Operations Administrator (Work Experience) – Academic Services – 104457 – Grade 4

Job title:

Operations Administrator (Work Experience) – Academic Services – 104457 – Grade 4

Company

University of Birmingham

Job description

Job Description:Position DetailsAcademic ServicesLocation: University of Birmingham, Edgbaston, Birmingham UKFull time starting salary is normally in the range £25,866 to £27,518, with potential progression once in post to £30,820Grade: 4Full Time, PermanentClosing date: 1st October 2024Interview date: 10th October 2024‘Open House’ Drop In Session: We will be holding an ‘open house’ drop in session at the University’s Exchange building, in Centenary Square, Birmingham, between 10am and 5pm on Monday 30th September 2024. If you’re interested in working at the University of Birmingham and perhaps have a few questions, this is an opportunity to meet colleagues in the Recruitment team. It will be a relaxed and informal event – you can drop in at any time.Our offer to youPeople 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 theBackgroundThe 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.Achieving the global ambitions of our University depends on our people – and we are proud of our highly talented and engaged colleagues, who are passionate about ensuring students are at the heart of what we do. Our culture is ambitious and high performing, ensuring we deliver outstanding, impactful student experiences. Essential to this is how we support our students’ employability needs, reinforcing the transformational nature of the University of Birmingham experience, engaging our students to realise the unlimited potential and value of their degree in linear or non-linear careers. Employability is an enduring principle that ensures our students have the resources and competencies to maximise all their future career opportunities and choices.Careers NetworkThis role is located within Careers Network, which exists to help students and graduates realise the potential of their University of Birmingham experience and degree, helping them to positively shape the world around them. The team comprises circa 60 staff, across several specialist areas, supporting employability, enterprise, and entrepreneurship within and beyond the curriculum, while engaging with employers, alumni, and external partners to support this endeavour.Role SummaryAs a member of the Work Experience team, you will play a central role enriching the student experience and building students’ employability, by providing proactive administrative support to help operationalise a diverse range of work experience programmes and activities. This includes for instance, internships, volunteering and work-based learning activities. You will be analysing and processing data for effective monitoring and evaluation, and will acting as a key point of contact to students, employers and colleagues, fielding queries to offer a high quality service. Key responsibilities will be assisting colleagues in the delivery of our Flagship internship programme ‘B-Experienced’ and ‘Gateway to Work Experience Bursary’. Utilising feedback and other sets of data, you’ll be suggesting improvements to help build on successes, with the shared goal of positively impacting on the students’ futures.In this role, you will be able to develop a wide range of skills, both technical and administrative, and may also have the opportunity to lead on specific tasks within a team. You’ll be managed by a Work Experience Lead and could undertake activities related to other teams, and the wider University.Main Duties

• You will act as a point of contact to provide accurate and timely information and advice to internal and external customers and stakeholders on University processes and procedures, answering queries promptly, providing guidance and resolving queries from initial contact to resolution. This will include recognising when queries need to be referred elsewhere.
• Regularly communicate relevant information to students using the University system Verint and through other mechanisms to staff and external contacts.
• Provide administrative support for diary, event planning, programme delivery and evaluation.
• Process data (which may be financial, HR, student-related or other), monitoring accuracy, chasing up missing information, and escalating any issues as appropriate.
• Use a variety of complex University systems and processes to research, manipulate, analyse and interpret sets of data, and produce routine reports.
• Maintain working relationship with key stakeholders, fielding queries, receiving and dealing with any disputes or complaints and resolving promptly.
• Offer advice and support to others on area of activity.
• Review processes and tasks, and proactively offer suggestions for improvement and sharing best practice as appropriate.
• As required, provide a professional secretarial service to relevant committees and meetings.
• Supports equality and values diversity, moderating own behaviour to avoid unfair discriminatory impact or bias on others.

Required Knowledge, Skills, Qualifications, Experience

• Evidence of the skills and ability to undertake the role. Prior experience in projects, events or programme administration is advantageous.
• GCSEs to a minimum of grade C/4 in Mathematics and English or equivalent level 2 qualification.
• Good IT skills with working knowledge of standard Microsoft Office software and MS Teams.
• Good data management skills and the ability to organise processes and maintain accurate record keeping.
• Ability to take responsibility for specific tasks, carrying out duties without needing to refer to others, with scope for some choice and using your own judgment.
• Ability to work on your own initiative.
• Ability to proactively contribute to improving processes and for proposing new ways of working.
• Excellent communication skills, with the ability to communicate clearly and effectively with others.
• Well organised with the ability to prioritise work proactively, independently and as part of a team.
• A good understanding of how to deliver excellent customer service.
• Experience of using and maintaining complex work systems e.g. student databases/spreadsheets/finance record systems/HR systems or equivalent, and an aptitude for learning new IT packages and systems.
• Experience of supporting committees/meetings in a secretarial capacity, taking and sharing notes/minutes.
• 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.
• The ability to identify and respond to equality and diversity issues in line with relevant policies and procedures and how to respond to issues in line with relevant policies and procedures.

DimensionsYou will not be required to line manage anyone in this role or manage a budget.Planning and OrganisingYou will be required to manage and prioritise a varied workload to deliver within required time frames. There is also a need to maintain an awareness of activity across the department and wider University as appropriate.Problem Solving and decision makingYou will be working under the direction of a senior manager, but with the autonomy to deliver the outputs required. You will be working within the framework of existing policies, processes and procedures for the department. You will take day to day decisions on what advice to give and for responding to and resolving queries.Internal and External relationshipsThis role will be liaising with internal colleagues and stakeholders, and external stakeholders as well with an expectation on maintaining good working relationships with all.Informal enquiries to Sarah Garner, Work Experience team, Careers Network, email:View our staff values and behavioursWe believe there is no such thing as a ‘typical’ member of University of Birmingham staff and that diversity in its many forms is a strength that underpins the exchange of ideas, innovation and debate at the heart of University life. We are committed to proactively addressing the barriers experienced by some groups in our community and are proud to hold Athena SWAN, Race Equality Charter and Disability Confident accreditations. We have an Equality Diversity and Inclusion Centre that focuses on continuously improving the University as a fair and inclusive place to work where everyone has the opportunity to succeed. We are also committed to sustainability, which is a key part of our strategy. You can find out more about our work to create a fairer university for everyone .

Expected salary

£25866 – 27518 per year

Location

United Kingdom

Job date

Thu, 05 Sep 2024 22:30:50 GMT

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