WHAT DOES A DEPUTY MANAGER DO?

Published: MM DD, 2024 - The Deputy Manager oversees the management of faculty processes including appointments, promotions, tenure, and various leaves, ensuring compliance with institutional timelines and policies. This position coordinates the preparation and submission of documentation for faculty candidacy recommendations to the Vice Chancellor/Management Committee. This role facilitates communication and meetings among university leadership, faculty, and staff, maintaining thorough records and managing administrative workflows.

A Review of Professional Skills and Functions for Deputy Manager

1. Deputy Manager Duties

  • Statutory Records Management: Maintenance of statutory and secretarial records of companies.
  • Documentation Preparation: Preparation of notices, explanatory statements, annual reports, minutes of shareholder and board of directors' meetings, and committee meetings.
  • Stakeholder Liaison: Work as a vital link between the company and its Board of Directors, shareholders, government, and regulatory authorities.
  • Secretarial Management: Management of secretarial records in a proper manner.
  • Meeting Coordination: Arranging various types of meetings such as board meetings, society meetings, and general meetings.
  • Government Liaison: Liaising with various government departments like ROC, RD, OL, Stamping Dept., etc.
  • Interdepartmental Coordination: Coordination and liaising with other departments of the company to collect and provide various useful information and documents.
  • Auditor Coordination: Coordination and liaising with auditors, including secretarial auditors, statutory auditors, and internal auditors for various purposes.
  • Community Engagement: Assisting in fostering good relationships with local communities and participating in welcoming new services to the home.
  • Administrative Support: Provide administrative support for the Provost's involvement in confidential functions, including grievance and personnel-related matters requiring administrative action.
  • Budget and Compliance Management: Management of budget and SAP operations, ensuring compliance with university and government regulations.

2. Deputy Manager Details

  • Faculty Management Support: Support in the management of faculty appointment, promotion, and tenure (APT) processes and other actions affecting faculty, such as sabbatical leave, leave without pay, and PhD leave.
  • Promotion and Tenure Management: Manage the annual flow of recommendations on behalf of candidates for promotion and tenure.
  • Dossier Compliance: Follow up with the schools to ensure that tenure dossiers are complete and that missing pieces are furnished timely to comply with the timeline stipulated in the Faculty Handbook.
  • Draft Preparation Support: Support the team in preparing drafts of the Provost's recommendations on behalf of candidates for initial appointment, reappointment, promotion, and tenure for submission to the Vice Chancellor/Management Committee.
  • Workflow Coordination: Follow up with appropriate units in the workflow from initiation through HR approval.
  • Administrative Management: Manage office-related administrative work and be a cohesive part of the Vice Chancellor/Provost team.
  • Query Handling: Handle and follow up on queries, complaints, requests, etc.
  • Policy Compliance Awareness: Maintain an awareness of campus policies, processes, and standards and ensure compliance with any Provost Office materials or communication.
  • Meeting Coordination: Coordinate and arrange, in consultation with the Provost, various meetings that involve School Deans, Centre Directors, Advisory Committees, Administrative Directors, Department Chairs, faculty, and staff.
  • Minutes Recording: Record, prepare, and distribute minutes of all meetings.
  • Project Management Support: Assist in managing projects and scheduling and assigning work on behalf of the Provost to Centre Directors and academic departments, tracking progress to meet deadlines and complete projects.

3. Deputy Manager Responsibilities

  • Relationship Building: Build great relationships with the people we support and those important in their lives (families, other staff, and external professionals).
  • Record Management: Ensure all plans and records relating to people are accurate and up to date, using respectful language that allows individuals to see progress against goals.
  • Concern Tracking: Track areas of concern (e.g., health) and take action as agreed.
  • Quality of Life Planning: Develop and implement individual Quality of Life plans that focus on individuals’ preferences and needs while maximizing personal independence and promoting rights, autonomy, and choices.
  • Team Collaboration: Work consistently and positively with local managers and other team members to ensure people receive great service from the entire team at all times.
  • Policy Compliance: Ensure all organization policies and specific agreed ways of working in the service are followed (e.g., that specific support plans are adhered to, medication processes are followed, money is managed effectively, and health and safety practices are carried out).
  • Staff Supervision and Training: Supervise, coach, and train colleagues in person-centered support practices, providing and acting on feedback regarding what is going well and what needs improvement.
  • Administrative Technology Use: Use information technology (including a computer) to undertake a range of administrative tasks, follow procedural guidelines, and complete appropriate documentation in the required format.
  • Resource Management: Lead and manage both employees and resources to ensure high standards of service are achieved within the home, exceeding regulatory standards.
  • Support for Management: Support the Registered Manager to be accountable and responsible for the home’s outcomes.
  • Monitoring Practices: Provide robust monitoring of the work practices of new employees to ensure the home remains viable with the referral process and maintains standards.
  • Budget Management: Assist in managing the budget of the home and ensure the business remains viable while meeting and exceeding key performance indicators for people, quality, and performance.

4. Deputy Manager Job Summary

  • Client Retention Management: Ensuring that the client retention ratio in terms of the number of clients attains 95% or above.
  • Portfolio Management: Managing the current portfolio and developing new business.
  • Client Inquiry Response: Responding to client inquiries efficiently and professionally, which may relate to claims, premiums, market trends, and product information or claim statistics.
  • Needs Assessment: Understanding the needs of clients and addressing these to the mutual benefit of both parties.
  • Renewal Verification: Verifying renewal documents, assessing if new products from underwriters and services can be offered, issuing renewal confirmations to underwriters, and consolidating renewal documents.
  • Premium Settlement Cooperation: Cooperating with the Accounting Department in following up on premium settlements from clients and requesting refunds of credit balances to clients.
  • Claims Advisory: Advising clients on claim control measures.
  • Service Quality Review: Reviewing and reporting service quality issues daily, ensuring all client complaints are reported and taken seriously.
  • Business Relationship Maintenance: Maintaining close business relationships with clients and underwriters.
  • Company Promotion: Promoting the company image by introducing company products such as Aon Care, etc.

5. Deputy Manager Accountabilities

  • Person-Centered Service Delivery: Deliver a person-centered service for people who use my client’s services.
  • Operational Support: Assist the manager in the overall running of the services, maintaining appropriate standards of quality assurance, and meeting the aims and objectives defined by this charitable organization.
  • Duty Delegation: Ensure effective delegation of duties and responsibilities regarding the care of all people using my client’s service to provide a stimulating environment, encouraging them to attain their full potential and maximize the options available to them.
  • Analytical Research: Conduct fundamental and technical analyses on companies, industries, regulations, and economies.
  • Investment Proposal Preparation: Analyze and prepare investment proposals on companies, funds, and financial products for potential investment purposes based on primary and secondary market data.
  • Market Reporting: Interpret and prepare reports on the market and economic outlook domestically and globally, including foreign exchange rates and interest rates.
  • External Reporting: Prepare reports for various external parties.
  • Portfolio Monitoring: Update the Head of Department or Immediate Superior on any significant price movements in the company’s investment portfolio.
  • Training Provision: Provide training to Senior Account Executives and Account Executives.
  • Skill Development: Develop personal skillset and knowledge base through participation in company-arranged training programs and company-sponsored training programs.
  • Budget Input: Provide input for the Business Development annual budget, in terms of both expenses and revenue.
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