BactiVac Senior Events & Training Co-ordinator - Department of Immunology and Immunotherapy - 1[...]

University of Birmingham; Birmingham; On-site; GBP 32,000 - 36,000; Full time

Job summary

The University of Birmingham seeks a Senior Events & Training Co-ordinator for their Research Delivery team. This pivotal role involves managing high-profile global network events focused on advancing bacterial vaccine development. Candidates should have robust event management skills, experience with project management, and be flexible for travel, representing the University in diverse settings.

Benefits

40 days paid holiday a year

Generous pension scheme

Occupational sick pay

Flexible working arrangements

Volunteering day per year

Qualifications

• Significant experience in managing large events nationally and internationally.
• Ability to provide high-level executive support to senior managers.
• Excellent analytical skills to produce reports and resolve issues.

Responsibilities

• Lead planning and delivery of Network events and training opportunities.
• Manage projects related to network events ensuring timely delivery.
• Develop communications plans and prepare progress reports.

Skills

Event Management

Project Management

Customer Service

Interpersonal Skills

Analytical Skills

Education

Degree level education

Tools

MS Office Suite

Project Management Tools

Job description

Position Details

Department of Immunology and Immunotherapy, School of Infection, Inflammation and Immunology, College of Medicine and Health

Location: University of Birmingham, Edgbaston, Birmingham UK

Full time starting salary is normally in the range £32,546 to £35,116 with potential progression once in post to £39,355

Grade: 6

Full Time, Fixed Term contract up to November 2027

Closing date: 3rd July 2025

UK and International travel may be required for this role.

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 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 todevelopthrough our sector-leading Birmingham Professional programmewhichprovides allprofessionalservices staff with development opportunities and the encouragement to reach their full potential.With almost 5,000professionalservices 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 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 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 working.In 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 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 thebenefits of working for the Universityof Birmingham

Background

The Research Delivery team, part of the College of Medicine & Health’s Research Office, is a vibrant hub for Professional Service staff (>100 individuals) supporting high-value, strategically important projects and programmes. We work closely with both Professional Services colleagues and Academics across the University and partner organisations, particularly NHS colleagues, to maximise the impact of funded research, much of which has direct patient relevance. The portfolio of research supported is wide ranging (https://www.birmingham.ac.uk/research/medical-dental), including a large portfolio of large-scale research programmes and infrastructure awards funded by charities, government and other major health research funders.

This role will be embedded within the Research Delivery team directly supportingBactiVac, the Bacterial Vaccines Network.

BactiVac is a global vaccinology network that brings together members based in academic, industry and policy sectors to accelerate the development of vaccines against bacterial infections relevant to low and middle-income countries (LMICs).Since its establishment in August 2017, the Network has grown to over 2,200 members based across 92 countries, with 52% of our members based in LMICs.

The BactiVac Network fosters partnership by providing catalyst project fundingand training support.The Network also hosts Annual Network Meetingsthat bring our global membership together, allowing the exchange of ideas and supporting the generation of new collaborative partnerships across the Network.

Operational management and delivery of Network activity is devolved to the BactiVac Administrative team, which consists of the Network Operations Manager, Deputy Operations Manager, External Engagement Co-ordinator, Marketing & Communications Assistant, 2 Network Administrators and the Senior Events & Training Co-ordinator.

Role Summary

TheSenior Events & Training Co-ordinator will work closely with the Network Director and other administrative team members, leading on the planning, organisation and delivery of Network events and training opportunities, supporting the Director in the delivery of these key, high-profile Network activities at a global level.The post holder will be required to provide outstanding customer service and support, be confident in dealing with a variety of stakeholders at all levels within a range of organisations, work closely with the Director and collaboratively within the rest of the administrative team.The post holder will need to demonstrate a strong sense of initiative, the ability to ‘multi-task’ and to communicate effectively.They should have a flexible approach to work tasks, together with the ability to work on their own initiative unsupervised. They will need to have extensive experience in event management, including face to face conferences and delivering online and other events which are aligned to BactiVac’s remit.

Previous experience of providing high-level, executive support to senior managers and an appreciation of global health issues, would be highly advantageous. There will be some UK and international travel associated with this role.

Main Duties

The Senior Events & Training Co-ordinator will manage projects related to the delivery of Network events and training through the provision of well-developed and timely project management support.You will be expected to work proactively, using your initiative and planning skills to set your own priorities to ensure progress is maintained as expected, identifying any issues and proposing solutions.

