Business Systems Analyst - Campus Services - 105860 - Grade 5

University of Birmingham; Birmingham; On-site; GBP 29,000 - 32,000; Full time

Job summary

The University of Birmingham is looking for a Business Systems Analyst within the Campus Services team. This full-time role involves managing the event management system to optimize operations, providing user support, and analyzing data trends to improve system usage and processes. Applicants should have strong IT skills and an equivalent educational background, with a focus on communication and problem-solving abilities.

Benefits

40 days paid holiday a year

Paid volunteering day

Occupational sick pay

Pension scheme

Subsidised nursery facilities

Qualifications

• Experience in managing, developing, and maintaining systems.
• Evidence of a systematic approach to technical tasks.
• Understanding of GDPR and data privacy standards.

Responsibilities

• Manage the event management system and ensure data integrity.
• Provide user training and support for system utilization.
• Analyze data trends to recommend process improvements.

Skills

System management

User support

Data analysis

Problem solving

Communication

Education

A level standard or equivalent

Grade C/4 in Mathematics and English at GCSE

Tools

MS Office suite

Enterprise resource planning software

Job description

Position Details

Campus Services

Location: University of Birmingham, Edgbaston, Birmingham UK

Full time starting salary is normally in the range £29,647 to £31,460, with potential progression once in post to £35,388

Grade: 5

Full Time, Fixed Term contract up to April 2026

Closing date: 10th June 2025

'Open House' Drop In Session:We will be holding an ‘open house’ drop in session at the University’s Exchange building, in Centenary Square, Birmingham, between 10am and 5pm on Friday 6th June 2025. If you’re 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 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

Campus Serviceis responsible for a very large range of services within the University including studentaccommodation, catering,Sport and Fitness,cleaning and waste management, conferences and events, deliveringthe University’s post, day nurseries, securityand emergency response, and Winterbourne House & Garden.

The Business Systems Analyst sits within the Conferences & Events (C&E) team that resides within Venues and Events which is part of Campus Services.C&E sells and delivers a vast number of conferences and events that underpin academic work, support the student experience and drive income.As with any commercial revenue generating department within a university,C&E seeksto strike a balance between enhancing the student and staff experience and ensuring a financial return to the University.

Role Summary

The Business Systems Analyst bridges the gap between business needs and IT solutions.The post holder will have a thorough understanding of business processes, identify areas for improvement, and recommend or implement IT systems to support and optimise operations.The role requires both technical expertise and a strong understanding of business principles and serves as the connection between different systems and the team members who use them. The post holder will need to assimilate knowledge of the different systems and have an in depth understanding of how the various teams work and associated processes.

The post holder will primarily oversee and be responsible for the smooth running of the event management system that underpins the business, currently Events 500, but will also be able to support with any other systems as and when required. The post holder will be responsible for managing the database, transferring data, making sure data is ‘clean’ and up to date, and training other members of staff on how to use the system. The post holder will liaise with Events 500 as well as any other systems and IT colleagues and act as systems champion across the department.

Main Duties

You will be responsible for a range of duties relating to the systems used to support the business, including:

• Provide day-to-day advice and support to all users throughout the business, managing all queries to resolution.
• Ensure on-going administration requirements are met and are kept up to date.
• Undertake regular audits, cleanse data and ensure systems are working optimally.
• Proactively engage with teams throughout the business to optimise data integrity by identifying poor quality data and introducing preventative measures.
• Support the setup of new users, removal of old users, ensuring the user log is always kept up to date.
• Update prices, menus, meeting rooms on the system.
• Instigate and communicate system changes and update process documentation.
• Create report to support business needs, both proactive and reactive initiatives and investigate and analyse reported defects. This includes pulling reports from Events 500, EventsAir and Guestline or any other relevant system.
• Proactively liaise with IT Services regarding system issues and development request, ensuring these are carried out with minimal disruption to users.
• Suggest system, data or report improvements.
• Identify issues such as incorrect use of the system and escalating as appropriate.
• Build and maintain relationships with key stakeholders on your own initiative, fielding enquiries and ensuring that appropriate information is disseminated to stakeholders as appropriate.
• Support and manage a number of systems across V&E including the procurement and implementation.
• Analyse business needs and identify areas of improvements in existing systems or processes, considering business goals and strategic objectives.
• Translate business needs into technical requirements for IT systems, including software and hardware.
• Support with the procurement of systems and relevant documentation such as ITSPQ.
• Develop and propose IT solutions, such as new systems or upgrades, to meet business needs.
• Work with the team and wider stakeholder to plan, implement, and manage the transition to new or improved systems.
• Test upgrades before rollout to ensure the new system functions as expected and provide support to users after implementation.
• Effectively communicate with both technical and business stakeholders to ensure clear understanding and alignment.
• Manage the business storage files and Teams sites ensuring that when the move to SharePoint is required files and documents are correct and up to date.

