Position Details
College of Arts and Law
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: 2nd March 2025
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. 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. 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. 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.
The College of Arts and Law is one of the five Colleges at the University of Birmingham. Comprising five schools, its estate is spread across 11 buildings on three sites with over 5000 students and 750 staff, delivering a range of undergraduate, postgraduate teaching and research programmes.
Job context
The College Hub plays a vital role in the life of the College, providing support to senior members of the College Senior Leadership Team and managing a broad range of college-wide administrative tasks.
The role of Senior College Administrator and PA is a great opportunity to develop your career in Higher Education administration. As a valued member of College Professional Services staff working in a supportive team, you will provide crucial support to the work of the College in a variety of ways, including:
* Diary management and support for our Senior Leadership Team with internal and external stakeholders
* Financial processing and ordering
* Facilities and IT management
* Committee administration and management
* Human resources administration
* Information maintenance and management of confidential information
* Supporting effective College-wide communications
* Providing first-rate customer service
* Event management and support
Role Summary
As a Senior Administrator and Personal Assistant within the College Hub you will provide support for a broad range of administrative duties, some of which may be complex and require a high degree of initiative. You will be responsible for supporting colleagues and sharing knowledge and may be asked to manage other staff in the team. 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.
Main Duties
* Undertake complex diary management and meeting planning, usually 6-12 months ahead, making decisions on the best use of time.
* 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 as required.
* Maintain high-profile working relationships with key stakeholders, fielding enquiries and ensuring that appropriate information is disseminated to stakeholders as required.
* Proactive preparation and collation of meeting-related papers, working collaboratively to determine what information might be required in advance of a meeting.
* Arranging complex UK and overseas travel, including booking flights, hotels, transfers, and organisation and planning of itineraries.
* Organisation of meetings and events, including liaising with colleagues to determine dates, booking a venue, sending invitations and managing bookings.
* Working with and managing hybrid facilities, virtual meetings and events, and Teams sites.
* Collate, analyse and interpret data. This may include identifying and resolving issues with the data.
* Support equality and values diversity, moderates own behaviour to avoid unfair discriminatory impact or bias on others.
* Perform other duties commensurate with the grade as requested.
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 experience evidencing the skills and ability to undertake the role.
* Minimum of grade C/4 in Mathematics and English at GCSE or equivalent level 2 qualification.
* Proven ability to plan ahead and anticipate requirements, proactively planning own (and sometimes others’ workloads) to manage time effectively.
* Highly proficient IT skills, in particular the ability to handle complex electronic diaries and emails, the wider MS Office suite of programmes including Excel, Teams and PowerPoint.
* Excellent communication skills, including the ability to write for different audiences, and to required deadlines.
* A high degree of professionalism, tact, and diplomacy, and the ability to exercise discretion regarding the handling and management of sensitive information/issues.
* Ability to work effectively in a large, complex organisation, and to develop a good understanding of how the University and Higher Education institutions work.
Internal and External relationships
You will be liaising with a wide range of internal colleagues and stakeholders, likely to be University-wide and with external stakeholders.
Informal enquiries to Aishwarya Shriniketan, email: a.shriniketan@bham.ac.uk
View our staff values and behaviours here
We believe there is no such thing as a 'typical' member of University of Birmingham staff and that diversity in its many forms is a strength that underpins the exchange of ideas, innovation and debate at the heart of University life.
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