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Senior Administrator - CDTs - Engineering and Physical Sciences - 100183

Employer
University of Birmingham
Location
United Kingdom
Salary
£25,506 to £31,718
Closing date
Aug 28, 2022
Position Details

College of Engineering and Physical Sciences

Location: University of Birmingham, Edgbaston, Birmingham, UK

Full time starting salary is normally in the range £25,506 to £27,399 with potential progression once in post to £31,718, pro rata for part time

Band 500

Part time 60% FTE, (22.5 hours per week)

Fixed Term for up to 2 years

Closing Date: 28 August 2022

Our offer to you

People are at the heart of what we are and do.

The University of Birmingham is proud to have been a part of the City of Birmingham and the wider region for over 100 years, and we are equally proud to be recognised as a leading global university. We want to attract talented people from across the city and beyond, support them to succeed, and celebrate their success.

We are committed to helping the people who work here to develop through our sector-leading Birmingham Professional programme which provides all professional services staff with development opportunities and the encouragement to reach their full potential. With almost 5,000 professional services jobs in a wide-range of functions in Edgbaston and in our campus in Dubai, there are plenty of opportunities for you to be able to develop your career at the University.

We believe there is no such thing as a typical member of staff and that diversity is a source of strength that underpins the exchange of ideas, innovation, and debate. We warmly welcome people from all backgrounds and are committed to fostering an inclusive environment where diversity is at the heart of who and what we are, and how we work.

Supporting our people to achieve a healthy work/life balance is important both to our employees and to the success of the University and, depending on the role, we offer a variety of flexible working arrangements. We therefore welcome discussions on all forms of flexible working. In addition, you will receive a generous package of benefits including 40 days paid holiday a year, one paid day a year for volunteering, occupational sick pay, and a pension scheme. We also have three high quality subsidised day nurseries.

The University is situated in leafy Edgbaston and there are excellent transport links to our beautiful campus, including main bus routes and a train station on site. On campus we have a state-of-the-art sports centre with pool, shops, places to eat and drink, our own art gallery, museum and botanical gardens.

Find out more about the benefits of working for the University of Birmingham

Job Summary

The postholder will join an existing team of professional services staff delivering operational and project management support to a range of Centres for Doctoral Training in the College of Engineering and Physical Sciences. The team which is passionate about providing excellent administration support to students, staff and external stakeholders.

The post offers the opportunity to contribute to or take a lead in all aspects of administration supporting the delivery of CDT education and research activities.

The role requires close collaboration with a diverse group of people including managers, academic staff, students and external partners to support the delivery of CDT projects across the College.

Main Duties

Education Administration
  • Act as primary contact for academic staff involved in the CDTs' learning and teaching, providing expert guidance, understanding and resolving queries, and identifying when to delegate or escalate queries.
  • Specifically take responsibility for all administrative activities involving the support of students, delivery of programmes and collation of student data.
  • Support periodic quality assurance and external auditing, report on CDT compliance, propose solutions and develop and deliver remedial action plans.
  • Support the Senior Operations Coordinator and CDT Centre Managers to proactively identify ways of enhancing student experience, education processes and support systems, making recommendations as appropriate.
  • Ensure the prompt processing of all assessment and progression information, and act as secretary and administrative support to Exam and Progression Boards.
  • Support timetabling of CDT-delivered modules as required by module leads and CDT Directors.
  • Deliver administrative support across the PGR lifecycle, including but not limited to student registration and progression, thesis submission, viva arrangements and management of educational resources for Canvas and other online support facilities.

Operational and Project Support

  • Manage and monitor shared CDT files and data collation.
  • Work with other members of the College CDT Team to plan, organise, maintain and deliver activities, supporting the wider CDT projects.
  • Make a substantial contribution to the management, development and implementation of operational processes.
  • Prepare and deliver management and institutional reports; this will include responding to complex data requests involving the need to pull information from various sources.
  • Compile, manipulate, analyse and interpret large and complex data sets, drawing up reports and/or identifying required actions as appropriate.
  • Support the development of systems and procedures to assist in the day to day running of CDT administration.
  • Be responsible for the regular review and update of key documentation.
  • Provide a professional secretarial services to relevant meetings and workstreams.
  • Support equality and values diversity, moderating own behaviour to avoid unfair discriminatory impact or bias on others.
  • Manage all data in accordance with University policy and Data Protection Regulations.
  • Undertake any other duties identified by the Head of Operations - CDTs (Sciences) or CDT Directors appropriate to the role and area of activity.
  • Though not a supervisory role, the post holder will still be expected to act as a role model and coach members of the team.

Required Knowledge, Skills, Qualifications, Experience

You will need to evidence all of the following:
  • Substantial professional experience in a variety of similar roles.
  • GCSEs to a minimum of grade C in English and Mathematics (or equivalent qualifications).
  • A levels or an equivalent level 3 qualification, such as a Level 3 NVQ, or level 3 national diploma.

You will be:

  • Comfortable in a role where you take significant responsibility and where you are expected to proactively propose new ways of working.
  • Comfortable working on your own initiative to complete tasks and projects without close supervision.
  • Able to become authoritative quickly on complex systems and be able to advise colleagues on these.
  • Able to set the standard for other colleagues, acting as a role model and coaching staff as appropriate.
  • You will be able to communicate and delegate effectively as required.
  • Well organised with the ability to prioritise work (your own and the work of others) proactively, independently and as part of a team.

In addition to the above, you should be able to demonstrate and/or evidence the following:

  • The ability to support the work of other team members.
  • The ability to work to tight deadlines in a collaborative environment.
  • A good understanding of delivering excellent customer service and the ability to influence others to deliver it too.
  • The ability to interact with individuals at all levels of internal and external organisations.
  • Experience of using and maintaining complex work systems e.g. student databases/record systems or equivalent.
  • Exemplary attention to detail and the ability to work confidentially, use judgement and make appropriate decisions within the constraints of the role
  • The ability to cope with change in a fast moving, dynamic environment where change is often required immediately.
  • An understanding of the importance of equality and diversity in the workplace
  • Ability to identify and respond to equality and diversity issues in line with relevant policies and procedures.

Dimensions

You will be expected to act as a role model and coach members of the team.

Planning and organising

You will be required to manage and prioritise a varied and complex workload to deliver within required time frames, and make a substantial contribution to the management, development and implementation of operational processes.

Problem solving and decision making

You will be working under the direction of a senior manager, but with considerable autonomy to deliver the outputs required. You will be working within the framework of existing policies, processes and procedures for the University and the College, but there will be plenty of scope to review and shape processes. You will take day to day decisions on some of the more complex tasks in the team's remit including identifying next steps as appropriate.

Internal and external relationships

This role will be liaising with internal colleagues and stakeholders, external stakeholders as well, sometimes with customers who have issues with the service, with an expectation on maintaining good working relationships with all.

Informal enquiries can be made to Hannah Roberts; h.c.roberts@bham.ac.uk

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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