Administrator - Campus Services - 106818 - Grade 4

University of Birmingham; Park Central; On-site; GBP 20,000 - 30,000; Full time

Job summary

A leading university in the UK is looking for a proactive individual to support conferences and events. This role involves managing enquiries, ensuring data accuracy, and providing excellent customer service. Candidates must have GCSEs in English and Mathematics, strong IT skills, and experience with complex work systems. This position requires the ability to work independently and take initiative in a dynamic environment. Join us in promoting university values such as equality and diversity.

Qualifications

• Experience using and maintaining complex work systems, such as student databases.
• Ability to work independently and take initiative on tasks.
• Well-organized with a proactive approach to prioritizing work.

Responsibilities

• Act as the main contact for student societies and manage external enquiries.
• Support financial processes and liaise with clients for payment arrangements.
• Provide administrative support ensuring data integrity and compliance.

Skills

Communication skills

IT skills

Problem-solving skills

Organizational skills

Customer service skills

Education

GCSEs in English and Mathematics (grade C/4)

Tools

Microsoft Office

Job description

Overview

Campus Service is responsible for a wide range of services within the University, including student accommodation, catering, Sport and Fitness, cleaning, waste management, conferences and events, and more. The Sales and Events Support post sits within the Conferences & Events (C&E) team, which is part of Venues and Events, Campus Services.

Role Summary

Provide proactive support to Conferences and events, working independently or as part of a team. Manage work autonomously, flexibly utilizing resources across the department or wider University. Develop technical and administrative skills, and may lead on specific tasks.

Main Duties

• Act as the main point of contact for student societies and external enquiries regarding the use of outdoor campus spaces, providing accurate advice on university processes and managing queries efficiently or referring appropriately.
• Support the management of aged debt and financial processes by liaising with clients to confirm payment arrangements, ensuring timely invoicing, assisting with income recovery, and supporting the Finance team during peak periods such as year‑end reconciliations.
• Support the Conferences & Events team with the freedom of speech authorisation process, ensuring all required information is gathered, reviewed, and appropriately escalated in accordance with university policy.
• Provide administrative support to maintain the accuracy of the events booking system and other University systems, ensuring data integrity, monitoring accuracy, and producing reports in line with compliance requirements.
• Respond to and resolve queries independently within agreed parameters, using sound judgment to determine appropriate actions and referring to managers where necessary.
• Maintain effective working relationships with internal and external stakeholders, fielding queries, resolving complaints, and promoting high standards of customer service and professionalism.
• Provide general administrative support including minute‑taking, scheduling meetings, supporting events and departmental initiatives, and assisting with other activities as required.
• Monitor service standards and processes, identifying opportunities for improvement, sharing best practice, and supporting the implementation of efficient working methods across the team.
• Promote University values, supporting equality, diversity, and sustainability through daily work and decision‑making.
• Undertake any other duties commensurate with the grade of the post, working under the direction of a senior manager while maintaining autonomy over daily decisions.

Qualifications

• GCSEs to a minimum of grade C/4 in English and Mathematics, or equivalent level 2 qualification.
• Good IT skills with working knowledge of standard Microsoft Office software.
• Experience of using and maintaining complex work systems such as student databases, finance record systems or HR systems.
• Ability to take responsibility for specific tasks without needing to refer to others, demonstrating initiative and sound judgment.
• Excellent communication skills, with the ability to communicate clearly and effectively with a wide range of stakeholders.
• Well‑organised, able to prioritise work proactively, independently and as part of a team.
• Understanding of how to deliver excellent customer service.
• Ability to cope with change in a fast‑moving, dynamic environment where change is often required immediately.
• Knowledge of equality and diversity policies and the ability to identify and respond to related issues in line with relevant procedures.

Personal Skills and Abilities

• True proactive contributor, willing to propose new ways of working and improve processes.
• Strong problem‑solving and decision‑making skills.
• Effective stakeholder management, building and maintaining positive relationships.
• Commitment to promoting diversity, equity and inclusion in all aspects of the role.