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Position Details

Human Resources

Location: University of Birmingham, Edgbaston, Birmingham UK

Full time starting salary is normally in the range £22,050 to £23,535, with potential progression once in post to £28,631

Band 400

Full Time, Permanent

Closing date: 15th May 2023

Open House Event : We will be holding an ‘open house’ event at the University’s Exchange building, in Centenary Square, Birmingham, between 10am and 6pm on Thursday 18th May 2023. 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 you

People 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 the benefits of working for the University of Birmingham

Background

The successful candidate will be joining a small team of administrators which is part of the People and Organisational Development team (POD) which is in turn part of Human Resources. The primary focuses for the role will provide administrative support to our leadership programme and the application process for our Apprenticeship programmes. Duties will include arranging courses, room bookings, course invites, recording and monitoring attendance, planning programme dates, collating application information, reporting and recording information. The role will also support the POD consultants and trainers who deliver central and local development programmes, provide bespoke work to the Colleges and Professional Services, enhancing the University’s performance and developing future talent.

The post-holder will act on their own initiative to deal with enquiries in a timely manner, organising and prioritising their own work on a daily basis. They will be pro-active and flexible in developing and delivering committed, excellent service to both academic and professional services staff.

The post-holder will have a positive attitude and will be expected to build strong professional relationships with other members of the department and to contribute to regular team meetings.

Alongside their normal duties, the post-holder may be required to complete one-off tasks having greater complexity and involvement than their daily routine tasks. These activities will be commensurate with the level of responsibility indicated by the banding of this post.

Main Duties

• To provide a comprehensive administrative support to POD ensuring that excellent customer service is received both internally and externally to the department.
• To act as the first point of contact for University staff passing on information and enquiries in a polite and professional manner.
• To contribute to course evaluation, including processing evaluation forms on course days and sending regular requests for online feedback.
• To produce materials for allocated leadership programmes, and open courses as required.
• To ensure all applications for the Apprenticeship Programmes are processed timely, and all relevant documentation is collated and processed for registration of the Apprentice.
• To set up training rooms to meet the requirements as detailed on the course requirement form, to include materials, and check equipment is working.
• To send out joining instructions for allocated courses liaising with POD trainers and consultants to check all course requirements are met.
• To arrange external venues and external contributors as requested by programme leads.
• To greet all visitors to POD in a polite and courteous manner ensuring they are taken to the appropriate person or office.
• To handle day-to-day routine enquiries in a busy department in a calm and efficient manner.
• To act on their own initiative to deal with enquiries in a timely manner, organising and prioritising their own work on a daily basis.
• To prepare for and take part in regular meetings with their line manager.
• To prepare for and take part in regular meetings with Apprenticeship working groups.
• To work effectively and capably with professional and academic colleagues throughout the University.

The person will have the following combined experience and personal qualities:

Required Knowledge, Skills, Qualifications, Experience

• 5 GCSE’s or equivalent including maths and English grade C or above
• An enthusiastic and positive attitude.
• Proven experience of service delivery and customer service, ideally to staff and/or students within higher education.
• P roven track record of ability to integrate with and function effectively as part of a busy, diverse and established team.
• Demonstrable experience of managing and progressing multiple tasks.
• Excellent communication and inter-personal skills, both written and oral.
• Strong time-management, organisational and administrative skills.
• Able to accurately judge the urgency of tasks and reliably, independently and consistently, prioritise their workload accordingly.
• Demonstrable proficiency in the use of the Microsoft Office suite and an ability to master other IT software.
• Ability to maintain confidentiality in all areas of work.
• Ability to work to tight deadlines in a collaborative team environment.
• Ability to work effectively with staff at different levels of the organisation.

Personal Characteristics

• A high degree of initiative, resourcefulness, resilience, flexibility and a self-motivating approach.
• The ability to complete tasks based on only broad direction and with minimum supervision.
• Enthusiasm and willingness to meet challenging and competing demands.
• The ability to take direction and work under supervision when necessary.
• Commitment to the HR strategy and POD’s role in supporting this.
  

Informal enquires to Elizabeth Leech, email: [email protected]

View our staff values and behaviours here

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 .