Senior Administrator/PA - College of Medicine and HealthGrade 5

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

Job summary

A leading university in Birmingham is seeking a Senior Administrator and Personal Assistant within the College Executive Office. This full-time role involves complex diary management, overseeing administrative duties, and supporting a diverse range of operational processes, ensuring high-quality support across the institution.

Benefits

Generous annual leave

Pension scheme

Paid volunteering day

Flexible working arrangements

Access to subsidized day nurseries

Qualifications

• Educated to A Level standard or equivalent, with relevant experience.
• Proven ability to manage time effectively and progress tasks concurrently.

Responsibilities

• Complex diary management and meeting planning.
• Proactive inbox management and handling of enquiries.
• Support for financial monitoring and procurement tasks.

Skills

Organizational skills

IT skills

Communication

Interpersonal skills

Initiative

Education

A Level standard

GCSE grade C/4 in Mathematics and English

Job description

Description

Position Details

Executive Office College of Medicine and Health

Location: University of Birmingham Edgbaston Birmingham UK

Full time starting salary is normally in the range of 29647 to 31460 with potential progression once in post to 35388

Grade 5

Permanent Part Time (17.5 hours / 0.5 FTE 28 hours / 0.8 FTE)

Closing date: 11th 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 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 sectorleading Birmingham Professional programmewhichprovides allprofessionalservices staff with development opportunities and the encouragement to reach their full almost 5000professionalservices jobs in a widerange 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 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 areand 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 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 campus we have a stateoftheart sports centre with pool shopsplaces to eat and drinkour own art gallery museum and botanical gardens.

Background

The University of Birmingham is a global institution working within a diverse and vibrant City offering an inspiring education to our students and undertaking critically important research. We are a place of open critical thinking and the creation sharing and dissemination of knowledge. Professional Services put students at the heart of all they do and enable an exceptional educational experience. They provide outstanding support to our researchers and help the University to grow its influence regionally nationally and globally. They ensure the Universitys resources are used wisely manage and improve the infrastructure which sits at the heart of the institution and support decisions to be made quickly and based on sound evidence. Our Birmingham Professional programmeoperates across the University supporting colleagues to network and collaborate offering opportunities to learn and develop contributing to the delivery of the Universitys objectives and helping everyone to understand the broader context within which we work.

Role Summary

As a senior administrator and personal assistant within the College Executive Office you will provide support for a broad range of administrative duties some of which may be may also be responsible for managing other staff or for supporting colleagues and sharing knowledge. You will use your excellent organisational skills and attention to detail to ensure the people you support are well prepared and that the tasks you carry out are completed to a high quality in a timely manner.

Main Duties

• Undertake complex diary management and meeting planning usually 612 months ahead making decisions on the best use of time. This will require you to understand the priorities and deadlines you and your manager(s) are working to and will involve developing relationships across the University and beyond.
• Proactive inbox management with confidence to make decisions on behalf of otherswhere appropriate.
• Dealing with a wide range of more complex enquiries and correspondence independently or exercising judgement to redirect them to senior colleagues or other departments within the University.
• If in a supervisory role you will line manage all staff and take responsibility for coordinating and prioritising the work of others normally as the head of a small team or subunit of a team. 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 fielding enquiries and ensuring that appropriate information is disseminated to stakeholders as appropriate.
• Proactive preparation and collation of meetingrelated papers working collaboratively to determine what information might be required in advance of a meeting articulating clear deadlines for submission and proactively chasing where necessary. This may include attending meetings to provide highquality committee support taking minutes and following up as appropriate.
• Arranging complex UK and overseas travel including booking flights hotels transfers and organisation and planning of itineraries ensuring best use of time and taking into account budgetary constraints.
• Organisation of events including booking a venue sending invitations arranging refreshments liaising with speakers manage bookings coordination of colleagues advertising collating feedback and reporting back.
• Collate analyse and interpret data. This may include identifying and resolving issues with the data.
• 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.
• Support the management development and implementation of operational processes and systems.
• Will 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 departments communications eg intranet pages
  • dealing with health and safety and facilities issues
  • HRrelated 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.
• Supports equality and values diversity moderates own behaviour to avoid unfair discriminatory impact or bias on others.

Person Specification

• Educated to A Level standard or equivalent level 3 qualification such as a Level 3 NVQ or level 3 national diploma or relevant experience evidencing the skills and ability to undertake the role.
• Minimum of grade C/4 in Mathematics and English at GCSE or equivalent level 2 qualification.
• 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.
• 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.
• 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 verbal and written communication skills including the ability to write for different audiences and to required deadlines.
• Excellent interpersonal skills. The postholder 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 selfmotivating approach.
• Ability to work effectively in a large complex organisation and to develop a good understanding of how the Universityand higher education institutions work.
• Ability to understand policy and procedures and how to apply these.

Dimensions

This role will require you to exercise personal initiative within and beyond the department.

You may manage a team or budgets.

Planning and organising

This role will require you to work independently on daily weekly and monthly tasks but also on projects with mediumlongerterm horizons without daily supervision. You may manage other staffs workloads.

Problem solving and decision making

You will work under the direction of the senior manager you support but you will have a significant degree of autonomy. You will deal with the more complex queries and be expected to resolve any problems in your area of responsibility. You may also manage the workload of others or coach others to achieve results. You will take day to day decisions on managing the diary emails preparing papers and booking travel.

Internal and external relationships

You will be liaising with a wide range of internal colleagues and stakeholders likely to be Universitywide and with external stakeholders.

Further particulars can be found here

Informal enquiries to Wade Taylor email:

View our staff values and behaviours here

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.

Required Experience:

Senior IC

Key Skills
Business,MAC,Facilities Management,Advertising,CAD CAM,Application Support
Employment Type : Full-Time
Experience: years
Vacancy: 1
Monthly Salary Salary: 29647 - 31460