Senior Administrator and PA - Department of Inflammation and Ageing - 49309Z25 - Grade 5

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

Job summary

A leading academic institution in Birmingham is seeking a Senior Administrator and Personal Assistant to provide comprehensive administrative support to department leadership. This role includes complex diary management, proactive inbox handling, and event organization within a dynamic work environment that promotes inclusivity and personal growth. Ideal candidates will possess strong organizational skills, excellent communication abilities, and a proactive approach to administrative challenges.

Benefits

40 days holiday per year

Occupational sick pay

Pension scheme

Subsidised day nurseries

Qualifications

• A Level standard or Level 3 qualification or relevant experience
• GCSE grade C/4 in Mathematics and English or equivalent
• Highly proficient IT skills including MS Office

Responsibilities

• Provide efficient PA and administrative support to the Head of department
• Conduct complex diary management and meeting planning
• Manage a wide range of enquiries and correspondence

Skills

IT skills, MS Office

Communication skills

Interpersonal skills

Organizational skills

Ability to manage workloads

Education

A Level standard or equivalent

GCSE in Mathematics and English

Tools

MS Office (Excel, PowerPoint)

Enterprise resource planning software

Job description

Position Details

Department: Inflammation and Ageing, School of Infection, Inflammation and Immunology, College of Medicine and Health

Location: University of Birmingham, Edgbaston, Birmingham UK

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

Grade: 5

Contract: Full Time, Fixed Term contract up to April 2026

Closing date: 18 September 2025

Our offer to you

People are at the heart of what we are and do. The University of Birmingham aims to attract talented people from across the city and beyond, support them to succeed, and celebrate their success. We offer development opportunities through the Birmingham Professional programme and a generous benefits package including 40 days holiday per year, one paid day per year for volunteering, occupational sick pay, a pension scheme, and subsidised day nurseries. The University promotes an inclusive environment with flexible working arrangements where possible.

The University is situated in Edgbaston with excellent transport links and campus facilities including a sports centre, shops, dining options, an art gallery, museum and botanical gardens. Find out more about the benefits of working for the University of Birmingham.

Background

The post holder will provide efficient PA and administrative support to the Head of department and Department Management team. This includes administrative support for key projects and academic work, minuting meetings, and flexible, initiative-led work in a large, complex organisation.

Role Summary

As a Senior Administrator and Personal Assistant, you will provide support for a broad range of administrative duties, some of which may be complex. You may also manage other staff or support colleagues and share knowledge. You will use strong organisational skills and attention to detail to ensure tasks are completed to a high standard and on time.

Main Duties

• Undertake complex diary management and meeting planning, usually 6–12 months ahead, prioritising time and building relationships across the University and beyond.
• Proactive inbox management with the ability to make decisions on behalf of others where appropriate.
• Handle a wide range of enquiries and correspondence independently or redirect to senior colleagues or other departments as needed.
• If supervisory, line manage staff and coordinate the work of others; if not, act as a role model and coach colleagues.
• Maintain high-profile relationships with key stakeholders and disseminate information appropriately.
• Prepare and collate meeting papers, determine information needs in advance, set clear deadlines, and chase submissions; may attend meetings to provide committee support and take minutes.
• Arrange complex UK and overseas travel with consideration to budget and time efficiency.
• Organise events including venue, invitations, refreshments, speakers, bookings, coordination, advertising, feedback, and reporting.
• Collate, analyse and interpret data; identify and resolve data issues.
• Manage small projects, conduct desk research, and source data for wider projects.
• Support the management, development and implementation of operational processes and systems.
• Responsibilities may include: monitoring budgets and payments, procuring goods and services, updating departmental communications (eg intranet), health and safety and facilities issues, HR tasks such as absence and onboarding/leavers, international visitor arrangements, and ensuring internal procedures are followed.
• Support equality and values diversity and act as a role model in inclusive practice.

Required Knowledge, Skills, Qualifications, Experience

• Educated to A Level standard, or equivalent Level 3 qualification (eg Level 3 NVQ or national diploma) or relevant experience.
• GCSE grade C/4 in Mathematics and English or equivalent.
• Highly proficient IT skills, including complex electronic diaries, MS Office (Excel, PowerPoint), and experience with an enterprise resource planning package; ability to learn new software quickly.
• Proven ability to plan ahead, manage workloads, and meet deadlines.
• Excellent written and verbal communication skills; ability to tailor communication to different audiences.
• Strong interpersonal skills, professionalism, tact, diplomacy, and discretion with sensitive information.
• Initiative, resourcefulness, flexibility, and self-motivation; ability to work independently in a large organisation and understand how the University operates.
• Understanding of policy and procedures and the ability to apply them; appreciation of equality, diversity and inclusion.

Dimensions

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

Planning and Organising

Ability to work independently on daily, weekly and monthly tasks and on projects with medium-longer-term horizons, with limited daily supervision.

Problem Solving and Decision Making

You will work under the direction of the senior manager but will have significant autonomy to resolve problems in your area and manage others’ workloads as needed. You will make day-to-day decisions on diary, email, papers and travel.

Internal and External Relationships

Much of the role involves liaising with a wide range of internal colleagues and external stakeholders across the University and beyond.

Further particulars can be found here.

Informal enquiries to Abbie Riley, email: [e-mail]

View our staff values and behaviours here.

Equality, Diversity and Inclusion

We emphasise diversity and inclusion as core to the University and hold Athena SWAN, Race Equality Charter and Disability Confident accreditations; an Equality Diversity and Inclusion Centre supports ongoing improvements. We are also committed to sustainability.