Executive Support Officer - School of Physics and Astronomy

Executive Support Officer - 81789

Position Details

Area: School of Physics and Astronomy in the College of Engineering and Physical Sciences

Salary: Full time starting salary is normally in the range £22,722 to £24,411, with potential progression once in post to £28,259

Hours: Full time

Duration: Fixed-term for 4 years

Location: University of Birmingham, Edgbaston, Birmingham, UK

Closing Date: 19 August 2019

Job Summary

To be part of the Birmingham Energy Institute, BEI, providing clerical and administrative support to the Director and Deputy Director of the Institute. The BEI is the organisation within the University of Birmingham that coordinates energy related activities across a number of research centres. It is associated with over 200 researchers and a substantial research portfolio which spans from energy storage to energy policy. The programme links to the regional activities of the Energy Research Accelerator, which is a consortium of 9 Midlands based research organisations. The role will include liaising with internal and external stakeholders.

Main Duties

• To provide secretarial support to the Director and Deputy Director of the Birmingham Energy Institute, BEI, and where required other Institute members. Duties include drafting straightforward correspondence, photocopying, diary management, maintaining paper and computer files. Word processing including preparing documents, minutes and meeting agenda.
• The role will also assist with the collection and presentation of data.
• Dealing with personal and telephone enquiries or passing them to other members of the BEI, where appropriate. This will involve dealing with external organisations such as the Energy Research Accelerator, Energy Capital and the Local Enterprise Partnership. Potentially it will also involve liaising with funding organisations such as EPSRC, Research England and Innovate-UK.
• Diary and meeting management of the Director and Deputy Director of the BEI. This will involve arranging meetings with internal and external stakeholders, booking of meeting rooms, organisation of catering, meeting agendas and where required minute taking and archival.
• Assisting with conference and workshops. The BEI regularly hosts conferences and workshops. The post holder will help coordinate these with responsibility for venue booking, catering organisation, attendee management and assisting with the arrangements for conference presentations.
• Booking travel arrangements for academic staff with Key Travel and ensuring travel insurance is in place.
• Visitor hospitality - providing refreshments, arranging accommodation and providing travel information.
• Liaising with the BEI communications team around press releases and publicity.
• Collection and distribution of post for the group and arranging for mail to be sent by courier or special mail if required.
• General assistance to all members of the BEI, i.e. students, academic and technical staff. The post holder will offer advice to these groups on any administrative/clerical issues. The post holder will need to be aware of University procedures and contacts to ensure that the correct information is passed on.
• Producing Powerpoint presentations for academic staff with information provided.
• Assisting the Director and Deputy Director in monitoring expenditure of the BEI. This will involve updating spreadsheets associated with Institute projects.
• Liaising with the Energy Development Manager. The Energy Development Manager assists with the strategic development of the BEIs activities. The post holder will help with the coordination of some of these, in particular meetings, development of reports and presentations and management of external stakeholders.

Person Specification

Essential

• Must be self-motivated and have good organisational abilities
• Four GCSE's or equivalent which demonstrate evidence of good literacy and competent numeric skills
• Knowledge and experience of word processing, including experience of database, spreadsheets
• Accurate and good keyboard skills
• Able to communicate effectively, both written and verbal.
• Able to display diplomacy and tact when dealing with a wide range of people
• Ability to work to tight deadlines; changing priorities
• Substantial secretarial experience required

Desirable

• RSA II or equivalent in typing/word processing
• Experience of preparing Powerpoint presentations shorthand
• Experience in using the using Internet/www
• Work experience in an educational or similar environment

Informal enquiries can be made to Pauline Trigg; p.a.trigg@bham.ac.uk