You will gather and analyse several reports to identify trends and make recommendations for improvements to processes and our business, including:

• Run regular weekly reports including sales and PACE reports.
• Assist any requests for bespoke reports to interrogate specific areas.
• Provide proactive support with forecasting and reporting.
• Gather historical sales data to identify trends.
• Report on the breakdown of income by details for any specific requirement.
• Act as key contact for any development requirements for the system set and used dashboards, supporting developmental requests where applicable.
• Proactively check bookings for outstanding financial data, paperwork and providing updates on errors/issues found.

You will be responsible for the training and developmental processes of our systems, including:

• Create and delivering communication and training materials to improve users' knowledge and adoption of the system across all teams.
• Train staff to ensure they are familiar with any updates to the software or operating procedures.
• Ensure training materials are up to date and accessible and keep a record is held for all undertaken training.
• Identify any issues with use of the system which may require a training need to be met.
• Act as the point of contact for users and managers for any training required.
• Act as the point of contact for any planned upgrades to system.
• Assist with logging, reviewing, assessing and prioritising requests for improvement/change.

General

• Review processes and tasks and proactively offer suggestions for improvement and sharing best practice as appropriate.
• Provide support to managers in promoting sustainability across the University.
• Supports equality and values diversity, moderating own behaviour to avoid unfair discriminatory impact or bias on others.
• Provide general administrative support such as taking notes at meetings, setting up meetings, and general administrative support for events and other activities.
• Monitor service standards and work with others to ensure these are adhered to.
• Work on Campus Services wide initiatives and to represent the department where necessary.
• You may be asked to act as a fire warden, for which training will be given.
• Undertake any other duties commensurate with the grade of the post as directed by the line manager or the Director of Venues and Events.

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 work experience evidencing the skills and ability to undertake the role.
• Minimum of grade C/4 in Mathematics and English at GCSE or equivalent.
• Experience of managing, developing and maintaining systems and the ability to explain processes to users.
• Evidence of a systematic approach to technical tasks.
• Understanding of GDPR.
• Methodical, process-driven approach and able to analyse complex data, identify trends, and make informed recommendations.
• Ability to identify and resolve technical and business problems related to IT systems and clearly communicate technical and business concepts to diverse audiences.
• Advantageous but not essential, a good understanding of IT systems, data structures, and software development principles.
• Understanding of business processes and strategic goals.
• Ability to understand policy and procedures and how to apply these.
• Proven ability to plan and anticipate requirements, proactively planning own workload to manage time effectively, progress tasks concurrently and work to deadlines.
• Highly proficient IT skills, in particular the ability to handle complex electronic diaries and emails, the wider MS Office suite of programmes including Excel and PowerPoint, and some experience of using an enterprise resource planning package. The post holder should also be confident and able to quickly learn new IT skills and software packages as required.
• Excellent communication skills, including the ability to write for different audiences, and to required deadlines.
• Excellent interpersonal skills. The post holder must inspire confidence and command authority with a range of colleagues and provide excellent customer service at all time.
• 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.
• Understands the importance of equality and diversity in the workplace.
• Ability to identify and respond to equality and diversity issues in line with relevant policies and procedures.
• Understanding of data privacy standards.
• A high degree of professionalism, tact, and diplomacy, and the ability to exercise discretion regarding the handling and management of sensitive information/issues.
• Go about duties in a resource efficient way, minimising impacts to the environment wherever possible.

Dimensions

This role will require the exercise of personal initiative within and beyond the department. May manage a team or budgets.

Planning and Organising

The role is required to work independently on daily, weekly and monthly tasks but also on projects with medium-longer-term horizons without daily supervision. May manage other staffs’ workloads.

Problem Solving and decision making

They will work with direction from management but with a significant degree of autonomy. They will deal with more complex queries and be expected to resolve any problems in their area of responsibility. They may also manage the workload of others or coach others to achieve results.

The post holder will be expected to resolve any problems in your area of responsibility, including answering of more complex queries and be able to work well under pressure and to deadlines and targets.

Internal and External relationships

This role will be liaising with internal colleagues and stakeholders, likely to be University-wide and with external stakeholders; the post holder will need to develop and maintain a professional working relationship with all contacts.

Informal enquiries to Sarah Dugmore, 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 .