Administrator - Campus Services at University of Birmingham

Role Summary

To provide proactive support to Conferences and events, working as part of a team or on own initiative. You will have the ability to manage your work without needing to refer to others for most of your time. To flexibly use resource, you may be given the opportunity to work in different areas of the department or wider University. You will be able to develop a wide range of skills, both technical and administrative, and may also have the opportunity to lead on specific tasks within a team.

The post holder will be expected to work collaboratively with student societies, through The Guild, and with external partners to support the planning and delivery of outdoor activities on campus. This will include ensuring that all necessary checks are completed and that freedom of speech considerations are reviewed and escalated in accordance with University policy. The role will also involve supporting the Conferences & Events team with the management of aged debt by engaging with internal and external clients to confirm payment arrangements and ensure timely post-event invoicing. These responsibilities are indicative of the role but are not intended to be exhaustive; the post holder may be required to undertake additional duties commensurate with the level of the post.

Main Duties

• Act as the main point of contact for student societies and external enquiries regarding the use of outdoor campus spaces, providing accurate advice on university processes and ensuring queries are managed efficiently or referred appropriately.
• Support the management of aged debt and financial processes by liaising with clients to confirm payment arrangements, ensuring timely invoicing, assisting with income recovery, and supporting the Finance team during peak periods such as year-end reconciliations.
• Support the Conferences & Events team with the freedom of speech authorisation process, ensuring all required information is gathered, reviewed, and appropriately escalated in accordance with university policy.
• Provide administrative support to maintain the accuracy of the events booking system and other University systems, ensuring data integrity, monitoring accuracy, and producing reports in line with compliance requirements.
• Respond to and resolve queries independently within agreed parameters, using sound judgment to determine appropriate actions and referring to managers where necessary.
• Maintain effective working relationships with internal and external stakeholders, fielding queries, resolving complaints, and promoting high standards of customer service and professionalism.
• Provide general administrative support including minute-taking, scheduling meetings, supporting events and departmental initiatives, and assisting with other activities as required.
• Monitor service standards and processes, identifying opportunities for improvement, sharing best practice, and supporting the implementation of efficient working methods across the team.
• Promote University values, supporting equality, diversity, and sustainability through your daily work and decision-making.
• Undertake any other duties commensurate with the grade of the post.

Required Knowledge, Skills, Qualifications, Experience

• Evidence of the skills and ability to undertake the role. 
• GCSEs to a minimum of grade C/4 in English and Mathematics grade C 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, with the ability to communicate clearly and effectively with others.
• Well organised with the ability to prioritise work proactively, independently and as part of a team.
• A good understanding of how to deliver excellent customer service. 
• Experience of using and maintaining complex work systems e.g. student databases/finance record systems/HR systems or equivalent, and an aptitude for learning new IT packages and systems.
• The ability to cope with change in a fast moving, dynamic environment where change is often required immediately. 
• An understanding of the importance of equality and diversity in the workplace.
• The ability to identify and respond to equality and diversity issues in line with relevant policies and procedures and how to respond to issues in line with relevant policies and procedures.