Senior School Administrator - School of English, Drama and American and Canadian Studies

Position Details

University of Birmingham, Edgbaston, Birmingham UK

College of Arts and Law

Full time starting salary is normally in the range £22,722 to £24,411. With potential progression once in post to £28,259 a year

Band 500

Full time, permanent

Closing date: 27 August, 2019

Job Purpose

We seek a highly organised and efficient Senior Administrator to work in close partnership with the School 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 the Head of School's diary, juggling demands from a range of sources; providing comprehensive meeting support; budget monitoring; drafting and responding to correspondence as appropriate; and maintaining effective and efficient filing systems.

The post holder will also be required to prepare documents and briefing papers and lead on specific non-programme related projects, systems and processes across the School as necessary. The post holder will work in a busy, fast paced and professional environment. He/she 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 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.

English, Drama and Creative Studies is a vibrant and thriving multi-department school with over 130 staff and in excess of 1900 undergraduate and postgraduate students. Three of the School's departments are based on the University's Edgbaston campus, the Department of Drama and Theatre Arts is based in Selly Oak and the Shakespeare Institute is based in Stratford-upon-Avon.

Main Duties

• Provide executive support to the School senior team 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
• Liaise with School senior staff on a daily basis regarding the events of the day and to take follow-up action as necessary. This will include preparing meeting paperwork for the Head of School in a timely fashion and reordering activity at short notice when priorities change
• Manage the smooth running of the Head of School's diary, managing time effectively and in accordance with principles agreed between the post holder and the Head of School
• Monitor the budget for the School's general fund, ensuring expenditure is tracked and logged, and assisting with financial processes including setting up new suppliers and raising purchase requisitions
• Draft correspondence or other paperwork for the approval of School senior staff
• Use initiative by looking ahead to anticipate challenges and opportunities and to discuss these as appropriate with the School administrative team and with the Head of School
• 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 (eg finance, facilities, HR). This will require clear thought and understanding and the ability to communicate effectively and confidently across the University
• Support 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, performance & development reviews, and external examiner appointments
• 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 team
• Maintain a flexible working approach in order to accommodate day to day operational matters
• Maintain confidentiality at all times in respect of school related matters to prevent disclosure of confidential and sensitive information
• Play a full part in the wider administration 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 or School Administration Manager
• The specific areas of responsibility and/or tasks may change from time to time in accordance with the requirements of the School and the priorities of the time.

Skills and Experience

Essential:

1. Considerable experience of working in an HE administrative role and adhering to internal and external regulations
2. A high level of literacy and numeracy including GCSE Maths and English
3. Educated to degree level or equivalent
4. Proven ability to manage own time effectively and the time of others
5. Experience of drafting documentation for the approval of others
6. Ability to solve problems and implement effective procedures
7. Ability to communicate clearly and use appropriate language both orally and in writing
8. Excellent IT skills including advanced knowledge of word processing, spreadsheet and presentation software packages, preferably Microsoft Word, Excel and PowerPoint
9. Considerable experience of servicing committees, taking minutes and ensuring follow-up actions are completed
10. Ability to build collaborative working relationships with peers and colleagues
11. Experience of administrative processes relating to: Monitoring budgets; Recruiting staff; Organising overseas travel; Providing a timely secretariat service to meetings and committees; Supporting projects; Organising events
12. Proven ability to apply a high level of tact and diplomacy and good interpersonal skills
13. Proven ability to work with competing deadlines, prioritising appropriately and maintain good humour
14. 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
15. Flexible, positive and creative approach to work and meticulous attention to detail
16. Flexible and adaptable to change and have proven change management skills

Desirable

• Knowledge of the University's VLE (Canvas)

We value diversity at The University of Birmingham and welcome applications from all sections of the community