Download Systems Manager Division

IMPERIAL COLLEGE UNION
JOB DESCRIPTION
Title:
Systems Manager
Division:
Imperial College Union
Job Family/Level
Professional Services 4
Responsible to:
Head of Finance and Resources, ICU
Responsible for:
Web Developer, Systems Co-ordinator
Campus:
South Kensington based within Imperial College Union
Strategic Relationships:
Leadership Team, Officer Trustees, all departmental Manager,
College ICT, Student members, external suppliers
Purpose of the Post:
The Finance and Resources directorate exists to provide essential
support services to all areas of the Union. Staff members in this
directorate provide Finance support services by processing and
reporting the activities of the Union, Administrative support
services, front of house reception services, Facilities management
and ICT services and solutions.
The post holder is responsible for all electronic processing systems
within ICU including online payments systems, electronic point of
sales systems (EPOS), accounting systems, ecommerce solutions
and back of house databases.
The post holder will advise the Leadership team of any potential
ICT system developments and lead projects that will enhance the
effectiveness and efficiency of Union processes and services.
The post holder will take a lead role in developing and
implementing a robust ICT strategy which is aligned with the
Union’s strategy.
Responsibilities
1.0
Union Strategy

To develop and implement the Union’s systems strategy in consultation with the Head of Finance
and Resources

To ensure that the Union’s electronic infrastructure is robust and fit for purpose

To keep up to date with the latest technologies and project management methodologies

To develop and maintain a process for receiving, prioritising and delivering systems development
requests ensuring that decisions on priorities are aligned with the Union’s strategy and are made
in consultation with Senior Management.
2.0
Systems Management

To lead on the implementation and maintenance of the Union’s electronic systems ensuring that
the associated infrastructure is robust and fit for purpose. Current systems include the Union’s
website, eActivities, EPOS, various databases, SAP accounting system and other bespoke systems.

To ensure that ICU has clear policies which engender robust quality and realistic service
standards.

To ensure that adequate ICT support is provided to all stakeholders and that detailed
information, statistical analysis and reports are provided

To liaise with College ICT ensuring the best practise is adapted within the Union and the there is a
shared understanding of Union systems

To monitor all business processes ensuring that where necessary they are re-engineered and redesigned so that the organisational strategy is met and costs are reduced

To instil a culture of systems documentation and code commentary

To work with departments to specify new functionality

To manage the Union’s relationships with external providers, including Imperial College, to
ensure that the Union achieves maximum efficiency from externally provided systems, including
(but not limited to) IT hardware and software, telephones, mobile devices and network
infrastructure.
3.0
Staff Management

To coordinate the work and monitor the workloads of Direct Reports

To provide leadership, direction for direct reports and relevant members of the directorate.

To undertake performance reviews of direct reports, in line with Union policy and to identify
individual training needs for direct reports in accordance with the Union’s Access to Training
approach

To ensure the ongoing development of ICT staff by leading a Learning and Development culture
4.0
Financial Management

To be responsible for the production of the annual ICT budget and to report on any variances to
budget on a monthly basis

To ensure the maintenance of financial controls across the department, including full compliance
with Financial procedures and any other relevant policies and to provide all information required
by the Finance department in a timely manner

To ensure that best value for money is obtained at all times and to be accountable for the
security of all resources
5.0
6.0
Customer Service and Training

To establish, implement and monitor service level agreements with internal and external
departments and service users (including student groups) which provide support to relevant
stakeholders

To instil a culture of customer services within the systems department and to ensure that all
internal and external enquiries are dealt with in an effective and friendly manner.

To develop and deliver an ongoing programme of training and development of systems users,
including student volunteers, officers, staff and management as appropriate, In collaboration
with other Union departments (eg Student Activities and Student Development) as appropriate
Other Duties

To attend appropriate meetings and develop reports as and when required by the Union.

To abide by the Union’s Constitution, Policies and procedures and all relevant College
policies and regulations at all times

To contribute to the positive image of the Union with students, the College and the local
community

To undertake other tasks and responsibilities compatible with the level and nature of the
post as required by the Managing Director
As job descriptions cannot be exhaustive, the post-holder may be required to
undertake other duties which are broadly in line with above key responsibilities.
Training and Professional Development
Imperial College Union considers regular and on-going training as essential to job satisfaction and career
development. It is expected that the post-holder will be offered the opportunity to participate in training that
is relevant to his/her duties and the post-holder will be expected to undertake such training as may be
reasonably practicable.
Imperial College is committed to equality of opportunity and of eliminating discrimination. All employees are
expected to adhere to the principles set out in the Equal Opportunities in Employment Policy, Promoting Race
Equality Policy and Disability Policy and all other relevant guidance/ practice frameworks.