Senior School Administrator

Position Details

School of Languages, Cultures, Art History and Music, College of Arts and Law

Location: University of Birmingham, Edgbaston, Birmingham UK

Full time starting salary is normally in the range £24,291 to £26,094, with potential progression once in post to £30,207

Band - 500

Full Time

Permanent

Closing date: 12th June 2022

Role Purpose

We seek a highly organised and efficient Senior Administrator to work in close partnership with the School professional services and academic leadership team to deliver a comprehensive range of administrative tasks to a high standard of completion. This will include providing senior administrative support for University academic processes (e.g. study leave, promotions, probation); managing diaries for Senior School leadership; juggling demands from a range of sources; providing comprehensive meeting and committee support; drafting and responding to correspondence as appropriate; and maintaining effective and efficient filing systems and financial reports. The post holder will also be required to prepare variety of communications (for example emails, briefing papers, social media posts) and lead on projects, systems and processes across the School as necessary. The post holder will work in a busy, fast paced and professional environment. They will have outstanding communication skills, both written and oral, a keen eye for detail, be extremely well organised with the ability to prioritise, be flexible and use initiative. The post holder will work in close partnership with other mutually supportive members of the School administration team (a School Administrator, a School Administration Manager, and Academic Administration and Quality Manager and a School Operations Manager) to provide a well-integrated and comprehensive level of professional services support. This will include covering for and working with colleagues during periods of absence or high levels of work. The post holder will be line managed by the School Administration Manager.

An excellent communicator, the post holder will have outstanding attention to detail, have the ability to manage a varied and busy workload and the ability to learn new processes and skills. She or he will be a positive and enthusiastic team player, whose proactive and efficient approach will support the School on a daily basis.

The post sits within the School Administration team the School of Languages, Cultures, Art History and Music, supporting the Senior Leadership team, which has responsibility for providing strong academic leadership and ensuring that the School achieves the highest possible standards in its varied activities.

Main Responsibilities (as appropriate to the specific role and purpose)

These are indicative but will change in response to changing needs and priorities within the School.

• Provide executive support to the School senior team (e.g. the Head of School, Deputy Head of School, Heads of Department, Heads of Research and Education, as appropriate) on a daily basis. This will require the post holder to maintain an understanding of School objectives and priorities and to use that information to inform day to day activity using delegated responsibly effectively and efficiently.
• Manage the smooth running of members of the School senior team's diaries, managing time effectively and in accordance with principles agreed between the post holder and individual members of the School Senior team. The post-holder will need to have an adaptable and flexible style of working to be able to support different senior roles.
• Draft different forms of communications (e.g. emails, social media posts, guidance documents)
• Use initiative by looking ahead to anticipate challenges and opportunities and to discuss these as appropriate with the School professional services team and with the Head of School (or nominee).
• Service committees as required providing advice on University protocols and policies, ensuring meetings are planned/terms of reference are applied and meetings are accurately minuted. To ensure the effective dissemination of information and that follow-up actions are completed.
• Undertake research on University matters and seek professional advice from different areas of the University as required by the School senior team (e.g. finance, facilities, HR). This will require clear thought and understanding and the ability to communicate effectively and confidently across the University.
• Support the School Administration Manager in the recruitment of academic staff. This will include arranging recruitment panels, preparing and completing paperwork, co-ordinating diaries and arranging shortlisting meetings ensuring that the School complies with University requirements.
• Provide senior administrative support for School academic processes. This will include (for example) study leave, promotions, mentoring, peer observation, probation and performance & development reviews.
• Plan, manage and prioritise own workload to ensure that deadlines are met, anticipating problems with the achievement of objectives and either seeking help or resolving issues in a timely manner.
• Organise events and activities such as School away days or training events as necessary. This will include working closely with the School's senior academic team and the School professional services team.
• Maintain a flexible working approach in order to be responsive to day to day operational matters and also to anticipate and accommodate changes within the role and responsibilities as required by the School and the shifting wider context.
• Undertake projects to support School and wider College priorities where required.
• Support on facilities-related matters as required including maintenance issues, staff induction, room requirements etc.
• To be a Core Systems Super User (this is the Finance and HR system utilised within University of Birmingham)
• Play a full part in the wider professional services team, maintaining knowledge of the work done by others and assisting or providing cover where necessary. Carry out any other/additional duties as required by the Head of School, School Operations Manager and/or School Administration Manager.

Skills and Experience (as appropriate to the specific role and purpose)

Essential:

• Experience of working in an administrative role (ideally Higher Education) and adhering to internal and external regulations
• A high level of literacy and numeracy including GCSE Maths and English
• Educated to degree level or equivalent experience
• Demonstrable ability to manage own time effectively and the time of others
• Proven ability to solve problems and implement effective procedures
• Proven ability to communicate clearly across different media and use appropriate language both orally and in writing
• Excellent IT skills with ability to learn new software
• Experience of working with confidential materials
• Proven ability to build collaborative working relationships with peers and colleagues
• Evidenced capacity to learn complex new administrative processes
• Experience in busy administrative environment, working under pressure and tight timescales
• Proven ability to apply a high level of tact and diplomacy and good interpersonal skills
• Proven ability to work with competing deadlines, prioritising appropriately and maintain good humour
• Proven track record of ability to integrate with and function effectively as part of a busy and diverse team with demonstrable ability to work in a mutually supportive way and towards shared priorities
• Can evidence a flexible, positive and creative approach to work and meticulous attention to detail
• Demonstrably adaptable to change with proven change management skills

Informal enquiries should be directed to Sue Smith s.smith.5@bham.ac.uk Please do not make applications to this email address.

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.