Senior Administrator and PA – School of Education – 97219 – Band 500
School of Education/College of Social Sciences
Location: University of Birmingham, Edgbaston, Birmingham UK
Full time starting salary is normally in the range £23,699 to £25,458, with potential progression once in post to £29,471
Full Time – Permanent
Closing date 30 June 2021
Our offer to you
People are at the heart of what we are and do.
The University of Birmingham is proud to have been a part of the City of Birmingham and the wider region for over 100 years, and we are equally proud to be recognised as a leading global university. We want to attract talented people from across the city and beyond, support them to succeed, and celebrate their success.
We are committed to helping the people who work here to develop through our sector-leading Birmingham Professional programme which provides all professional services staff with development opportunities and the encouragement to reach their full potential. With almost 5,000 professional services jobs in a wide-range of functions in Edgbaston and in our campus in Dubai, there are plenty of opportunities for you to be able to develop your career at the University.
We believe there is no such thing as a typical member of staff and that diversity is a source of strength that underpins the exchange of ideas, innovation, and debate. We warmly welcome people from all backgrounds and are committed to fostering an inclusive environment where diversity is at the heart of who and what we are, and how we work.
Supporting our people to achieve a healthy work/life balance is important both to our employees and to the success of the University and, depending on the role, we offer a variety of flexible working arrangements. We therefore welcome discussions on all forms of flexible working. In addition, you will receive a generous package of benefits including 40 days paid holiday a year, one paid day a year for volunteering, occupational sick pay, and a pension scheme. We also have three high quality subsidised day nurseries.
The University is situated in leafy Edgbaston and there are excellent transport links to our beautiful campus, including main bus routes and a train station on site. On campus we have a state-of-the-art sports centre with pool, shops, places to eat and drink, our own art gallery, museum and botanical gardens.
Find out more about the benefits of working for the University of Birmingham
As one of the University’s largest Schools, the School of Education has a central role in advancing the research and teaching standing of the University. The School is an international leader in education and research.
The School Hub Team is central to the administrative activity that underpins our ambitious teaching and research endeavours. This dynamic role will suit a highly organised, detail-oriented individual with excellent interpersonal skills with a desire to further develop their HR-related administrative skills and provide exceptional administrative support to senior academic colleagues. As an integral position within the team, the post holder will contribute to the broader administrative activities of a large and complex School. It is a requirement of the role to continually review processes in order to optimise service delivery and maintain compliance with policies and procedures. The role contributes to the academic endeavour of the School by managing crucial elements of school level HR processes, overseeing the work of the Departmental Administrators and providing high level professional support to senior academics.
The post-holder will act as PA to the Head of School, overseeing diary and inbox management and will provide general administrative support for the School’s Director of Infrastructure. In addition, the post-holder will service a number of committees and meetings including the School Senior Management Team and will organise School Forums, visits from members of the University’s Executive Board and the Vice Chancellor’s Integrated Review.
The role will act as the first point of contact within the School for queries relating to academic HR processes (excluding casual appointments) focussing on, but not limited to; administrative support for the school’s submissions to the College Post Approval Group, supporting academic managers with recruitment and selection processes for permanent and fixed term contract posts, on-boarding and induction for academic staff and providing advice on all processes and regulations relating to HR matters. The role will also have oversight of the School’s complaints and appeals procedures.
The post-holder will offer administrative support and process guidance to academic managers relating to sickness and absence policies and reporting, occupational health referrals, flexible working requests and proposals relating to reasonable adjustments as well as requests for Emeritus Professors and Honorary Lecturers. The role holder, alongside Departmental Administrators, will provide administrative support to the Head of School/Heads of Department on processes and deadlines relating to annual review and Performance Development Reviews (PDR), academic probation, promotions, peer observations and workload planning.
In line with the endeavours of the School Operations Team, the individual will provide proactive general administrative support across the School of Education, supporting team initiatives, responsibilities and governance priorities including, but not exclusive to, research support, event organisation and procurement processes via Core Systems. This role will foster a collaborative and collegiate approach between academic and professional services staff and has responsibility for the direct line management of two members of Professional Services staff within the School.
