the four main functional areas (membership services, events, finance, publications).

3. Take overall responsibility for the long term development (including procurement) of ALT’s web services and systems, and their accessibility, and for the security (including backups) of ALT’s data..

4. Design, implement and manage suitable systems and processes to support the major information flows within ALT, for example for the ALT annual conference, and other large events. Play a lead role in administrating and supporting the development of the academic programmes of ALT’s conferences.

5. Ensure that ALT carries the right level and types of insurance for its activities, including indemnification insurance for Trustees.

Staff management and development

6. Line manage the Membership Services Manager, the Publications Officer (Web and Print), and the Administration Officer (Publications).

7. Maintain and develop a policy which supports the development of ALT staff and trustees, in line with the outcome of the annual professional development and review cycle, and ALT’s strategy.

Reporting

8. Act as ALT’s Data Controller, managing ALT’s relationship with and reporting to the Information Commissioner, and leading on the development of ALT’s Privacy and Data-monitoring Policy.

9. Support the Finance Manager in the completion of official returns, for example to HM Revenue and Customs, the Charities Commission, and take responsibility for the non-financial components of the latter.

10. Maintain, develop and manage the operation of ALT’s Complaints Policy and Procedure.

Project Management

11. Maintain and develop the operational and planning framework for ALT’s internal and external projects.

12. Manage ALT’s role in appropriate external projects, writing project proposals, acting as project manager, directing the activities of paid and unpaid staff who are attached to individual projects, subcontractors, and project partners.

Continuous improvement

13. Ensure that ALT’s web-based Operations Handbook is developed and maintained to keep it fit for purpose, commissioning and approving input into the handbook from ALT staff, Trustees and other members of ALT.

14. Establish and then manage the process by which ALT seeks input from members on its consultation responses and other policy documents.

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Contracts

15. Supported by the Finance Manager, take responsibility for the development and maintenance and operation of the framework within which ALT makes contracts with suppliers, and with clients, including writing and issuing invitations to tender, selecting suppliers, and negotiating contracts.

16. Provide advice and support to colleagues in contract negotiations with suppliers and clients, particularly in respect of larger contracts such as those relating to ALT’s large conferences, and take responsibility for (or give advice on) sign-off of larger contracts, in line with ALT’s purchasing policy.

17. Manage contracts and service level agreements relating to ALT’s ICT-based systems, including those between ALT and the companies that host ALT’s web-based systems.

18. Oversee the development of the hosting contract between ALT Oxford Brookes University.

ALT Committees

19. Act as Clerk to ALT’s Board of Trustees, writing and issuing the Board’s agendas, managing the production of supporting papers, presenting reports, and writing and issuing the Board’s minutes.

20. Act as Clerk to ALT’s General Meetings, writing and issuing General Meeting agendas, managing the production of supporting papers, presenting reports, and writing and issuing General Meeting minutes.

21. Ensure that systems are in place for convening, issuing agendas and papers for, and for recording the decisions of, all relevant meetings, including those of ALT’s four main member-led operational committees, and manage the long term

development of and interrelationships between the remits of these committees, in line with ALT’s three year strategy.

22. Attend and present reports to other appropriate ALT committees and groups. 23. Manage the Register of Interests of ALT Trustees and Senior Staff, and induct

and support new ALT Trustees.

24. Manage all calls for expressions of interest in membership of ALT committees, and all elections to office, supported by the Chief Executive, and manage the relationship with any agency chosen to conduct ballots on ALT’s behalf. 25. Develop and then manage the application of a risk-assessment and reporting

framework for ALT’s main activities. Memoranda of Understanding

26. Liaising with the Chief Executive, Director of Development, and relevant Trustees, manage the implementation of ALT’s Memoranda of Understanding with national and international partner organisations to ensure that these are maintained and developed, and obligations thereunder fulfilled.

Representation

27. Represent the Association in discussions with actual and potential sponsoring and organisational members, and with partner organisations.

28. Within the framework provided by ALT’s hosting contract with the University, manage relations with the University, with a particular focus on accommodation, HR-related reporting, ICT, finance, and Health and Safety at Work.

Media and public relations

29. Manage maintain and develop the ALT media and public relations plan, with external support when appropriate.

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General

31. Be an active member of ALT’s management team and contribute to management and development in all areas of the Association’s work.

32. Attend occasional events on ALT’s behalf; this may involve occasional weekend, and evening work, and travel within the UK.

33. Manage the review and revision process for the three year ALT Strategy, and monitor and report on its implementation.

34. Undertake training to ensure appropriate skills are acquired or developed. 35. Deputise for the Chief Executive and provide holiday and sickness cover for the

Director of Development.

36. Provide occasional holiday and sickness cover for other posts in ALT.

37. Undertake any other duties and responsibilities as may be determined by ALT that are commensurate with the level and grade of this post.

