As a senior administrator within a team/department you will provide support for a broad range of administrative duties, some of which may be complex. You may also be responsible for managing other staff or for supporting colleagues and sharing knowledge. You will be able to use your wide range of skills, both technical and administrative, and have the opportunity to lead on specific tasks within a team. In order to flexibly use resource you may be given the opportunity to work in different areas of the department or wider University.
Senior Administrators may work in any area of the University; with large groupings in HR, Finance, and School/College Hubs.
• To lead the collation of management information to ensure that all fixed term contract staff funding end dates are monitored and proactively planned. This requires an in-depth knowledge of University procedures, and a sound understanding of what impact actions taken will have on employees and their experience of the University.
• Develop, lead and deliver a proactive approach to monitoring fixed term contract extensions. Working closely with academic staff to help plan their staff across research projects.
• You will be expected to exercise your judgment on the answer to queries or on the direction of work within parameters set by your manager. On a day to day basis you will be expected to resolve more complex queries without necessarily referring to your manager.
• Maintain high profile working relationships with key stakeholders on your own initiative, fielding enquiries and ensuring that appropriate information is disseminated to stakeholders as appropriate.
• Coordinate key activity with the Recruitment Administrator relating to effective communication and co-ordination of redeployment opportunities.
• Will manage some smaller projects on own initiative, but will also carry out desk research and source data from internal and external sources in order to contribute to wider projects.
• You will be expected to use a variety of complex University systems and processes to research, analyst and interpret complex data, producing bespoke reports as required. . This may include identifying and resolving issues with the data.
• Support the management, development and implementation of operational processes and systems.
• Process more complex data (which may be financial, HR, student-related or other), monitoring accuracy, chasing up missing information, and resolving any issues as appropriate.
• Provide specialist advice and training to colleagues on area of activity.
• As required, provide a professional secretarial service to relevant committees and meetings.
• You may be required to be responsible for one or more of the following:
• monitoring budgets including processing payments, authorising expenditure, raising concerns where finances are not in line with the budget,
• HR-related tasks such as managing staff absence, induction, or dealing with leavers
• dealing with arrangements for international visitors
• monitoring internal procedures/compliance and ensuring these are followed and disseminated as appropriate.
• Supports equality and values diversity, moderating own behaviour to avoid unfair discriminatory impact or bias on others.
Required Knowledge, Skills, Qualifications, Experience
• Educated to A Level standard, or equivalent level 3 qualification such as a Level 3 NVQ, or level 3 national diploma or relevant work experience evidencing the skills and ability to undertake the role.
• Minimum of grade C in Mathematics and English at GCSE or equivalent.
• Experience within financial or HE/NHS environment.
• Highly proficient IT skills, in particular the ability to handle complex emails, the wider MS Office suite of programmes including excel and powerpoint. The post holder should also be confident and able to quickly learn new IT skills and software packages as required.
• Proven ability to plan ahead and anticipate requirements, proactively planning own (and sometimes others’ workloads) to manage time effectively, progress tasks concurrently and work to deadlines.
• Excellent verbal and written communication skills, including the ability to write for different audiences, and to required deadlines.
• Excellent interpersonal skills. The postholder must inspire confidence and command authority with a range of colleagues and provide excellent customer service at all times.
• A high degree of professionalism, tact, and diplomacy, and the ability to exercise discretion regarding the handling and management of sensitive information/issues.
• A high degree of initiative, personal judgement, resourcefulness, flexibility, and a self-motivating approach.
• Ability to work effectively in a large, complex organisation, and to develop a good understanding of how the University and higher education institutions work.
• Ability to understand policy and procedures and how to apply these.
• Understands 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.
Informal enquires to Sheetal Patel (S.Patel.email@example.com)
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.