University of Birmingham
Job title:
School Administrator – School of English, Drama and Creative Studies – 51315 – Grade 4
Company
University of Birmingham
Job description
Job Description:
Position Details
School of English, Drama and Creative Studies
Location: University of Birmingham, Edgbaston, Birmingham UK
As this vacancy has limited funding the maximum salary that can be offered is Grade 4, salary £25,866
Full Time, Fixed Term contract up to May 2025
Closing date: 4th March 2024
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
Role Summary
The School of English, Drama and Creative Studies is seeking a highly organised and efficient School Administrator for a period of one year.
The post holder will be line managed by the School Administration Manager and will work closely with other members of the School administration team (including the Senior School Administrator and School Head of Operations) to provide a well-integrated and comprehensive level of professional services support.
The post represents an ideal opportunity for anyone looking to develop a career in Higher Education administration. Working as part of a close-knit team, the post holder will gain valuable experience of:
- Financial processing and ordering
- Maintaining a safe working environment in accordance with University health and safety policies
- Facilities and IT management
- Committee administration and management
- Human resources administration
- Information maintenance and management of confidential information
- Supporting effective School-wide communications
- Providing first-rate customer service
- Event management and support
- Working in a busy team
- Using your own initiative.
The successful candidate will be given support to develop a wide range of skills, both technical and administrative, and will also have the opportunity to lead on specific tasks within the team. There will also be will have access to a comprehensive range of on-line and in-person training opportunities through the University’s People and Organisational Development programme.
The School of English, Drama and Creative Studies has 140 staff and in excess of 1800 undergraduate and postgraduate students. Three of the School’s departments are based on the University’s Edgbaston campus, the department of Drama and Theatre Arts is based in Selly Oak, and the Shakespeare Institute is based in Stratford-Upon-Avon. The role holder’s main place of work will be on the University’s Edgbaston Campus although they may be required to support other College of Arts and Law locations on an occasional basis.
Main Duties
- You will act as a point of contact to provide accurate and timely information and advice to internal and external customers and stakeholders on University processes and procedures, answering queries promptly, providing guidance and resolving queries from initial contact to resolution. This will include recognising when queries need to be referred elsewhere.
- Regularly communicate relevant information to students, staff and external contacts.
- Provide administrative support for diary or event planning.
- Process data (which may be financial, HR, student-related or other), monitoring accuracy, chasing up missing information, and escalating any issues as appropriate.
- Use a variety of complex University systems and processes to research, manipulate, analyse and interpret sets of data, and produce routine reports.
- Maintain working relationship with key stakeholders, fielding queries, receiving and dealing with any disputes or complaints and resolving promptly.
- Offer advice and support to others on area of activity.
- Review processes and tasks and proactively offer suggestions for improvement and sharing best practice as appropriate.
- As required, provide a professional secretarial service to relevant committees and meetings.
- Supports equality and values diversity, moderating own behaviour to avoid unfair discriminatory impact or bias on others.
- Undertake fire warden and first-aid training.
Required Knowledge, Skills, Qualifications, Experience
Shortlisted candidates will be required to demonstrate in their application:
- Good IT skills with working knowledge of standard Microsoft Office software.
- Ability to take responsibility for 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.
- Ability to deliver excellent customer service.
- An aptitude for learning new IT packages and systems, ideally with experience of using and maintaining complex systems. Such systems might include student databases/finance record systems/HR systems or equivalent.
- Experience of supporting committees in a secretarial capacity or manually recording the spoken word in one form or another.
- Experience of working with budgets and monitoring spend accurately.
- 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.
- GCSEs to a minimum of grade C/4 in English and Mathematics grade C minimum (or equivalent level 2 qualification).
Dimensions
You will not be required to line manage anyone in this role or manage a budget.
Planning and Organising
You will be required to manage and prioritise a varied workload to deliver within required time frames. There is also a need to maintain an awareness of activity across the department and wider University as appropriate.
Problem Solving and decision making
You will be working under the direction of a senior manager, but with the autonomy to deliver the outputs required. You will be working within the framework of existing policies, processes and procedures for the department. You will take day to day decisions on what advice to give and for responding to and resolving queries.
Internal and External relationships
This role will be liaising with internal colleagues and stakeholders, and external stakeholders as well with an expectation on maintaining good working relationships with all.
Informal enquiries to Rob Doolan, email:
View our staff values and behaviours
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. We are committed to proactively addressing the barriers experienced by some groups in our community and are proud to hold Athena SWAN, Race Equality Charter and Disability Confident accreditations. We have an Equality Diversity and Inclusion Centre that focuses on continuously improving the University as a fair and inclusive place to work where everyone has the opportunity to succeed. We are also committed to sustainability, which is one of our values. You can find out more about our work to create a fairer university for everyone .
Expected salary
Location
United Kingdom
Job date
Tue, 27 Feb 2024 06:54:32 GMT
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