Project Administrator: The First World War and its Legacy 2020 and Beyond: Community, Collaboration

Job summary

Project Administrator for AHRC funded research project: The First World War and its Legacy 2020 and Beyond: Community, Collaboration and Conflict

This is a Follow-on Funding AHRC research project which will run for ten months from October 2020. The project is an extension of the work of the Voices of War and Peace First world War Engagement Centre . It aims to make visible through publication the work of community historians involved in commemorative activity between 2014 and 2019.

The Project Administrator will be based in the School of Education within the College of Social Sciences and will provide dedicated administrative support to the Principal Investigator. The post holder will provide a range of administrative activities to include grant and budget administration, whilst liaising with external academic and community project partners.

Main duties

• Assist the PI in establishing and maintaining project information including datasets, deliverables, and reports to the funder.
• Provide administrative support, proactively requesting information from and providing information to all Project partners as required.
• Maintain information systems by considering good practice in records management and information classification requirements, ensuring the smooth flow of data to and from other systems and keeping up to date with IT and electronic communication systems as necessary.
• Maintain databases and hard copy filing systems as required, ensuring a complete, navigable, and accessible record of all activity relating to the Project's programme of activities.
• Interrogate these databases to create and generate Project reports as appropriate e.g. researchfish.
• Update where appropriate the Voices of War and Peace website (www.voicesofwarandpeace.org).
• Keep and maintain clear and precise records and liaise with the College Finance Team with regards to expenditure.
• Provide regular reports to the PI regarding budget expenditure.
• Organise invitations and delegate lists, preparing event programmes and agendas, producing delegate information packs, organising catering needs, ensuring that the correct presentation equipment is available and that the event runs smoothly.
• Liaise with third parties with regards to securing image rights for project publications.
• Organise bespoke workshop and training events.
• Prepare agendas and papers for meetings as appropriate
• Attend meetings and take minutes ensuring that any follow-up work is undertaken to completion.
• Manage and arrange all aspects of any travel that may be undertaken by the PI and occasionally by project partners. This includes organising train tickets, hotels, taxis, etc. The post holder is responsible for ensuring that the arrangements provide value for money.

Support across the School of Education (as required)

• Support other areas of the School as and when required
• Deputise for line manager when required during times of absence
• Any other duties as deemed appropriate to the responsibilities of the role

Required Knowledge, Skills, Qualifications, Experience

• Educated to A Level or equivalent relevant experience with GCSE English and Mathematics or equivalent.
• Administrative experience in the Higher Education sector in the UK or similar relevant experience.
• Confidence and demonstrable experience of engaging with a wide range of stakeholders.
• Experience in the organisation of events, workshops and conferences.
• Experience of working with community groups.
• Experience of and proficiency in the full Microsoft Office suite including the ability to examine and interpret data.
• Proficiency in the use of the internet and web-based ordering systems.
• Excellent administrative and organisational skills with attention to deadlines and detail.
• Familiarity with databases (including online systems).
• Experience of minute or note-taking.
• Excellent interpersonal skills with the ability to communicate (verbally and in writing) at all levels to persuade and influence staff both internal and external clients.
• An ability to resolve problems, use initiative in decision-making, prioritise competing demands, and work proactively to a high standard of accuracy, and to tight deadlines.

For further enquiries, please contact Professor Ian Grosvenor: I.D.GROSVENOR@bham.ac.uk

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