As a senior administrator and personal assistant within a team/department you will provide support for a broad range of administrative duties, some of which may be complex. You may also be responsible for managing other staff or for supporting colleagues and sharing knowledge. You will use your excellent organisational skills and attention to detail to ensure the people you support are well prepared, and that the tasks you carry out are completed to a high quality in a timely manner.
- Undertake complex diary management and meeting planning, usually 6-12 months ahead, making decisions on the best use of time. This will require you to understand the priorities and deadlines you and your manager(s) are working to and will involve developing relationships across the University and beyond.
- Proactive inbox management, with confidence to make decisions on behalf of others where appropriate.
- Dealing with a wide range of more complex enquiries and correspondence independently, or exercising judgement to redirect them to senior colleagues or other departments within the University.
- If in a supervisory role, you will line manage all staff and take responsibility for co-ordinating and prioritising the work of others, normally as the head of a small team or sub-unit of a team. If not in a supervisory role you will still be expected to act as a role model and coach members of the team.
- Maintain high profile working relationships with key stakeholders, fielding enquiries and ensuring that appropriate information is disseminated to stakeholders as appropriate.
- Proactive preparation and collation of meeting-related papers, working collaboratively to determine what information might be required in advance of a meeting, articulating clear deadlines for submission and proactively chasing where necessary. This may include attending meetings to provide high-quality committee support, taking minutes and following up as appropriate.
- Arranging complex UK and overseas travel, including booking flights, hotels, transfers, and organisation and planning of itineraries, ensuring best use of time and taking into account budgetary constraints.
- Organisation of events including booking a venue, sending invitations, arranging refreshments, liaising with speakers, manage bookings, co-ordination of colleagues, advertising, collating feedback and reporting back.
- Collate, analyse and interpret data. This may include identifying and resolving issues with the data.
- Will manage some smaller projects on own initiative, but will also carry out desk research and source data from internal and external sources in order to contribute to wider projects.
- Support the management, development and implementation of operational processes and systems.
- Will be responsible for one or more of the following:
o monitoring budgets including processing payments, authorising expenditure, raising concerns where finances are not in line with the budget,
o procuring goods and services through the University system,
o updating and writing contents for the department’s communications e.g. intranet pages, d
o dealing with health and safety and facilities issues,
o HR-related tasks such as managing staff absence, induction, or dealing with leavers
o dealing with arrangements for international visitors
o monitoring internal procedures/compliance and ensuring these are followed and disseminated as appropriate.
- Supports equality and values diversity, moderates own behaviour to avoid unfair discriminatory impact or bias on others.
Required Knowledge, Skills, Qualifications, Experience
- Educated to A Level standard, or equivalent level 3 qualification such as a Level 3 NVQ, or level 3 national diploma or relevant work experience evidencing the skills and ability to undertake the role.
- Minimum of grade C in Mathematics and English at GCSE or equivalent level 2 qualification.
- Previous administrative or PA experience.
- Highly proficient IT skills, in particular the ability to handle complex electronic diaries and emails, the wider MS Office suite of programmes including Excel and PowerPoint. The post holder should also be confident and able to quickly learn new IT skills and software packages as required.
- Proven ability to plan ahead and anticipate requirements, proactively planning own (and sometimes others’ workloads) to manage time effectively, progress tasks concurrently and work to deadlines.
- Excellent verbal and written communication skills, including the ability to write for different audiences, and to required deadlines.
- Excellent interpersonal skills. The post holder must inspire confidence and command authority with a range of colleagues and provide excellent customer service at all times.
- A high degree of professionalism, tact, and diplomacy, and the ability to exercise discretion regarding the handling and management of sensitive information/issues.
- A high degree of initiative, personal judgement, resourcefulness, flexibility, and a self-motivating approach.
- Ability to work effectively in a large, complex organisation, and to develop a good understanding of how the University and higher education institutions work.
- Ability to understand policy and procedures and how to apply these.
- Understands the importance of equality and diversity in the workplace.
- Ability to identify and respond to equality and diversity issues in line with relevant policies and procedures.
Valuing excellence, sustaining investment
We value diversity and inclusion at the University of Birmingham and welcome applications from all sections of the community and are open to discussions around all forms of flexible working.