Job Description
Position Details
Campus Services
Location: University of Birmingham, Edgbaston, Birmingham UK
Full time starting salary is normally in the range £29,647 to £31,460, with potential progression once in post to £35,388
Grade: 5
Full Time, Fixed Term contract up to July 2026
Closing date: 7th December 2025
This role is also open as an internal secondment opportunity which would need to be agreed by your current line manager.
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
Accommodation and Operations is part of Campus Services at the University of Birmingham. Campus Services is made up of over 1000 staff, and is a dynamic and forward thinking team, contributing towards many aspects of the student experience.
Campus Services (CS) employs over 1000 staff with a turnover exceeding £65m in the last financial year. CS plays a key role in the quality of the student, staff and visitor experience, providing services across diverse areas such as the University’s sporting facilities, food and beverage, cleaning, conferencing, hotel operations, day nurseries, Portering, post, branded and own-brand retail outlets, visitor services and attractions (e.g., Winterbourne House & Gardens), student housing, transport, waste disposal and recycling. CS is a highly commercial organisation operating within the University context and has an ambitious strategic agenda, in terms of growing our service profile across both our Birmingham and Dubai campuses.
Accommodation and Operations (A&O) is a dynamic department which oversees Student Living, three award winning Day Nurseries and Winterbourne House & Garden, a beautiful heritage botanical garden and museum. With over 300 team members, A&O is responsible for over 70% of Campus Services total income, it provides essential support to our students. Our motto is ‘students first,’ and we pride ourselves on delivering excellent customer service. Everyone in our division thrives on a customer centric approach. The Senior Management Team is supported by a wider Management Operations Team which oversees the front line service teams.
Role Summary
The post holder will proactively devise and deliver activities and provide administrative support to a wide range of events, communications and planning to a variety of audiences. The post holder will also act as the key point of contact for internal and external stakeholders. The post holder will be dealing with different departments at all times of the year you will need to work flexibly when events are held in the evening or at weekends. The role is a fixed term maternity cover for c8 months, and it is imperative the appointed individual is able to establish themselves quickly.
As the senior administrator within the department you will provide support for a broad range of administrative duties, some of which may be complex. You may also be responsible for managing other staff or for supporting colleagues and sharing knowledge. You will be able to use your wide range of skills, both technical and administrative, and have the opportunity to lead on specific tasks within a team. In order to flexibly use resource you may be given the opportunity to work in different areas of the department or wider University.
Senior Administrators may work in any area of the University; with large groupings in HR, Finance, and School/College Hubs.
Main Duties
- You will be able to deal with complex systems and procedures and will be expected to offer advice on these, including deciding on the response to more complex queries.
- You will be expected to exercise your judgment on the answer to queries or on the direction of work within parameters set by your manager. On a day to day basis you will be expected to resolve more complex queries without necessarily referring to your manager.
- If you have a supervisory role, you will line manage your staff taking responsibility for co-ordinating and prioritising the work of others. If not in a supervisory role you will still be expected to act as a role model and coach members of the team.
- Maintain high profile working relationships with key stakeholders on your own initiative, fielding enquiries and ensuring that appropriate information is disseminated to stakeholders as appropriate.
- You may be involved in organising events including booking a venue, sending invitations, arranging refreshments, liaising with speakers, manage bookings, co-ordination of colleagues, advertising, collating feedback and reporting back.
- Will manage some smaller projects on own initiative, but will also carry out desk research and source data from internal and external sources in order to contribute to wider projects.
- You will be expected to use a variety of complex University systems and processes to research, analyst and interpret complex data, producing bespoke reports as required. This may include identifying and resolving issues with the data.
- Support the management, development and implementation of operational processes and systems.
- Process more complex data (which may be financial, HR, student-related or other), monitoring accuracy, chasing up missing information, and resolving any issues as appropriate.
- Provide specialist advice and training to colleagues on area of activity.
- As required, provide a professional secretarial service to relevant committees and meetings.
- You may be required to be responsible for one or more of the following:
- monitoring budgets including processing payments, authorising expenditure, raising concerns where finances are not in line with the budget,
- procuring goods and services through the University system,
- updating and writing contents for the department’s communications eg intranet pages,
- dealing with health and safety and facilities issues,
- 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, moderating own behaviour to avoid unfair discriminatory impact or bias on others.
Required Knowledge, Skills, Qualifications, Experience
- Educated to A Level standard, or equivalent level 3 qualification such as a Level 3 NVQ, or level 3 national diploma or relevant work experience evidencing the skills and ability to undertake the role.
- Minimum of grade C/4 in Mathematics and English at GCSE or equivalent.
- Specific experience of working in a Student Accommodation or Nurseries, or similar highly sensitive environment.
- 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 communication skills, including the ability to write for different audiences, and to required deadlines.
- Excellent interpersonal skills. The post holder 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.
Dimensions
This role will require the exercise of personal initiative within and beyond the department. May manage a team or budgets.
Planning and organising
The role is required to work independently on daily, weekly and monthly tasks but also on projects with medium-longer-term horizons without daily supervision. May manage others staffs’ workloads.
Problem solving and decision making
They will work with direction from management but with a significant degree of autonomy. They will deal with more complex queries and be expected to resolve any problems in their area of responsibility. They may also manage the workload of others or coach others to achieve results.
Internal and external relationships
This role will be liaising with internal colleagues and stakeholders, likely to be University-wide and with external stakeholders.
Informal enquiries to Einita Suman, email: e.suman@bham.ac.uk
Use of AI in applications: We want to understand your genuine interest in the role and for the written elements of your application to accurately reflect your own communication style. Applications that rely too heavily on AI tools can appear generic and lack the detail we need to assess your skills and experience. Such applications will unlikely be progressed to interview.
View our staff values and behaviours here
We believe there is no such thing as a 'typical' member of University of Birmingham staff and that diversity in its many forms is a strength that underpins the exchange of ideas, innovation and debate at the heart of University life. We are committed to proactively addressing the barriers experienced by some groups in our community and are proud to hold Athena SWAN, Race Equality Charter and Disability Confident accreditations. We have an Equality Diversity and Inclusion Centre that focuses on continuously improving the University as a fair and inclusive place to work where everyone has the opportunity to succeed. We are also committed to sustainability, which is a key part of our strategy. You can find out more about our work to create a fairer university for everyone on our website . 
