Position Details:
School or Department: Birmingham Institute for Sustainability and Climate Action, EPS
Location: University of Birmingham, Edgbaston, Birmingham, UK
Grade/Band: Grade 4
Hourly rate: £13.82 per hour plus holiday entitlement
Casual contract from: 24/02/2025 - 24/05/2025
Advert closing date: 13/02/2025, 23:59pm
Number of positions available: 1
Please note that this vacancy may be taken down early depending on the number of applications received. We advise you to submit your application promptly.
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 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.
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.
Role Summary
This Administrator (Elm House) role will be supporting the BISCA/IDAI Operations Team which provides operational and project management support to both interdisciplinary research institutes. This role will be located in Elm House, Edgbaston Park (O9 on the campus map).
The Administrator will support the Operations Coordinator (BISCA/IDAI) with the day-to-day administration of the institutes, event coordination and operations of Elm House; meeting and greeting visitors, setting-up for meetings and events, responding to room booking and building security access requests. This role will also be responsible for ensuring that the Elm House open-plan offices, meeting, teaching and collaborative spaces are kept to a high-standard; supporting the outstanding delivery of the Institute's research, teaching and other interdisciplinary activities.
This role will have responsibility for supporting the practical delivery of large meetings, workshops and events and supporting/coordinating internal and external communications (email, Teams and institute social media posts).
Main duties
Events and meetings:
* Supporting the organisation and delivery of events, working with the Operations Coordinator (BISCA/IDAI) to undertake such tasks as; booking a venue, sending invitations, arranging refreshments, liaising with speakers, manage bookings, coordination of colleagues, advertising, collating feedback and reporting back.
* 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 assistance with meeting set-up / pack-up, taking notes and coordinating refreshments.
Communication and record keeping:
Management of Elm House email inbox;
* Proactive inbox management, ensuring timely responses to;
* Elm House meeting room booking requests, and building access requests.
* General enquiries which come into to the Elm House email mailbox; seeking clarification or advice from other members of the Operations Team, as required, to ensure accuracy of the response.
* Proactively update Elm House and Institute, email mailing lists, meeting room booking, building access, and office purchasing trackers, to ensure that essential information remains up-to-date and accurate at all times.
Office space responsibilities:
Undertake the daily and weekly tasks required to maintain the high standards of the building. These include, but are not limited, to:
* Answering the door to visitors without swipe card access, and directing them to the appropriate part of the building where necessary.
* General tidying duties such as: loading/unloading dishwashers, maintaining the stock cupboards cleanliness and supplies, monitoring the open working spaces on all floors for tidiness.
* Other assorted maintenance activities including: watering plants, recycling duties, water flushing duties (re: legionella).
* Identify and escalate to more senior members of the Operations Team, any observed or reported, building maintenance issues (for example, damaged items) and Health and Safety concerns (for example, water spills or blocked building exits).
HR Support:
Support the Operations Coordinator and Head of Institute Operations by;
* Assisting with coordinating recruitment and interview processes for both institutes.
* Assist with maintaining an up-to-date list of staff affiliated with the Institutes.
Finance and Purchasing Support:
* Initiate purchase requisitions, and liaise with the finance purchasing team for urgent orders.
* Assist the Operations Coordinator and other staff with room and travel bookings; both internal and external requests.
* Champion non-pay efficiencies, University and both institutes' sustainability aims, using budgets and procurement processes wisely when purchasing on behalf of the University.
Any other duties:
* Support equality and values diversity, including: challenges bias prejudice and intolerance if appropriate or bringing it to the attention of a manager; moderates own behaviour to avoid unfair discriminatory impact or bias on others.
* Undertake any other tasks across the Institute, as a whole, that might reasonably be asked by the Operations Coordinator, the Head of Institute Operations or either Institute's Director, and are suitable by way of knowledge or experience, or can be achieved by a reasonable programme of training.
Person Specification:
* Prior experience, providing general administrative support within a college, school or department at the University, in a similar environment, would be highly desirable.
* A good standard of literacy and numeracy as may be evidenced by GCSE Maths and English grade C/4 minimum or equivalent level 2 qualification.
* Good IT skills with working knowledge of standard Microsoft Office software, in particular, the use of Microsoft Teams and the ability to confidently set-up and support a Microsoft Teams call for Institute meetings.
* Ability to take responsibility for specific tasks, carrying out duties without needing to refer to others, with scope for some choice and using your own judgment.
* Ability to work on your own initiative.
* Ability to proactively contribute to improving processes and for proposing new ways of working.
* Excellent communication skills, with the ability to communicate clearly and effectively with others.
* Well organised with the ability to prioritise work proactively, independently and as part of a team.
* A good understanding of how to deliver excellent customer service.
* Experience of using and maintaining complex work systems, and an aptitude for learning new IT packages and systems.
* Experience of supporting committees in a secretarial capacity.
* The ability to cope with change in a fast moving, dynamic environment where change is often required immediately.
* An understanding of the importance of equality and diversity in the workplace.
* The ability to identify and respond to equality and diversity issues in line with relevant policies and procedures and how to respond to issues in line with relevant policies and procedures.
For informal enquiries, please contact Jessica Mylchreest (j.mylchreest@bham.ac.uk)
View our staff values and behaviours here
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.
The University of Birmingham restricts all students to working up to 20 hours per week during term time. If your application is successful and your course does not follow the usual academic term timetable (e.g. PGT, PGR or PhD student), you and your supervisor must formally agree vacation periods if this role exceeds 20 hours per week. In addition to this, please be aware if you are an International student you will be required to apply to the Registry for the appropriate Authorised Absence.
You are only eligible to apply to this role if you are a current University of Birmingham student. If you are not a University of Birmingham student your application will not be considered.
To work you will need to carry out a right to work check. These checks will need to be completed prior to work commencing.
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