Administrator and Project Support Officer (IMPACT) - School of Social Policy - Grade 6 - 98839

Employer
University of Birmingham
Location
United Kingdom
Salary
£27,116to £30,497
Closing date
Jan 23, 2022

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Sector
Science, Agriculture, Aquaculture and Food Science, Fisheries
Hours
Full Time
Organization Type
University and College
Jobseeker Type
Academic (e.g. 'Lecturer')
Position Details

School of Social Policy, IMPACT CENTRE, College of Social Sciences

University of Birmingham, Edgbaston, Birmingham UK

Full-time starting salary is normally in the range £27,116 to £30,497. With potential progression once in post to £34,304 a year. As this vacancy has limited funding the maximum salary that can be offered is £ 31,406

Full Time

Grade 6

Fixed-term until December 2022 initially (with potential extension to December 2027, dependent on project need post end of initial contract)

Closing date: 3rd February 2022

Background

IMPACT ('Improving Adult Care Together') is a UK-wide centre for implementing evidence in adult social care, funded by the Economic and Social Research Council (ESRC), part of UK Research and Innovation, and the Health Foundation. IMPACT is an 'implementation centre', drawing on knowledge gained from different types of research, the lived experience of people using services and their carers, and the practice knowledge of social care staff. Its aims are to enable practical improvements on the ground, and make a crucial contribution to longer-term cultural change, by:
  • Supporting more widespread use of evidence in adult social care, leading to better care practices, systems and outcomes for people who use services, their families and communities
  • Building capacity and skills in the adult social care workforce to work with evidence of different kinds to innovate, improve care and deliver better outcomes
  • Facilitating sustainable and productive relationships between the full range of adult social care stakeholders to co-create positive change/innovations and improve outcomes for people using adult social care and their families
  • Improving understanding of the factors which help and hinder the implementation of evidence in practice, and using this to overcome longstanding barriers to positive change

Role Summary

This role will support and lead on a variety of areas vital for the successful delivery and operations of IMPACT. This includes supporting communications, events and managing on a variety of administration and finance-related areas. As well as handling routine office tasks for IMPACT and assisting with diaries and the running of day-to-day meetings/activities, you'll also be helping to plan, organise, deliver and support a variety of important events, communications and activities. This role is highly varied and an opportunity to be involved with and support a wide variety of areas of work, working alongside colleagues across the IMPACT team and its partners to ensure smooth running and efficient running of the centre and the development and management of the underpinning systems for this.

This role will liaise with staff and stakeholders across IMPACT to ensure smooth delivery of projects.

Main duties

Leading on the provision of high-quality and proactive administrative support and office management for IMPACT. Ensuring the smooth and efficient day-to-day running of the Centre, and managing and updating the systems for the planning, operational and reporting systems to enable this. Taking responsibility for the organisation of diaries, meetings, events, activities and reporting of progress. Administration and reporting of the Centre's budgets and processing purchase orders, arranging travel and booking venues, processing and reporting invoices and expense claims and monitoring budget reports. Supporting a breadth of written and communications activities, as well as dealing with initial enquiries and centre stakeholder queries and ensuring all administration systems are effective, comply with funder, statutory and University requirements and are understood and accessible to internal and external stakeholders.

Administration
  • Lead on the provision of high quality, proactive administrative support and office management.
  • Provide administrative support for projects, activities and engagements. Developing and maintaining reporting systems to accurately capture key information around these, for a variety of uses including informing future activity and reporting to stakeholders.
  • Management of efficient electronic reporting systems, including Teams. Establishing and implementing systems for accurate and effective outputs reporting, document and file disposal, consistent with University retention, GDPR and data protection policies and compatible with stakeholder and funder requirements. Holding management responsibility for this area and advising internal and external stakeholders on utilisation and processes for usage and documenting and communicating relevant guidance.
  • Support IMPACT's governance, workstreams and working groups, providing proactive administration support, including the planning and organisation of meetings and the supporting documentation and notes to facilitate them.
  • Professional and pro-active support for all IMPACT enquiries. Routing queries to appropriate colleagues and, dealing independently with routine queries. Dealing confidently and professionally with correspondence on own initiative, including complex correspondence requiring knowledge of IMPACT's systems, operations and activities.
  • Deliver PA support to the IMPACT's Director and Manager, including diary management, booking and arranging meetings and appointments, and arranging travel and accommodation.
  • Preparation and support of production of reports, presentations and other documentation in line with Centre requirements suitable for wider audiences. Accurate proof reading of content including for printed materials and web and social media.
  • Supporting team priorities and KPIs, working flexibly, with a solutions-focused approach to ensure their successful delivery.


Communications & Engagement
  • Leading key areas of event management, for a wide variety of events including working directly with people who draw on care and support and a range of adult social care stakeholders. To include management of logistics, liaising with venues, suppliers, speakers and attendees, negotiating costs and managing delivery support teams, working with diverse stakeholders.
  • Supporting the delivery of IMPACT's key strategies, proactively identifying opportunities to achieve IMPACT's objectives through engagement with colleagues and proposing ideas for development/continuous improvement and sourcing the evidence base for these.
  • Working with the Communications and Engagement Officer to lead and support the reporting for engagement and communications activity, devising and monitoring activity timelines with colleagues, reporting and communicating progress internally and externally.

Finance
  • Working with the Finance and Contracts Officer, develop and update internal budget reporting systems to report and monitor expenditure.
  • Processing invoices and expenses for all IMPACT activity, maintaining accurate up to date records of these.
  • Making purchases on behalf of the Centre in accordance with appropriate guidelines and spending and authorisation limits as set out by the University's Finance/Procurement Divisions.
  • Advise IMPACT's stakeholders on expenses and invoicing process and support them in the production of these in a timely way.

Person Specification
  • Qualified to UK level 4 or equivalent.
  • Substantial experience of project support/administration management in a busy/multi-disciplinary role
  • Excellent IT skills, with working knowledge of standard Microsoft Office software and using custom systems and databases.
  • Budget administration experience, including purchasing, processing and reporting expenditure.
  • Excellent interpersonal and communication skills, both written and verbal; ability to deal confidently and diplomatically with colleagues at all levels, including very senior managers and external stakeholders.
  • Ability to work on own initiative, manage time effectively, progress tasks concurrently and work under pressure to meet deadlines.
  • Ability to work flexibly as part of a team, adapting priorities to meet broader team objectives.
  • An understanding of the context of adult social care in the UK and the key stakeholders involved.
  • Knowledge of the protected characteristics of the Equality Act 2010, and how to actively ensure in day-to-day activity in own area that those with protected characteristics are treated equally and fairly.

For informal enquiries please contact Sophie Sinclair - S.C.Sinclair@bham.ac.uk

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