Administrator - College of Medicine and HealthGrade 4

The University of Birmingham; Birmingham; On-site; GBP 27,000 - 29,000; Full time

Job summary

The University of Birmingham is seeking a proactive administrative support person to join the College of Medicine and Health. This full-time fixed-term role involves providing essential information to stakeholders, managing queries, processing data and supporting various departmental functions. Ideal candidates will have strong communication skills, a focus on customer service, and prior experience in administrative roles.

Benefits

40 days paid holiday per year

Occupational sick pay

Pension scheme

Subsidised day nurseries

Flexible working arrangements

Qualifications

• Experience in administrative support desired.
• Ability to work independently.
• Prior experience with complex work systems / database maintenance.

Responsibilities

• Act as point of contact for internal and external queries.
• Provide administrative support for diary and event planning.
• Process data monitoring accuracy and resolving issues.

Skills

Excellent communication skills

IT skills with Microsoft Office

Customer service

Organized

Education

GCSEs in English and Mathematics (grade C/4 minimum)

Job description

Description

Position Details

College of Medicine and Health

Location: University of Birmingham Edgbaston Birmingham UK

Full time starting salary is normally in the range 27166 to 28768 with potential progression once in post to 32145

Grade: 4

Full Time Fixed Term contract up to September 2027

Closing date: 22nd June 2025

Open House Drop In Session:We will be holding an open house drop in session at the Universitys Exchange building in Centenary Square Birmingham between 10am and 5pm on Friday 6th June 2025. If youre interested in working at the University of Birmingham and perhaps have a few questions this is an opportunity to meet colleagues in the Recruitment team. It will be a relaxed and informal event you can drop in at any time.

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 andweare equally proud to be recognised as a leading global 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 todevelopthrough our sector-leading Birmingham Professional programmewhichprovides allprofessionalservices staff with development opportunities and the encouragement to reach their full almost 5000professionalservices jobs in a wide-range of functionsin Edgbaston andin our campus inDubai there are plenty of opportunities foryou to be able to develop yourcareer 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 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 areand how we work.

Supporting our people to achieve a healthy work/life balance is important both to our employees andtothe success of the University and depending on the role we offer avarietyof flexible working arrangements. We therefore welcome discussions on all forms of flexible addition you will receive a generous package of benefits including 40 dayspaid holidaya 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 campus we have a state-of-the-art sports centre with pool shopsplaces to eat and drinkour own art gallery museum and botanical gardens.

Find out more about the benefits of working for the Universityof Birmingham

Role Summary

To provide proactive administrative support in the relevant department working as part of a team or on own will have the ability to manage your work without needing to refer to others for most of your time. In order to flexibly use resource you may be given the opportunity to work in different areas of the department or wider University.

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.

Required Knowledge Skills Qualifications Experience

• Evidence of the skills and ability to undertake the role. Prior administrative support of research projects is desired.
• GCSEs to a minimum of grade C/4 in English and Mathematics grade C minimum (or equivalent level 2 qualification).
• Good IT skills with working knowledge of standard Microsoft Office software.
• 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 e.g. student databases/finance record systems/HR systems or equivalent 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.

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 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 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.

Further particulars can be found here

Informal enquiries to Lucy Oakey email:

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. 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 a key part of our strategy. You can find out more about our work to create a fairer university for everyone on our website.

Required Experience:

Unclear Seniority

Key Skills
Iis,Facilities Management,Access Control,Apache Web Server,High School,Flexcube
Employment Type : Full-Time
Experience: years
Vacancy: 1
Monthly Salary Salary: 27166 - 28768