Job description and selection criteria

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PLANNING & RESOURCE ALLOCATION SECTION




Job description and selection criteria

Job title

Head of Resource Allocation

Division

University Administration and Services

Department

Planning and Resource Allocation Section

Location

University Offices, Wellington Square

Grade and salary

Grade:
10


Hours

Full time


Contract type

Permanent

Reporting to

Director of Planning and Resource Allocatio
n

Vacancy reference

To be added by UAS Personnel Team

Additional
information







2


The University


The University of Oxford is a complex and stimulating organisation, which enjoys an
international reputation as a world
-
class centre of excellence in research and teaching. It
employs over 10,000 staff and has a student population o
f over 20,000.


Most staff are directly appointed and managed by one of the University’s 130 departments or
other units within a highly devolved operational structure
-

this includes 5,600 ‘academic
-
related’ staff (postgraduate research, computing, senior

library, and administrative staff) and
2,850 ‘support’ staff (including clerical, library, technical, and manual staff). There are also
over 1,600 academic staff (professors, readers, lecturers), whose appointments are in the
main overseen by a combinatio
n of broader divisional and local faculty board/departmental
structures. Academics are generally al
l also employed by one of the 38

constituent colleges
of the University as well as by the central University itself.



Our annual income in 20
10
/1
1

was £
929
m. Oxford is one of Europe's most innovative and
entrepreneurial universities: income from external research contracts exceeds £365m p.a.,
and more than 60 spin
-
off companies have been created.


For more information please visit
:

www.ox.ac.uk


University Administration and Services


University Administration and Services (UAS) is the collective term for the central
administrative departments of the University. UAS comprises structures to:



support the University’s core academic purposes of teaching, learning and
research;



ensure the University can meet the requirements of government, funding bodies
and other external agencies; and



facilitate

the attainment of the objectives set out in the University’s Strategic
Plan.

The offices of the UAS sections are spread across the city centre, with the main University
Offices located in Wellington Square.


For more information please visit:
http://www.admin.ox.ac.uk/


Planning and Resource Allocation Section (PRAS)



The Planning and Resource Allocation Section forms part of the Academic Administration
Division within the University Administration and Services,

and is based in the University
Offices, in Wellington Square, Oxford. The
19

members of staff in the Section undertake a
broad mix of projects and recurrent work across all aspects of
strategic planning and
resource allocation. Activities include suppor
ting the work of the Planning and Resource
Allocation Committee (PRAC), Research Committee and the associated sub
-
committees,
providing strategic policy support to the Vice Chancellor, Pro Vice Chancellors and Senior
Officers of the University, engaging wi
th major external partners including HEFCE and other
public sector agencies, completing regulatory funding returns to HEFCE, managing the
operational aspects of the Research Excellence Framework,
and
modelling and operating
the University’s resource alloca
tion methodology.

The Section also provides support for the
University’s capital and annual academic planning processes.


For more information please visit:
http://www.admin.ox.ac.uk/pras/


3


Job description


O
verview of the role

You will

be a key member of the Planning and Resource Allocation Section’s (PRAS) senior
team, contributing to the University’s policy analysis and development across a broad range
of areas. In particular, you will
lead

the
Section’s
work on resource allocation.
T
h
is is
therefore
a key role within the University

requiring
an in
-
depth knowledge and understanding
of a range of specialised

areas
.

You

will
manage a team (currently consisting of four
members) and
be required to work collab
oratively with
other members of PRAS and
senior
staff
across

the University

including Pro Vice Chancellors, Heads of Division, Heads of
Colleges
,
Bursars and senior members of the University’s administration.

As your experience in the role develops, it is
expected that there will be opportunities to
engage with other key areas of PRAS’ work and gain knowledge across a broad spectrum of
planning
-
related areas. This is
a
key

role
in the University’s administration
and an
ideal
opportunity to develop a
senior
-
level
career in higher education administration.


Responsibilities


1.

Overseeing a range of resource allocation processes across the collegiate
University.

These comprise the ‘Joint Resource Allocation Model’ (‘JRAM’) which formulaically
distributes HEFCE grants for teaching and research and tuition fees across the collegiate
University, the Collegiate Funding Formula (‘CFF’) which distributes funding among the
Colleges, the ‘123 infrastructure charge’ which formulaically charges academic
departments
for services provided centrally and the Integrated Charging Mechanism (‘ICM’) which
distributes charges for services to Colleges.

