School Administrator / PA

Job Title: School Administrator / PA
Contract Type: Temporary
Location: Birmingham
Salary: £12.14 per hour
Start Date: 2018-12-17 00:00:00
Reference: 041225622
Contact Name: Claire Beedon
Contact Email:
Job Published: December 11, 2018 15:59

Job Description

We are recruiting for a School Administrator / PA to work within a leading University

Main Duties
Develop and utilise an extensive knowledge of the School, College and University policies, procedures and systems to ensure that all area of work and responsibilities are delivered and executed successfully and within set deadlines. As part of this, existing processes and procedures will need to be regularly reviewed to improve efficiencies across the School and the post holder will be required to work collaboratively and exercise judgement and recommend proposals for improvements, working to the School Administration and Support Manager.

Driven by personal skill, effectively manage the diaries for a defined group of senior colleagues and determine priorities in planning and organising demanding itineraries. The post holder will be required to be flexible, negotiate and persuade others effectively. As part of diary management, the postholder will provide a brief of each diary appointment, ensuring all papers, reports, agendas, etc, are available in advance of the meeting. The role holder may be called upon to arrange travel, accommodation, etc.

To have a detailed understanding of the relevance and relationship between meetings in the School exhibiting the ability to build working relationships in order to work across a number of boundaries: Arrange and service meetings, including booking an appropriate venue, drafting agendas and producing accurate and informative minutes in a timely manner, using the School's templates for this purpose. As part of this, the role holder will take a proactive approach to ensure that action points are progressed with the relevant member of staff and future meetings appropriately briefed.

Ensure that records relating to core areas of the School's activities and projects are professionally and proactively supported, this is likely to include but not limited to, monitoring of expenditure and income, health and safety room inspections; arrangements for visiting fellows/study fellows; annual calendar of School meetings; monitoring of expenditure and income; monitoring and updating intranet pages and maintaining web based information.

Working with the School Administration and Support Manager as required to support events and other activities that are being hosted by the School (eg, conferences, workshops, external lectures, seminars, etc) and support the business systems relating to payment, catering, refreshments, cleaning, security and post-event feedback on behalf of the academic lead.

Responsible for creating effective and efficient bring forward/monitoring systems and using own initiative in identifying appropriate deadlines in order to adhere to the School's timetable and decision making needs understanding the implications of decisions and how those can feed into recommendations.

Collate and present information from within and outside the University in an accessible and professional format for analysis and/or distribution to a diverse audience. This will include liaising with colleagues from across the School and College to obtain sensitive and/or confidential information that will be used by senior staff in the execution of their duties (eg, financial data, budget expenditure, etc).

Provide administrative support to cross-School academic teams on School based initiatives which will require relationship building, personal interaction and collaborative working.

To act as key point of contact for designated senior staff and departments with shared responsibility for dealing with visitors to the School, extending a warm welcome and the initiative to resolve queries/problems effectively with tact and diplomacy.

To pro-actively assist the School Administration and Support Manager in the on-going development of the School's administration, its values, standards, service levels and professional ethos within the overall strategic objectives of the School and the Birmingham Professional agenda.

Other Duties
To undertake such other duties as may be reasonably required by the Operations Manager (or nominee)
Undertake other duties and projects as may be reasonably required by the Events and Professional Services Manager in accordance with the grade of the post.
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

Demonstrable proficiency in the use of Microsoft Office and knowledge of IT processes that support effective team working and communication.
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.
The ability to work proactively and on own initiative and collaboratively with team members in designing and setting up processes and systems for a wide range of core activities across the School.
Demonstrable ability to form positive working relationships with a wide range of contacts both within an organisation and externally in order to produce the required outcomes.
Ability to work on own initiative with the minimum of supervision to problem solve, with good time management and a flexible, willing attitude to working effectively and to make a positive contribution in a diverse team.
An enthusiastic and positive attitude with the ability to deliver an effective, high quality customer focussed service.
Strong interpersonal and effective team working and communication skills are essential in order to manage communications confidently and diplomatically with audiences up and down the scale and both within and outside the organisation, including senior officers and other external and sometimes high profile contacts.
Effective influencing skills at a range of levels both within the organisation and externally.
Significant project management and events experience in planning, managing and working within a project based role with the ability to creatively solve conflicting aspects and demands that may emerge as a result of project/events delivery.

If you have the experience / skills to undertake this role please apply