Senior Administrator - College of Medicine and Health - 54709 - Grade 5

Position Details

College of Medicine and Health

Location: University of Birmingham, Edgbaston, Birmingham UK

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

Grade 5

Full Time, Permanent

Closing date: 7th May 2025

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.

Background

The University of Birmingham has a large portfolio of clinical research projects conducted under the UK Policy Framework for Health and Social Care Research, including a portfolio of trials that are conducted according to UK Clinical Trials regulations.

This post is located in the Clinical Research Compliance Team (CRCT), which forms part of the Research & Knowledge Transfer Office in the College of Medicine and Health. The CRCT as a team is responsible for ensuring researchers within the University are provided with tools and training that will help them to meet the standards as set out in the UK Policy Framework for Health and Social Care Research and any applicable regulations. The CRCT is also responsible for conducting a programme of compliance review activities across this portfolio of projects that includes audits, sponsor support visits (SSVs) and on-site monitoring activities. These activities are vital for ensuring compliance with the current regulatory framework.

The post holder is key to supporting these activities through providing administrative support to the CRCT, as well as University clinical research related oversight committees.Duties will include administrative support for the University’s quality management systems, secretariat support for oversight committees and administrative support to website maintenance. The post holder will also be responsible for event planning e.g., committee meetings, training sessions, workshops, compliance reviews and diary management. The post holder will be expected to further develop, review and maintain up-to-date filing systems and maintain existing databases, take an active administrative role before, during and after audits/inspections, and be responsible for drafting and editing documents which have complex formats and use scientific and medical terminology. Furthermore, the post holder is expected to support the compliance review activities for example through taking and writing up minutes of visits to sites or research teams.

Role Summary

As a senior administrator within a team/department you will provide support for a broad range of administrative duties, some of which may be complex. You may also be responsible for managing other staff or for supporting colleagues and sharing knowledge. You will be able to use your wide range of skills, both technical and administrative, and have the opportunity to lead on specific tasks within a team. In order to flexibly use resource, you may be given the opportunity to work in different areas of the department or wider University.

The University of Birmingham has a large portfolio of clinical research projects conducted under the UK Policy Framework for Health and Social Care Research, including a portfolio of trials that are conducted according to UK Clinical Trials regulations.

Main Duties

• You will be able to deal with complex systems and procedures and will be expected to offer advice on these, including deciding on the response to more complex queries.
• You will be expected to exercise your judgment on the answer to queries or on the direction of work within parameters set by your manager. On a day-to-day basis you will be expected to resolve more complex queries without necessarily referring to your manager.
• If you have a supervisory role, you will line manage your staff taking responsibility for co-ordinating and prioritising the work of others. If not in a supervisory role you will still be expected to act as a role model and coach members of the team.
• Maintain high profile working relationships with key stakeholders on your own initiative, fielding enquiries and ensuring that appropriate information is disseminated to stakeholders as appropriate.
• You may be involved in organising events including booking a venue, sending invitations, arranging refreshments, liaising with speakers, manage bookings, co-ordination of colleagues, advertising, collating feedback and reporting back.
• Will manage some smaller projects on own initiative, but will also carry out desk research and source data from internal and external sources in order to contribute to wider projects.
• You will be expected to use a variety of complex University systems and processes to research, analyst and interpret complex data, producing bespoke reports as required. This may include identifying and resolving issues with the data.
• Support the management, development and implementation of operational processes and systems.
• Process more complex data (which may be financial, HR, student-related or other), monitoring accuracy, chasing up missing information, and resolving any issues as appropriate.
• Provide specialist advice and training to colleagues on area of activity.
• 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.
• You may be required to be responsible for one or more of the following:
  • monitoring budgets including processing payments, authorising expenditure, raising concerns where finances are not in line with the budget,
  • procuring goods and services through the University system,
  • updating and writing contents for the department’s communications e.g. intranet pages,
  • dealing with health and safety and facilities issues,
  • HR-related tasks such as managing staff absence, induction, or dealing with leavers,
  • dealing with arrangements for international visitors,
  • monitoring internal procedures/compliance and ensuring these are followed and disseminated as appropriate.

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 in Mathematics and English at GCSE or equivalent.
• Directly relevant administrative work experience in a compliance/regulatory environment (preferably within a clinical research setting).
• 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.
• Proven ability to plan ahead and anticipate requirements, proactively planning own (and sometimes others’ workloads) to manage time effectively, progress tasks concurrently and work to deadlines.
• 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 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 how theUniversityand higher education institutions work.
• Ability to understand policy and procedures and how to apply these.
• 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.

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 others 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.

Internal and external relationships

This role will be liaising with internal colleagues and stakeholders, likely to be University-wide and with external stakeholders.

Further particulars can be foundhere

Informal enquiries to Jamie Douglas-Pugh, email: J.K.Douglas-Pugh@bham.ac.uk

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