Administration Assistant - Institute of Applied Health Research

Position Details

Institute of Applied Health Research

Band 400

Full time starting salary is normally in the range £19,581 to £20,939. With potential progression once in post to £25,509 a year.

12 months fixed term contract

2 post available 1 x full time post and 1 x Part time post working 60%

Closing Date: 20 October 2019

Job Purpose

The post-holder will provide efficient secretarial and administrative support to staff based within the Institute of Applied Health Research which is one of the largest institutes in the College of Medical and Dental Sciences.

The post holder will be involved in providing administrative support for key research projects and other academic work. The post holder should have a flexible approach to work tasks, together with the ability to work on their own initiative unsupervised. The post will also require a strong sense of initiative, the ability to 'multi-task' and effective communication skills.

Main duties

• Provide administrative support to a group of academic staff which may include arranging meetings, booking venues, travel requests using a range of University systems

• Acting as a first point of contact for visitors

• Dealing directly with academic/research communications via phone, email and post, dealing with urgent communications in the absence of Senior Managers/Academic staff

• Manage a number of administrative projects working with senior staff

• Maintain up-to-date filing systems and databases, continually reviewing systems as appropriate identifying areas for improvement

• Coordinate organisational aspects relating to external visitors, including compliance with UK Visa and Immigration requirements

• Prepare correspondence on behalf of other staff which may include routine letters or documents and more detailed reports, using a range of computer packages

• Represent the Institute, College and University at internal events/meetings, presenting a professional image

• To carry out any other reasonable duties as may be required, which are commensurate with the grade and nature of the post.

Person Specification

• Educated to GCSE Level or equivalent qualifications/experience

• Previous experience office administration experience

• Ability to show initiative and prioritise multiple work tasks

• Working knowledge of computer software applications, including email, Word and Excel

• Strong written and verbal communication skills, including the ability to communicate effectively with a range of staff and students

• Flexible attitude towards work activity of team, which may vary according to workload

• Excellent interpersonal skills and the ability to interact with staff at all levels, either internal or external to the University

• The ability to handle confidential and sensitive information appropriately, ensuring compliance with University standards.

The University is committed to safeguarding and we promote safe recruitment practice, therefore all associated pre-employment checks will be undertaken before any appointment is confirmed.

We value diversity at The University of Birmingham and welcome applications from all sections of the community'