Closing date:

Wednesday, 15 July 2009

Ref:

13627

Background

The Association for Learning Technology (ALT) is a professional and scholarly association for learning technology practitioners and researchers. ALT is a registered charity, and is funded through nearly 900 individual, organisational, and sponsoring membership subscriptions, and through sponsorship, grants, bid-for projects, and its events.

ALT runs a major 3-day international conference (ALT-C) annually in September, a range of smaller conferences, and a programme of workshops and occasional events throughout the year, including webinars. ALT has a web site, which includes an Open Access repository, and publishes a fortnightly information digest, a quarterly

newsletter, an academic journal, and occasional publications.

The activities of the Association are run through four sub-committees (Further

Education, Membership Services, Publications, and Research) made up of volunteer members drawn from across the learning technology discipline, from inside and outside the UK. Sub-committees report to an elected and co-opted Board of Trustees. The ALT office is located in Oxford. Following a recent restructuring ALT has a staff-complement of about 7 FTEs.

ALT’s core staff have permanent employment contracts with Oxford Brookes University, but ALT is run independently from the University led by its Board of Trustees.

The current annual turnover of the Association is approximately £600K, having increased four-fold over the last 5 years.

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Person specification

School/Directorate: Association for Learning Technology Title of post: Operations and Contracts Manager (0.8 FTE)

Salary: Grade 9 pro-rate (spine point 31 £31513 to spine point 35 £34435)

Specification Essential Desirable

1. Education / Training

A degree-level qualification in a business studies or information management related subject; or a degree-level qualification and relevant business or information management experience; or Level 3 qualifications and extensive experience in an operational role in a business oriented, knowledge-based environment.

A master’s level business or information management qualification. A project management qualification. 2. Relevant Experience

At least 2 years’ experience of working at a managerial level in a team-based business or office environment where extensive use is made of Web based systems, and where a key focus of the work has been on managing information.

Experience of working with a wide range of people at all levels. Experience of working in a membership/volunt ary organisation. Experience of web-systems procurement and deployment. 3. Relevant Skills and Aptitudes

Sound knowledge of business procedures and office management, including those relating to data security. Ability to achieve value for money in negotiations. Project management skills.

Enthusiasm for working in an unstructured, fluid rather than rules-based environment.

Good written communication and note taking skills, and the ability to take formal and informal minutes.

Confident and effective user of Microsoft Word, Excel or equivalent.

Fluent user of email, the World Wide Web, and web-based ICT systems.

Ability to learn new IT skills quickly.

Ability to work under pressure and to deadlines. Ability to work as part of a team.

Methodical with a keen eye for detail. 4. Special

Requirements

Clean driving

license 5. Other Understanding of and sympathy with ALT’s aims and

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Operations and Contracts manager

Permanent 0.8 fractional Oxford-based job - closing date 15 July 2009 Salary pro-rata to: £31,513 to £34,435

1. Learning technology and learning technologists are at the heart of modern learning, and the Association for Learning Technology (ALT) is the UK's professional and scholarly

association for learning technology practitioners and researchers. ALT is a registered charity, and is funded through nearly 900 individual, organisational, and sponsoring membership subscriptions, and through sponsorship, grants, bid-for projects, and events.

2. We are seeking an experienced and effective individual to oversee and ensure the

coherence of all of ALT's services. This is a wide ranging and challenging job which will focus on the:

• development, operation and continuous improvement of all of ALT's procedures and systems (including its extensive ICT systems);

• procurement, development, and maintenance of ALT's web services and systems (including the ALT web site);

• maintenance and development of the operational, planning, and contractual frameworks for ALT's internal and external projects;

• provision of suitable systems to support the major information flows within ALT, including for the ALT annual conference, for ALT's other large events, and for its projects;

• media and public relations.

The post holder will also act as Clerk to ALT's Board of Trustees, and will manage the long term development of and interrelationships between the remits of each of ALT's main operational committees.

3. Reporting to the Chief Executive, this permanent post, based in Oxford, attracts university employment benefits including contributory pension scheme, flexitime, and family-friendly employment policies, and represents an exciting opportunity to develop your career in a challenging and interesting public role.

4. For further information about ALT, see www.alt.ac.uk. For application forms and

recruitment packs call Oxford Brookes University on +44 (0)1865 484537 (answer-phone) or email vacancies@brookes.ac.uk, citing Post Reference 13627. Completed application forms should be sent to Directorate of Human Resources, Oxford Brookes University, Wheatley Campus, Wheatley, Oxon OX33 1HX, or uploaded from the Oxford Brookes University recruitment web site, to arrive no later than 17.00 on Wednesday 15 July 2009. Interviews will be held on Thursday or Friday 30 or 31 July, with notification to short-listed candidates sent on 23 July.

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