Latest Recruitment at University of Birmingham

Role Summary

You will manage facilities support for the department including implementation of the Health and Safety Policy and the development and delivery of minor work projects. In order to flexibly use resource, you may be offered the opportunity to work elsewhere in the department or University. 

Main Duties

• If in a supervisory role, you will line manage all staff and take responsibility for co-ordinating and prioritising the work of others, normally as the head of a small team or sub-unit of a team. If not in a supervisory role you will still be expected to act as a role model and coach members of the team.
• Working closely with relevant managers, oversee the development and delivery of minor work projects, and support on larger projects. Working with colleagues, other departments, and external contractors you will develop the project brief and monitor that the standard of work meets requirements. Where appropriate, coordinate work schedules against the department’s priorities, organise relocation of staff and equipment during work to ensure minimal disruption to department business. 
• Provide support for your manager(s) in promoting sustainability across your area. 
• Provide support for accessibility issues, including understanding the requirements and developing solutions.
• Ensuring stock levels are maintained for Facilities managed items and procure goods through the University system. Liaise with contractors and other internal suppliers to provide services to required standards.
• Maintaining accurate records, produce reports and statistics relating to the Facilities operation using a service management tool where available. As required, ensure Management Information is available to all relevant stakeholders. 
• Monitoring service standards and working with internal customers to ensure that the Facilities service is effective and efficient.
• You may be required to organise office moves, working with customers to understand their requirements, ensure the appropriate resource is deployed, providing regular updates to relevant managers and stakeholders.
• Providing facilities support for events and activities. Maintaining an oversight of planned events and providing facilities support assessing impact on daily activities and identifying mitigating actions.
• Taking responsibility for allocated elements of health and safety implementation and documentation. Working with colleagues to deliver a suitable and compliant process.
• Liaising with colleagues at all levels to ensure effective management of facilities including cleaning, security and co-ordination of essential maintenance and shutdowns at times which minimise impact on services. This may involve managing a range of complex issues to ensure the organisation can focus on its core activities.
• Evaluating and making recommendations on new developments relating to facilities management, briefing managers and implementing agreed changes to procedures.
• Providing specialist input to project teams and implementing actions relating to facilities management.
• You may liaise with colleagues in other institutions – to share and develop expertise in all areas of facilities management.
• As required, reset furniture in a wide variety of rooms, on at least a weekly basis.
• Supports equality and values diversity, moderates own behaviour to avoid unfair discriminatory impact or bias on others.
• Any other duties as may reasonably be expected by the relevant manager.

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 facilities work experience evidencing the skills and ability to undertake the role. 
• Minimum of GCSE grade C/4 in Mathematics and English at GCSE or equivalent level 2 qualification.
• Demonstrable experience of working in a facilities or buildings management role, including experience of project work. 
• In-depth knowledge of Health and Safety legislation; a Health and Safety qualification such as IOSH would be an advantage.
• Membership of a recognised Facilities Management Association eg British Institute of Facilities Management would be an advantage.
• Experience of managing budgets and procuring goods.
• Highly proficient IT skills including Microsoft packages. The post holder should also be confident and able to quickly learn new IT skills and software packages as required as in-house systems are used for procurement.
• Excellent communication skills, including the ability to write for different audiences, and to required deadlines. 
• Excellent analytical skills with the ability to evaluate the service offered and identify improvements. 
• Excellent interpersonal skills. You will need to inspire confidence and command authority with a range of colleagues and provide excellent customer service at all times.
• 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.

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Role Summary

This role is based within the School of Engineering (College of Engineering and Physical Sciences) and is part of a wider, dynamic and exciting professional services team. The School, which is the largest in the College, is a multi-department School comprising the disciplines of Civil Engineering, Mechanical Engineering, and Electronic, Electrical and Systems Engineering. 

The National Buried Infrastructure Facility (NBIF) is a new £27.2M facility (https://www.birmingham.ac.uk/nbif). NBIF is a national and international facility enabling large-scale research on topics such as buried infrastructure, soil improvements, soil-structure interaction, tunnelling, sensor development and evaluation, leak detection and geotechnical and structural engineering. Experiments can be conducted in the large-scale pit (25m x 10m x 5m), on the strong floor using steel frames or smaller above ground tanks, in a small centrifuge or using our digital capabilities. NBIF is part of the UK Collaboratorium for Research on Infrastructure and Cities (UKCRIC – www.ukcric.com), which comprises a number of universities working together to deliver joint-up thinking in the area of infrastructure and society by encouraging disparate areas of infrastructure to work collaboratively with each other.

This is a key role to ensure the successful impact of NBIF’s research outputs. The post holder will provide support for the Director of NBIF and other staff with the administration of projects, the running of the facility with operational tasks and support in the management of multiple projects through the provision of significant and high-level project management support as directed by the Director of NBIF.

Working closely with academics in NBIF, the Project Officer will support the day-to-day activities and administration at the start of projects as they move into set-up and delivery. This role will involve duties liaising with key internal stakeholders such as HR, the Research Strategy and Services Division, finance and the buying team. It further involves reviewing financial expenditure and the communication of information, guidance and regulations to project participants. The post holder will also contribute to the planning of events and meetings and assist the Director of NBIF in the successful delivery of these activities. The post holder will liaise widely with NBIF, School and College-level colleagues and external stakeholders.

Main Duties

Project Officers will support smaller projects in their entirety or manage elements of larger projects or assist in the management of one or more larger projects through the provision of well-developed and timely project management support. You will be expected to work proactively, and use your initiative and planning skills to set your own priorities to ensure progress is maintained as expected, identifying issues and proposing solutions.

