Position Details
School of Mathematics
Location: University of Birmingham, Edgbaston, Birmingham UK
Full time starting salary is normally in the range £28,397 to £30,210, with potential progression once in post to £33,938
Grade: 5
Full Time, Permanent
Closing date: 5th January 2025
Our offer to you
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. 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.
Background
The School of Mathematics is a vibrant and thriving academic community within the College of Engineering and Physical Sciences with over 80 Academic Staff, 15 Postdoctoral Researchers, and 90 Postgraduate Research Students. We seek to appoint an Operations Coordinator who has enthusiasm and the ability to work with confidence to support day-to-day operational running of the School and executive support to the Head of School.
Role Summary
The School of Mathematics Operations Coordinator will support the day to day operational running of the School, with an emphasis on facilities and Head of School executive support.
Main Duties
Operational Administrative Duties
1. Act as a first point of contact in the Operations Office and provide front-of-house service.
2. Responsible for managing the Shared Operations Mailbox and dealing with enquiries in the appropriate manner, signposting to other colleagues where necessary.
3. To liaise with IT Services on School mailing lists, ensuring they are kept up to date from staff lists.
4. To oversee the post, office supplies, equipment orders, and stationery for the School.
5. To support the Head of School and Operations Manager in communicating and disseminating University information to the School.
6. To communicate upcoming School-based events for staff and make arrangements for those events (e.g. School-wide meetings and away days).
7. Ensure these dates are added to school annual calendar and school teams site.
8. Maintain effective administrative systems to ensure the smooth running of the activities within their area(s) of responsibility and liaise with the Operations Officer/Manager on developing new practices to obtain greater operational efficiencies.
9. Support equality and values diversity.
10. Take an active role in any project-related developmental work in the School Operations Hub, as directed by the Operations Officer / Operations Manager.
Facilities Support
1. To act as the School point of contact for building related queries in the Watson building.
2. To manage the reporting and resolution of building faults for the School.
3. To support school-based facilities initiatives.
4. To monitor the general housekeeping of the building.
5. To coordinate the development and delivery of minor work projects for the School.
6. To support the administration of Out of Hours (OOH) requests.
7. Assist with the management of the Gallagher Building Access system for Staff and PGR Students.
Executive Support to Head of School
1. To provide executive support to the Head of School including diary management, booking and arranging meetings and appointments, arranging travel and accommodation.
2. To support the HoS personal organisation and time management.
3. To provide professional, friendly and helpful support for incoming HoS-related enquiries.
4. To provide administrative management of meetings coordinated by the HoS.
HR Support
1. Support the Head of School in processes for promotion and annual review.
2. Support application and renewal process for honorary staff.
3. Support with interview processes.
4. Be the School's contingent workers systems access requester.
5. To ensure School compliance with UK Border Agency requirements.
6. Ensuring UKVI requirements are adhered to.
Finance Support
1. Initiate purchase requisitions, and to liaise with finance for orders.
2. Process non-staff expenses forms.
3. Assist staff with room and travel bookings.
4. To champion non-pay efficiencies.
Any other duties
1. Undertake any other tasks across the School or College as a whole.
2. To carry out any other reasonable duties as may be required.
Required Knowledge, Skills, Qualifications, Experience
1. Educated to at least Advanced Level (or equivalent qualifications and work experience) and hold at least a GCSE in Mathematics and English at C or above (or equivalent).
2. Excellent demonstrable interpersonal, organisational, team working and communication skills.
3. A high level of discretion and sensitivity in dealing with confidential matters.
4. Ability and demonstrable experience of working accurately and paying close attention to detail.
5. Aptitude to prioritise own workload.
6. Ability to analyse and deal with problems.
7. Ability to negotiate and mediate.
8. Experience of working collaboratively.
9. An understanding of what equality and diversity is.
Desirable
1. Experience of working in Higher Education.
Dimensions
This role will require the exercise of personal initiative within and beyond the department. Due to the nature of this role, the holder will be required to work on campus a minimum of four days a week.
Planning and Organising
Able to schedule and progress several initiatives concurrently.
Problem Solving and decision making
Responsible for developing and initiating solutions to issues which may arise.
Internal and External relationships
Anticipates stakeholder requirements and ensure solutions are proposed to meet need.
Informal enquiries to Sophie Kilmartin, Operations Officer, email: s.kilmartin@bham.ac.uk
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