Operations Coordinator - School of Physics and Astronomy - 105212 - Grade 5

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

Job summary

A prestigious UK university is seeking an Operations Coordinator for the QuSIT hub. This full-time position provides operational support including administrative duties, event organization, and travel planning. Candidates should have a Level 3 qualification, excellent communication skills, and proficiency in MS Office. The role offers a salary between £29,647 to £31,460, with the potential for progression.

Benefits

40 days paid holiday per year

Occupational sick pay

Pension scheme

Qualifications

• Minimum of grade C/4 in Mathematics and English at GCSE or equivalent.
• Proven ability to plan ahead, manage workloads, meet deadlines, and progress tasks concurrently.
• Ability to work effectively in a large, complex organisation.

Responsibilities

• Provide operational support and a broad range of administrative duties.
• Organise events including venue, invitations, and refreshments.
• Support the Principal Investigator in arranging complex travel.

Skills

Highly proficient IT skills

Excellent written and verbal communication

Excellent interpersonal skills

Initiative and resourcefulness

Education

A Level standard or equivalent

Tools

MS Office (Excel, PowerPoint)

Job description

Overview

Position: Operations Coordinator, QuSIT hub

School: Physics and Astronomy, University of Birmingham

Location: University of Birmingham, Edgbaston, Birmingham UK

Contract: Full Time, Fixed Term up to November 2029

Salary: £29,647 to £31,460 (full time, with potential progression to £35,388)

Grade: 5

Closing date: 23 September 2025

Our offer to you

We are committed to developing our people through sector-leading programmes and opportunities across a broad range of professional services roles. We value diversity and strive to create an inclusive environment where everyone can reach their potential. We offer flexible working arrangements where applicable, a generous benefits package including 40 days paid holiday per year, one paid day for volunteering, occupational sick pay, a pension scheme, and access to three high-quality subsidised day nurseries. The University is well connected with transport links and on-site facilities including a sports centre, shops, dining, an art gallery, museum and botanical gardens.

Background

The UK Quantum Technology Research Hub in Sensing, Imaging and Timing (QuSIT) is led by the University of Birmingham and included in EPSRC’s investment. The successful candidate will join the QuSIT Professional Services team, supporting the Principal Investigator of the hub, and report to the Project Officer of the Quantum Sensing Group.

Role Summary

As an Operations Coordinator within the QuSIT hub, based in the School of Physics and Astronomy, you will provide operational support and a broad range of administrative duties to the Principal Investigator, including some executive assistant tasks. You will have the opportunity to lead on specific tasks within the QuSIT Professional Services team.

Main Duties

• Providing organisational, operations and administrative support to the Principal Investigator of QuSIT, including some personal diary management.
• Advise on complex systems and procedures, and respond to more complex queries within defined parameters.
• Exercise judgement on answers or direction of work within managers’ parameters; resolve more complex queries day-to-day without always escalating.
• Maintain high-profile relationships with key stakeholders, field enquiries, and disseminate information as appropriate.
• Organise events (venue, invitations, refreshments, speakers, bookings, coordination, advertising, feedback and reporting).
• Support the PI in arranging complex UK and overseas travel, including flights, hotels, transfers, and itinerary planning within budget constraints.
• Use complex University systems to research, analyse and interpret data, producing bespoke reports; identify and resolve data issues.
• Support the development and implementation of operational processes and systems.
• Process more complex data (financial, HR, student-related or other), monitor accuracy, chase missing information, and resolve issues.
• Provide a professional secretarial service to relevant committees and meetings as required.
• Possible responsibility for one or more of the following: monitoring budgets, procuring goods and services, updating department communications, health and safety issues, international visitor arrangements, and ensuring internal procedures/compliance are followed and disseminated.
• Support equality and values diversity, avoiding discriminatory impact or bias.

Required Knowledge, Skills, Qualifications, Experience

• Educated to A Level standard or equivalent (Level 3 qualification such as NVQ, national diploma, or relevant work experience).
• Minimum of grade C/4 in Mathematics and English at GCSE or equivalent.
• Highly proficient IT skills, including complex electronic diaries and MS Office (Excel, PowerPoint); able to quickly learn new IT skills and software.
• Proven ability to plan ahead, manage workloads, meet deadlines, and progress tasks concurrently.
• Excellent written and verbal communication; ability to tailor to different audiences and meet deadlines.
• Excellent interpersonal skills, providing professional customer service, with tact and diplomacy and discretion handling sensitive information.
• Initiative, judgment, resourcefulness, flexibility, and self-motivation.
• Ability to work effectively in a large, complex organisation and understand how higher education works.
• Ability to understand and apply policy and procedures; awareness of equality and diversity in the workplace.
• Ability to identify and respond to equality and diversity issues in line with relevant policies and procedures.

Dimensions

This role requires personal initiative within and beyond the department and may involve management of a team or budgets.

Planning and Organising

Must work independently on daily, weekly and monthly tasks, and on projects with medium-longer-term horizons without daily supervision.

Problem Solving and decision making

Work under the PI’s direction with a significant degree of autonomy; handle complex queries and resolve problems within your area of responsibility.

Internal and External relationships

Liaise with internal colleagues and stakeholders across the University and with external partners.

Informal enquiries: Louise Randall, [e-mail]; Professor Michael Holynski, [e-mail]

View our staff values and behaviours on our website. We are committed to equality, diversity and inclusion and sustainability, and hold accreditations including Athena SWAN, Race Equality Charter and Disability Confident.