(a)

Managing the delivery of the JRAM, run twice each year
. Responsibilities
includ
e




S
etting major deadlines
,

managi
ng the timetable for delivery

and maintaining all
guidance notes on the Model.



Acting as Secretary to the Joint Resource Allocation Advisory Board (JRAAB),
including writing papers
,
and
checking minutes and reports drafted by other
members of the team.



Ove
rseeing modelling which includes the construction of complex formulae and
detailed technical processes, including checking outcomes to student and
department level.



Issuing
JRAM and Infrastructure charge
data circulars to Divisional
Administrators and Financial Controllers
confirming the accuracy of the base
data to be used for both Models.



Liaising with members of staff in the Finance Division as required

and more
generally providing guidance and advice t
o staff throughout the University on the
detailed operation and assumptions of the allocation method.

(b)

Leading the delivery of the CFF. Responsibilities include

4




S
pecifying and checking CFF outputs from TM1



R
unning the CFF ‘moderation model’



Communicating
the outputs, including attending the colleges’ Monitoring and
Moderation Board to speak to papers, issuing information to college bursars and
dealing with ad hoc queries

(c)

Delivering the ICM. Responsibilities include



Liaising with the Conference of Colleges

secretariat



Running calculations and presenting the information in a user
-
friendly format



Communicating with bursars and college accountants as required

(d)

Leading the delivery of the 123 Infrastructure Charge. Responsibilities include



Setting major deadlines, managing the timetable for delivery
and maintaining all
guidance notes on the Model.



Checking both the information input into the Model and the results.



Liaising with staff across the University to resolve difficult issues arising
from the
Model or its outcomes

(e)

For all of the above, the postholder will be expected to write and present papers

setting out processes and outcomes

to major Council committees including Education
Committee and Planning and Resource Allocation Committee

(PR
AC)
, oversee
timetable
s

and delivery including monitoring the team’s workload for pressure points,
and advise on the implications for the models of changing university, H
igher
E
ducation
F
unding
C
ouncil for
E
ngland (HEFCE)

or government policy.

Note: the re
source allocation team maintains and develops data models in IBM Cognos
TM1, including constructing complex formulae and detailed technical processes. TM1
software enables multi
-
dimensional data to be created, manipulated and summarised to
meet reporting r
equirements as they arise. It is not expected that the postholder will be
familiar with TM1

nor will become a day to day user although s/he will be expected to
become familiar with the outputs from the model


2.

HEFCE


The Higher Education Funding Council
(HEFCE) distributes public money for higher
education to universities and colleges and assures the appropriate use of these funds.
In collaboration with the Director and Deputy Director

of PRAS
, you will be required to:


(a)

Maintain an overview of the HEFCE
grant cycle, including checking the annual grant
letter, providing briefings to University Committees and briefing the public affairs
directorate.


(b)

Supply information to HEFCE as requested.


(c)

Attend HEFCE events and respond to funding consultations, collabo
rating with others
across the University as appropriate.


5


(d)

Lead PRAS’ contribution to the Annual Accountability Returns submitted to HEFCE
including l
iais
ing

with the Finance Division to
agree a timetable for
delivery of funding
and fee forecasts
, carrying
out the grant forecasts and overseeing the fee and student
number forecasts according to the requirements set out by HEFCE
.


(e)

Communicate the forecasts within the University both formally and informally. This
would include drafting and presenting papers to

the Planning and Resource Allocation
Committee, Finance Committee and Council and explaining the methodology and
outcomes where required to Heads of Division, Divisional Secretaries and Financial
Controllers.



3.

Oversee the preparations for the annual
HESE
S

return to HEFCE
.


The Higher Education Students Early Statistics Survey (HESES) is an annual survey
returned to HEFCE

by all universities. It provides an early indication of the number of
students studying within the current academic year and informs HEF
CE’s funding
allocations. Responsibilities include:


(a)

Overseeing the timetable for delivery and planning for deadlines, maintaining process
notes and briefing the Vice
-
Chancellor to enable sign
-
off


(b)

Carrying out individual tasks relating to the return to ensure that overall the team has
sufficient capacity to complete
it

within the deadline set by HEFCE. The nature of
these tasks will be for the postholde
r to determine in collaboration with the team
but
previously has included identifying staff candidates for DPhils, identifying ELQ
students and analysing PGR year data.


