Administrative Assistant

Institute of Applied Health Research, College of Medical and Dental Sciences

Birmingham, United Kingdom

Overview

  • Posted on: 25th Nov 2021
  • Salary: £21,000 to £21,543
  • REF: 80324
  • Closes: 16th December 2021
  • Contract Type: Fixed-Term/Contract
  • Hours: Full Time, Part Time

Job summary

You will provide efficient secretarial and administrative support to staff based within Birmingham Clinical Trials Unit in the Institute of Applied Health Research which is one of the largest institutes in the College of Medical and Dental Sciences. Youwill be involved in providing administrative support for key research projects and other academic work. You should have a flexible approach to work tasks, together with the ability to work on their own initiative unsupervised. You will also require a strong sense of initiative, the ability to ‘multi-task’ and effective communication skills.

To provide proactive administrative support in the relevant department, working as part of a team or on own initiative. You will have the ability to manage your work without needing to refer to others for most of your time. In order to flexibly use resource you may be given the opportunity to work in different areas of the department or wider University.

Administrators may work in any area of the University; with large groupings in HR, Finance, and School/College Hubs.
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.

Main Duties and Responsibilities

  • 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.
  • Reglarly communicate relevant information to students, staff and external contacts.
  • Provide administrative support for diary or event planning.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.

Person Specification

  • Some professional experience in a similar role
  • GCSEs to a minimum of grade C in English and Mathematics grade C minimum (or equivalent level 2 qualification).
  • Good IT skills with working knowledge of standard Microsoft Office software.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/finance record systems/HR systems or equivalent, and an aptitude for learning new IT packages and systems.
  • Experience of supporting committees in a secretarial capacity.
  • 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.

Informal enquires to Amanda Knightemail: a.j.knight@bham.ac.uk

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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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