Executive Office PA - Executive Office - Band 500 - 97245

University of Birmingham
Birmingham, United Kingdom
£23,699.00 - £29,471.00
Apr 08, 2021
Apr 29, 2021
Organization Type
University and College
Full Time
Position Details

Professional Services - Executive Office

University of Birmingham, Edgbaston, Birmingham UK

Full time starting salary is normally in the range £23,699 to £25,458. With potential progression once in post to £29,471 a year.

Band 500

Full time


Closing Date: 29th April 2021

Interviews will take place on 14th May 2021

Job Purpose

This post is an exciting opportunity to join the Executive Office, playing a critical role in supporting the work of the senior leadership of the University. The post holder is responsible for providing exemplary professional administrative support to members of the senior team, acting as an interface between them and their internal and external stakeholders.

The post holder will predominantly work with the Deputy Pro-Vice-Chancellor Strategic Partnerships, but will also work with the Executive Assistant to support the work of the Provost.

The DPVC Strategic Partnerships works closely with the Provost, academics, researchers, and professional services to help deliver the University's strategy for growth with a particular focus on research. To this end the DPVC helps to establish and build key relationships with stakeholders in business, government and academia in the UK, UAE and globally.

The Provost is a member of the University Executive Board and provides the leadership to deliver the University's strategy. At the operational level he works closely with the Directors of Finance, Human Resources and Planning and the five Heads of Colleges in advancing and implementing the annual and three year plans for the University. The Provost chairs the Capital Programme Management Group, is a member of the Strategy, Planning and Resources Committee, Council, Senate and a range of other University Committees, and is the University's champion for Athena Swan and equality of opportunity initiatives.

The Executive Office was created in September 2018 as part of the wider Executive Support Division that includes Strategic Planning, Strategic Change, Legal Services, and Governance Support. The Executive Office provides executive support to the University's senior leadership team including through ownership and co-ordination of University-wide initiatives and projects such as Birmingham Professional, the Graduate Management Training Scheme, and Vice-Chancellor's Challenge, preparation of speeches and briefings, secretarial support to University-level committees and groups, organisation of institutional events, and through a cadre of Personal/Executive Assistants.

Summary of Role

Working at the heart of the University, this is a busy, dynamic, and challenging post. The role will suit a highly motivated and enthusiastic individual with outstanding interpersonal and organisational skills, and who enjoys using their initiative in their work to meet challenges and deliver to deadline. Multi-tasking and managing a fast-moving portfolio of on-going activities across many areas is a key part of the role.

As Executive Office PA, you will provide high-quality and timely administrative and organisational support through a broad range of duties including: complex email and diary management, organising meetings and events, undertaking complex travel arrangements, liaising with a range of internal and external stakeholders on behalf of the senior team, and providing project support.

You will use your excellent organisational skills and attention to detail to ensure members of the senior team are well prepared, your outstanding communication skills to represent the senior team, and you will enjoy navigating a large complex organisation in order to get things done.

The post is line managed by the EA to the Provost and you will join a well-established team with opportunities for training and development.

Main Duties and Responsibilities
  • Effective management of complex electronic diaries, always looking up to 12 months ahead and ensuring effective use of the time of the senior team.
  • Proactive inbox management, with confidence to make decisions on behalf of the senior team where appropriate.
  • Proactive preparation and collation of meeting-related 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.
  • Production of documents, presentations and briefings in relation to the work undertaken by the senior team, including undertaking desk research and sourcing information from internal and external stakeholders.
  • Provision of outstanding customer service at all times, including ensuring that all visitors, both internal and external, are welcomed in an appropriate manner.
  • Arranging complex UK and overseas travel, including booking flights, hotels, transfers, and organisation and planning of itineraries.
  • Arranging a variety of events, and organising high profile visits by senior external stakeholders, which will require close liaison with a range of departments.
  • Dealing with a wide range of enquiries independently, or exercising judgement to redirect them to senior colleagues or other departments within the University.
  • Provision of high-quality committee support where necessary, taking minutes and ensuring that any action points are followed up in a timely manner.
  • Assisting with specific project work where this is delegated from the senior team.
  • Monitoring and processing financial information in accordance with the University's policies.
  • Provision of flexible cover for colleagues in the Executive Office as necessary.
  • The postholder is required to be flexible in developing their role and will from time to time be required to undertake any other duties commensurate with the grading of the post.

Person Specification
  • Educated to A-level or higher
  • Excellent organisational skills and attention to detail.
  • A proven ability to plan ahead and anticipate what might be required.
  • Excellent verbal and written communication skills, including the ability to write for different audiences, and to required deadlines.
  • A high degree of professionalism, tact, and diplomacy, and the ability to exercise discretion regarding the handling and management of sensitive information/issues.
  • Excellent interpersonal skills and an ability to inspire confidence and command authority with a range of colleagues.
  • Ability to build networks with peers to facilitate cross-institutional collaboration.
  • Ability to research required protocols and use appropriate styles when dealing with stakeholders.
  • Highly proficient IT skills, in particular the ability to handle complex electronic diaries and emails and the MS Office suite of programmes. The post holder should also be confident and able to quickly learn new IT skills and software packages as required.
  • A high degree of initiative, personal judgement, resourcefulness, flexibility, and a self-motivating approach.
  • An ability to bring personal ideas and creativity to projects and tasks.
  • Enthusiasm and willingness to meet challenging demands, working to different people and deadlines.
  • Demonstrable confident and welcoming style and the ability to adapt to different situations as required, to ensure the University is represented and portrayed in a positive manner.
  • Ability to work effectively in a large, complex organisation, and to develop a good understanding of how the University and higher education institutions work.
  • A commitment to promote and adhere to the agreed values of the University and the Executive Support Division.

Please attach a CV and submit an application as an attachment with 1000 words which details your skills, experience and knowledge and how this meets the requirements of this role.

For informal inquiries please contact Luke McFarlane - L.McFarlane.1@bham.ac.uk

Valuing excellence, sustaining investment

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

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