Induction procedures
It is vital for the department and the new Administrator personally that he or she quickly settles into the department, understands its ethos and culture and is clear on immediate objectives. The ideal situation is that all this is achieved through a structured handover from the previous incumbent of the post but this is only likely in the case of a planned retirement or a resignation with plenty of notice. Therefore in the vast majority of cases it is expected that the Head of Department would introduce the new Administrator into the department, to any other Heads of Department or Associated Units for whom the Administrator has responsibilities. In addition the DAP Officer (contact details) should be asked to introduce key university personnel (see below).
The relationship between the Head of Department and the Departmental Administrator is vital to the efficient and effective management of any department. So as early as possible a good working relationship needs to be fostered between them. After an initial greeting on the Administrator’s first day; a confidential, one-to-one meeting should be arranged to take place within the first two weeks if possible. This should be an open and wide ranging discussion including:
- The strategic vision for the department
- Immediate and long-term departmental objectives
- Preferred working arrangements
- Matters delegated to the Administrator and those retained by the Head of Department
- Financial or other limitations
- Objectives for the Administrator
Adequate time (at least one hour) should be made available for this discussion.
As part of the initial introduction the DAP Officer should meet with the new administrator to discuss an individually tailored programme of training or professional development to be undertaken during the induction and probationary period. The appropriate Divisional Secretary would be invited to participate in the discussion. The training requirements identified should be recorded on the initial training form (Form C), and the DAP Officer should assist the Administrator in making arrangements for the necessary training/development to take place. Also the DAP Officer would introduce the new Administrator to key contacts within the University, i.e. within:
- Personnel Services
- Finance Division
- Research Services
- Estates Directorate
- Safety Office
Furthermore, in taking up a new role it is not always easy to admit to immediate colleagues that you lack understanding or competence in some aspect or other of the new duties. Therefore, whether a handover takes place or not, the Head of Department, in conjunction with the appropriate Divisional Secretary, should arrange that an experienced Administrator in a similar department is willing to act as a mentor. A possible candidate would be the Administrator who was a member of the selection panel (see the guide to the recruitment of departmental administrators) since there will have been some contact already. Guidance on good mentoring practice is available from the Oxford Learning Institute.
The key elements of the induction process are outlined in the checklist. A review of the induction process should form part of the initial probationary review discussion and arrangements made to overcome any short-comings in the induction that are identified (see The Review meeting).
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