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Personal Assistant and Administrator

2 months ago

Birmingham, United Kingdom University of Birmingham Full time

**Position Details**

School or Department: Finance Office

Location: Aston Webb B Block, University of Birmingham, Edgbaston, Birmingham UK

The full time starting salary is normally in the range £23,373 to £24.947.

From 1 November 2023 the salary range will increase to £25,866 to £27,518, with potential progression once in post to £30,820

Grade 4

Full Time, Permanent

Closing date: 10th September

**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

**Job summary**

You will provide administrative support within Finance, working effectively with your line manager one Personal Assistant. As part of a busy and flexible team, you may be given the opportunity to work in different areas of the department or the wider University.

**Main duties**
- Diary management and meeting planning, making best use of the diary owner’s time.
- Support meetings by providing all administrative activities such as taking minutes and following up on actions, chasing up on actions to ensure they are delivered, and flagging up where there are issues.
- Provide administrative and project support, which will typically include gathering information and updates on projects and liaising with others extensively to ensure progress.
- Undertake analytical and research activities to inform and aid decision making.
- Support space management and allocation, laptop tracking and ordering, telephone answering and fielding queries, dealing with visitors and other general administrative work, allocated by the senior team.
- Support the administration of managerial duties, including recording staff absences, preparing induction packs, organising onboarding, and overseeing the leavers process.
- Maintain high profile working relationships with key stakeholders, fielding enquiries and ensuring that appropriate information is disseminated to stakeholders as appropriate.
- Administer and oversee certain budgets, including raising requisitions, preparing and circulating returns and creating accurate financial information as required.
- Supports equality and values diversity, moderates own behaviour to avoid unfair discriminatory impact or bias on others.
- Any other administrative tasks commensurate with the role, as directed by senior team members.

**Required Knowledge, Skills, Qualifications, Experience**
- Evidence of the skills and ability to undertake the role.
- A good standard of literacy and numeracy as may be evidenced by GCSE Maths and English grade C/4 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,

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