Study Abroad and Exchanges Co-ordinator (Outgoing) - External Relations - 16158Z - Band 500

University of Birmingham
Birmingham, United Kingdom
£23,699.00 - £29,471.00
Jun 08, 2021
Sep 05, 2021
Organization Type
University and College
Full Time
Position Details

Birmingham Global, Department of External Relations

Location: 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.

Band 500

Full Time / FTC until July 2022 to cover maternity leave

Closing date - 24th June 2021

Interviews are scheduled for 6th July 2021.

This role is also open as an internal secondment opportunity which would need to be agreed by your current line manager.

Job context

The University's International Strategy and Strategic Plan place great emphasis on all aspects of internationalisation, including the development of effective international partnerships and internationalising our staff and student experience by providing international mobility and exchange opportunities. Birmingham Global is responsible for implementing the University's international vision. The work of the division covers International Student Recruitment, International Development and Mobility (including Study Abroad and Exchanges), and the International Strategy. The Office manages over 300 exchange agreements with institutional partners, with over 1,400 incoming and outgoing students participating in mobility programmes every year.

Job Summary

The Study Abroad and Exchanges Co-ordinator provides professional administrative support for the Study Abroad and Exchanges team which is responsible for outgoing student mobility, including promotion of international placements, administration of the application process, day to day administration of budgets and financial payments, and general activities related to outgoing student mobility.

Main Duties

Administration of the exchange allocation process
  • Providing information on exchange balances with partner institutions, liaising with partner institutions over-allocated places, sending out confirmation of initial exchange allocations to students, receipt and initial checking and processing of outgoing exchange applications, submitting applications to partner institutions and checking decisions on applications.
  • Liaison with Exchange Tutors in Schools/Departments about outgoing student applications, allocated places and progress of applications.
  • Maintaining accurate records of outgoing exchange students. Ensuring all outgoing exchange applications are registered correctly on the relevant database and are up to date with regards to information such as destination and type of mobility.
  • Producing statistics on outgoing student applications as required in order to input to various reports.

Promotion, preparation and advice

  • Actively promoting study abroad opportunities to students and relevant staff using different channels, including study abroad presentations and individual counselling sessions and ensuring that the website and canvas information is up-to-date and easily accessible.
  • Liaison with outgoing students while they prepare to go abroad and during their time overseas, ensuring that enquiries are responded to efficiently and effectively.
  • Acting as first point of contact for any queries with regards to opportunities to study internationally, the application process and general University procedures for study abroad placements (insurance, health and safety), referring any other queries onwards to the appropriate individual or office.
  • Providing cover on the enquiries desk and participating in welcome events.

Handling the day-to-day financial administration one of the Study Abroad budgets

  • Undertaking monthly reconciliation and quarterly outturn forecasts, flagging up any discrepancies to managers.
  • Processing and monitoring of transactions, including cash advances, corporate credit cards, foreign currency transactions and management of income streams.
  • Undertaking monthly and quarterly reconciliation of a named regional budget, identifying and rectifying any discrepancies and bringing potential under or overspends to the attention of the budget holder.
  • Ensuring all financial work is done within tight deadlines.

Contributing to other activities across the Study Abroad and Exchanges Team including responding to general emails and enquiries about study abroad, arrangements for meetings, general administrative and secretarial duties, as well as supporting a range of Birmingham Global activities, including the Go Global Fair, Open Days and other promotional events delivered on campus and virtually.

Required Knowledge, Skills, Qualifications, Experience
  • Excellent interpersonal skills, whether dealing with students, academic staff, external organisations, or other members of our office team
  • Good oral (including tactful and confident telephone manner) and written communication skills
  • Strong financial administration skills
  • Accuracy and attention to detail in record keeping, correspondence and producing reports for audit
  • Well-developed organisational abilities eg ability to implement, maintain and initiate changes to office procedures, keep accurate records and produce status or progress reports
  • Ability to work on own initiative, manage time effectively, progress tasks concurrently and work to deadlines
  • Computer-literate: articulate, confident and competent in the use of database systems, electronic communications.
  • Cultural sensitivity: awareness of the international perspective of the work of Global Birmingham in terms of the diversity of the student body and our relationships with overseas organisations.
  • Ability to work well as a team member with a positive and responsible attitude
  • Prior work experience in a busy office; familiarity with an academic environment would be advantageous


  • Previous experience of working within a HEI would be advantageous
  • Knowledge of Study Abroad and Exchange activities relating to short term or long term mobility would be advantageous
  • Knowledge of one or more languages (in addition to English) would be advantageous
  • Experience of living or studying outside the UK would be advantageous.
  • A degree would be advantageous.

Valuing excellence, sustaining investment

We value diversity and inclusion at the University of Birmingham and welcome applications from all sections of the community and are open to discussions around all forms of flexible working.

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