4.

HESA student return and
HESA
-
derived statistics


The Higher Education Statistics Agency (HESA) is the official government agency for

the collection, analysis and dissemination of quantitative information about higher
education. Universities are required through their Financial Memoranda with HEFCE
to return accurate and timely data to HESA.
HEFCE then uses HESA data for
monitoring an
d allocation of funding.
PRAS contributes to the submission of an
accurate student HESA return through collaboration with the University’s Student Data
Management and Analysis (SDMA) team

and monitors HEFCE’s use of HESA
-
derived
statistics to ensure data
returns entail activity being appropriately funded.
Responsibilities include:


(a)

Maintain
ing

knowledge and understanding of the 132 fields in the HESA student
return, and of the relationships between those fields; how that data is used locally and
nationall
y to develop policy; and how it contributes to performance indicators,
benchmarking and national league tables.

(b)

U
s
ing

the outputs of the HEFCE web facility to
check and
compare data being
prepared for submission to HESA with other data, especially the HESE
S return, and
datasets used internally (e.g. for resource allocation and student number planning
purposes).

(c)

Oversee
ing

detailed checking of data being prepared for submission to HESA,
particularly focusing on data that will subsequently be used by HEFCE for determining
the University's funding.


6


6

Staff Management


As part of the PRAS Senior Team
, lead four members of staff responsible for all
elements of the formulaic resource allocation carried out by the Section.


7


Additional activities

The post holder will be expected to undertake other duties a
s required from time to time by
the
Director

of Planning

and Resource Allocation
.

Th
e post

will be based with
in

PRAS in the Central Administration offices in Wellington
Square.


Selection criteria


The person appointed should be:

Essential

(a)

in possession of a first degree

or equivalent experience

and able to demonstrate
strong intellectual and analytical skills
;

(b)

experienced in managing
and motivating
a
professional
team to deliver complex
pieces of work to a high level of accuracy within tight deadlines

(c)

able to demonstrate strong numerical analysi
s skills

and financial awareness
,
with
experience of
managing
large and complex
datasets;

(d)

able to analyse written and numerical information and draw inferences from the
material supported by argument and evidence;

(e)

able to demonstrate experience
of using
Mi
crosoft Excel

to an advanced level
;

(f)

able to evidence the ability to deal effectively with a wide range of complex issues in a
challenging environment;

(g)

a
ble to demonstrate
e
xcellent oral and written communication skills

including the ability
to present and
explain complex information to a formal group such as a committee
;

(h)

able to obtain the
confidence of people at all levels both internal and external to the
University, and to maintain good working relations with them

(i)

able to influence decision
-
makers within

and outside the University

(j)

able to demonstrate motivation to develop a career in University administration with an
interest in higher education policy and funding

and awareness of the key issues in
Higher Education
.

Desirable

(a)

Experience of working in a
similar role at a senior level in an organisation;

(b)

A
t least
five

years’ experience of working in the higher education sector
, with
experience of working in a financial, policy or funding role
.

How

to apply

If you consider that you meet the selection criter
ia, click on the
Apply Now
button on the
‘Job Details’ page and follow the on
-
screen instructions to register as a user. You will then
be required to complete a number of screens with your application details, relating to your
skills and experience.
When prompted, please provide details of two
referees and indicate
whether we can contact them at this stage.

You will also be required to upload a
CV and

7


supporting statement. The supporting statement should
demonstrate how you meet the
selection criteria

outlined above
.

Please save all uploaded documents to show your name
and the document type.


All applications must be received by midday on the closing date stated in the online
advertisement.


Should you experience any difficulties using the online app
lication system, please email
recruitment.support@admin.ox.ac.uk



Further help and support is available from
http://users.ox.ac.uk/~chri
1411/corehelp.htm



To return to the online application at any stage, please click on the following link
www.recruit.ox.ac.uk







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PLANNING & RESOURCE ALLOCATION SECTION