School Support Coordinator

3 weeks ago

Birmingham, United Kingdom Pertemps Network Group Full time

**Job Description**:
One of the prestigious universities based in Birmingham are seeking a school support coordinator to join their team for a minimum of 3 months with the potential for extension. This will be a full-time position based in the office with interviews commencing at the start of January.
Main duties and responsibilities
- To act as first point of contact for internal and external enquiries to the assigned Academic department, providing a detailed knowledge of all aspects of the school/department work, in order to be aware of and promptly act upon, any issues, problems or queries which may arise from within or outside of the University.- Provide a full and confidential PA service to the Head of Department (HoD) including keeping diaries, arranging meetings, making travel arrangements, dealing with conflicting priorities, library searches, obtaining materials and coordinating and distributing research information. The post holder will also keep the HoD informed of appropriate procedures and University developments.- Providing a full and confidential service to the assigned Head of Department for the organisation and administration in the department. This service includes monitoring and coordinating department activities, arranging department meetings and producing agendas & minutes, outline diaries for department members, organising office hours, sorting post, processing expenses claims for visitors to the Department, preparing correspondence for internal and external distribution, typing and preparing research material. Being the contact point for their students and providing advice and support for payments and cover arrangements.- Preparing the appointments of casual and part time overseas staff including appointment forms, notifications of engagement, obtain the appropriate authority from both the Department and the School and carrying out right to work immigration checks. Provide administration and guidance for these staff acting as the contact point for their students and providing advice and support for payments and cover arrangements.- Monitor the department’s overall budget and expenditure and income throughout the year. Liaise with the BSS Finance Partner with proposed spend throughout the year and monitoring monthly and annual financial statements for the Head of Department and assisting him in planning the department’s financial expenditure.- Using computer systems such as Agresso for the raising of requisitions and new suppliers where applicable. Troubleshooting purchasing enquiries on behalf of the department including expenses issues, invoice allocation, or the purchase of goods off contract.- Ensuring that the department is responding in a timely and comprehensive fashion to requests to the department for information or action. Act as the key link between the programmes, following up with school members on items such as deadlines for exam marks, return of coursework etc.- Act as a contact for external organisations, for example, other Universities, the media, and other interested parties. Where visitors are coming from overseas, passport and visa checks will be conducted by the post holder.- Liaise with Estates for general requests and repairs and any other hazard that may arise. Responsible for refurbishment requests and allocation of Department offices as and when required, including office set up for new members of staff1- Assist the HoD with the recruitment of new staff including editing and arranging job advertisements, arrangement of interviews including dates, hospitality/accommodation, materials and room bookings, and acting as point of contact for interviewee on date of interview.- Responsible for coordinating the induction of new members of academic staff based upon individual appointments, introductions to key members of the college, School and department and other relevant points of contact. Provide guidance on the University’s administrative systems along with compliance and procedural information.- Act as department representative to the School’s Health and Safety Committee, reporting all accidents, incidents and near misses as they arise, carrying out bi-annual risk assessments. Ensure that DSE assessments are carried on employees experiencing issues with their workstation and shortly after a new starter arrives. Risk Assessor for the department.- Advise all new starters on the fire evacuation procedure, locality of first aiders, and out of hours working guidance.- Sort and distribute incoming post twice daily and arrange courier services as required by the department.- Administration and organisation of internal and external seminars, department away days, conferences and events.- Responsible for stock levels and the ordering of stationery for the department.- Updating of department noticeboards/photo boards and distribution lists on a regular basis.- Undertaking other duties and responsibilities appropriate to the role of School Support Coordinator as may

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