University of Birmingham Jobs as PA to Head of School – Sport, Exercise & Rehabilitation Sciences – 13680 – Band 500 at Birmingham,England,UnitedKingdom 2022

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About the job

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Position Details

School of Sport, Exercise, and Rehabilitation Sciences

Location: University of Birmingham, Edgbaston, Birmingham UK

Full time starting salary is normally in the range £25,506 to £27,399 , with potential progression once in post to £31,718

Band 500

Full Time, Permanent

Closing date: 9th October 2022

Interview: 19th October 2022

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

Role Summary

As a Personal Assistant within the School of Sport, Exercise, and Rehabilitation Sciences, you will provide support for a broad range of administrative duties. You will use excellent organisational skills and attention to detail to ensure the people you support are well prepared, and that the tasks you carry out are completed to a high quality and in a timely manner. The role will involve liaison with the School Operations Manager, School Facilities team, and members of staff from the College and wider University. The working relationship between the PA and the Head of School is of paramount importance to the success of the School and its efficient operation.

Main Duties
  • Support the Head of School and senior team in diary management and meeting planning, making decisions on the best use of time. This will require you to understand the priorities and deadlines you and your Head of School are working to, and will involve developing relationships across the University and beyond.
  • Managing the full lifecycle of the School’s recruitment; from uploading jobs to the University’s HR system, sending out interview invites, assembling interview panels, and liaising with candidates during their onboarding process.
  • Dealing with a wide range of more complex enquiries and correspondence independently, or exercising judgement to redirect them to senior colleagues or other departments within the University.
  • Maintain high profile working relationships with key stakeholders, fielding enquiries and ensuring that appropriate information is disseminated to stakeholders as appropriate.
  • Proactive preparation and collation of meeting-related papers, working collaboratively to determine what information might be required in advance of a meeting, articulating clear deadlines for submission and proactively chasing where necessary. This will include attending meetings to provide high-quality committee support, taking minutes and following up as appropriate.
  • Arranging complex UK and overseas travel, including booking flights, hotels, transfers, and organisation and planning of itineraries, ensuring best use of time and taking into account budgetary constraints.
  • Organisation of events including booking venues, sending invitations, arranging refreshments, liaising with speakers, managing bookings, co-ordination of colleagues, advertising, collating feedback and reporting back.
  • Support the management, development and implementation of operational processes and systems.
  • Where appropriate, proactive inbox management, with confidence to make decisions on behalf of others.
  • Will be responsible for one or more of the following:
    • procuring goods and services through the University system,
    • updating and writing contents for the department’s communications eg intranet pages,
    • 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, moderates own behaviour to avoid unfair discriminatory impact or bias on others.

Person Specification

  • Educated to A Level standard, or equivalent level 3 qualification such as a Level 3 NVQ, or level 3 national diploma or relevant experience evidencing the skills and ability to undertake the role.
  • Minimum of grade C/4 in Mathematics and English at GCSE or equivalent level 2 qualification.
  • Highly proficient IT skills, in particular the ability to handle complex electronic diaries and emails, the wider MS Office suite of programmes including excel and PowerPoint, and some experience of using an enterprise resource planning package. 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 Lorna Moxon via: [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 .-->

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