• Lead on the planning, organisation and delivery of Network events and training opportunities, including, but not limited to, the following:
• carrying out project planning activities;
• identifying milestones which will need to be adhered to;
• data collection and analysis;
• milestone tracking/key performance indicator tracking;
• developing and proposing solutions for any issues;
• recommending improvements to project management;
• preparing progress reports for project boards or other meetings;
• assisting in budgetary monitoring and management, including reporting;
• assisting with stakeholder management, developing and maintaining regular contact with internal and external stakeholders to understand requirements;
• assessing and escalating issues and risks as appropriate;
• Contribute to developing communications plans, presentations, and promoting the projects and outcomes of projects/workstreams;
• Maintain an up to date knowledge of project management methodologies;
• Determine short term priorities for own work, ensuring you maximise quality, efficiency and continuity;
• Assist in the evaluation and review of projects;
• You may be asked to manage other colleagues working on the project/s and this will include allocating work;
• Support the University’s sustainability agenda through resource efficient working;
• Promote equality and values diversity acting as a role model and fostering an inclusive working culture;
• Any other duties commensurate with the grade.

Required Knowledge, Skills, Qualifications, Experience

• Educated to Degree level (or equivalent qualifications).Where no equivalent qualification is held, significant practical relevant experience and expertise in a similar role will be required.
• Significant practical experience in a similar role, experience of using project management tools.
• Evidenced experience and a successful track record in managing large, complex events nationally and internationally.
• Experience of providing high-level effective executive support to senior managers.
• Evidence of literacy and numeracy, with the ability to write clearly, and to analyse information and data.
• Highly proficient IT skills, including the wider MS Office suite of programmes including Excel and PowerPoint.
• Ability to understand policy, processes and procedures, but also to recommend improvements and implement changes.
• Excellent analytical skills used to produce reports, identify issues and resolve them decisively.
• Excellent interpersonal skills. The post holder must inspire confidence and command authority with a range of colleagues and provide excellent customer service at all times.
• A high degree of professionalism, tact, and diplomacy, and the ability to exercise discretion regarding the handling and management of sensitive information/issues.
• A high degree of initiative, personal judgement, resourcefulness, flexibility, and a self-motivating approach.
• Ability to work effectively in a large, complex organisation, and to develop a good understanding of howthe Universityand higher education institutions work.
• Knowledge of the protected characteristics of the Equality Act 2010, and how to actively ensure in day to day activity in own area that those with protected characteristics are treated equally and fairly.

Role context

Roles at this level will require expertise and a detailed understanding of methods, systems and procedures in an administrative or professional area.You will either use specialist knowledge or have more of a planning/co-ordination/project role or a role which is supervisory in nature where you may manage a team doing similar kinds of work. You will have the opportunity to exercise a high degree of personal responsibility and initiative which you will use to resolve queries; you will use your judgement to deal with unforeseen problems and circumstances, all with limited guidance/supervision.

Core competencies/transferable skills

Working at this level you will be able to develop and successfully use the core competencies/transferable skills outlined in each of the areas shown below.As appropriate for the level, our Birmingham Professionals will take ownership for getting things done.You will be expected to be flexible as required in supporting your department and wider University.

Planning and organising

• prioritise and schedule work and resources to ensure on time and (where applicable) on budget delivery;
• set priorities and quality standards for a wide range of tasks and duties;
• willingness to manage a team of staff who are carrying out similar kinds of work;
• contribute to written documents, for example guidelines internal to the area, taking account of audience;
• operate with limited supervision as they will have considerable scope for initiative, within established work procedures.

Problem solving and decision making

• anticipate and identify issues in own area based on experience;
• make appropriate suggestions for improvements and implement these when agreed in own area;
• facilitate change, and articulate the implications and benefits of change to others;
• focus ondetermining short-term priorities of work area, and how to maximise quality, efficiency and continuity.

Organisational understanding

• quickly develop an understanding of their working area and how it contributes to the success of the University;
• display an interest in how the University operates beyond own working area; develop and share this knowledge with others.

Relationships and communication

• develop and maintain excellent working relationships in own area, and more widely as required for collaborative working opportunities;
• communicate clearly and openly with others both within and external to the University, and use a range of communication skills and strategies to gain commitment to a course of action;
• demonstrate collaborative working at all times, including with others outside the immediate work area.

Further particulars can be foundhere

Informal enquiries to Susan Pope, email: [e-mail]

View our staff values and behaviourshere

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 .