• To support the NBIF’s lead academics liaising with HR, the Research Strategy and Services Division, Finance, Procurement, Estates and Legal to support the running of the facility. 
• Support with the running of small projects, especially industry facing, which includes the tendering process, initiating invoices, liaising with the industrial lead and providing financial reporting.
• Project support may include some or all of the following:
  • Carrying out project planning activities
  • Identifying milestones which will need to be adhered to
  • Data collection and analysis
  • Milestone tracking/key performance indicator tracking
  • Developing and proposing solutions for any issues
  • Recommending improvements to project management 
  • Preparing progress reports for project boards or other meetings 
  • Assisting in budgetary monitoring and management, including reporting 
  • Assist with stakeholder management, develop and maintain regular contact with internal and external stakeholders to understand requirements
  • Assess and escalate issues and risks as appropriate
  • Support with a wide range of project operational duties to include project recruitment and procurement
  • Any other project related requirements as deemed necessary by the Director of NBIF for successful project delivery, this could include possible travel in line with project deliverables.
• Monitor budgets and accounts, tracking of spend against NBIF accounts and ensuring spend within the funding envelope taking an overarching view.
• Provide administrative support for the NBIF advisory boards which includes liaising with the Chairs of the boards, issuing invites and agendas and compiling minutes after the meetings.
• Support will include preparing progress reports for project boards (where they are held), project planning, and delivering on sub-projects/small projects, which will be defined on a continuing basis.
• Draw up project plans, including key performance indicators, identifying milestones as appropriate.
• Support the Facility Manager with Construction and Design Management (CDM) documentation, engaging with estates and the Health and Safety Executive (HSE).
• Keeping a log of maintenance contracts and scheduling maintenance for NBIF equipment and fleet ensuring the facility can function. 
• Contribute to developing communication plans, presentations, and promoting the projects and outcomes of projects/workstreams; maintaining NBIF’s website.
• Facilitate industry engagement activities including industry meetings and workshops; maintaining an NBIF visitor log, monitoring visitor availability for NBIF ensuring the academic team is available for tours.
• Provide support to the Director of NBIF.
• Develop and identify suitable processes for project management and delivery including sharing information across the wider team, timeline updates and resource management in conjunction with the wider NBIF team.
• Work closely with the University/College finance team, procurement, and college finance and HR;
• Support Facility Manager with engagement with Estates re repairs to NBIF or other changes required to the fabric of the facility.
• Support Facility Manager and the Director of NBIF with engagement with NBIF’s contractor re ongoing maintenance aspects.
• Lead on the NBIF annual report together with Director of NBIF, working closely with University’s media team.
• Assist the NBIF Director in ensuring the accurate allocation of NBIF studentships and stipends, in close collaboration with the School and College PGR teams.
• Work with the wider School of Engineering Project Officer Team and the Research Administration Manager to support the delivery of the School research strategy.
• Maintain an up to date knowledge of project management methodologies and work with the wider Project Officer community (School and College) to develop best practice for post-award support.
• Determine short term priorities for work, and how to maximise quality, efficiency and continuity.
• Assist in the evaluation and review of projects.
• Support the University’s sustainability agenda through resource efficient working. 
• Promote equality and value diversity acting as a role model and fostering an inclusive working culture.

Required Knowledge, Skills, Qualifications, Experience

• Educated to Degree level (or equivalent), and or significant practical relevant experience and expertise in a similar role. 
• Demonstratable experience of budget preparation, together with tracking and monitoring of budgets.
• Experience of managing complex information and queries within project delivery.
• Highly proficient IT skills, including the wider MS Office suite of programmes. 
• Evidence of literacy and numeracy, with the ability to write clearly, and to analyse information and data.
• Ability to understand policy, processes and procedures recommending improvements and implement changes if and when required.
• Excellent analytical skills used to produce reports, identify and resolve issues decisively.
• Excellent interpersonal skills, with the ability to inspire confidence and with clear and effective direction with a range of colleagues and provide excellent customer service. 
• Ability to work autonomously and as part of an effective and high performing team. 
• A high degree of professionalism, diplomacy, and the ability to exercise discretion regarding the handling and management of sensitive information/issues. 
• Ability to use initiative, personal judgement, resourcefulness, flexibility, with a self-motivating approach. 
• Ability to work effectively in a large, complex organisation, and to develop an understanding of the University and the higher education sector.
• Knowledge of the protected characteristics of the Equality Act 2010, ensuring that those with protected characteristics are treated equally and fairly.

Desirable

• Experience working in an operational role or an administrative role supporting wide-scale research in an academic setting.
• Experience of using project management tools is desirable.

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Background

The Head of Operations is a senior administrative leadership role within the College of Medicine and Health (CMH), responsible for delivering high-quality operational and strategic support to the Head of School. The role ensures effective local delivery of professional services, supports the implementation of College and University strategies, and contributes to continuous improvement across administrative functions.

The Head of Operations will be required to think strategically with excellent communication and leadership skills, significant operational experience, and a commitment to continuous improvement of excellent service delivery through a collaborative and inclusive approach.

The post holder will work collaboratively with other Heads of Operations, Operations Managers, and central Professional Services teams to ensure consistency, efficiency, and excellence in service delivery across the College.

Role Summary

The Head of Operations will be responsible for actively leading the delivery of a high quality, professional administrative function within the School of Medical Sciences. Heads of Operations are responsible for day-to-day, non-academic management and administration of the School to enable academic staff to complete their research, teaching and general academic duties. The post holders will support the Head of School, members of the School management team and work with College staff, to shape and influence the strategic direction of the School. In line with these responsibilities, the Head of Operations will devise objectives, plans and strategies to respond to School, College and University aims, initiating and contributing to School, College and University projects, leading on these where appropriate. The post holder must therefore be able to demonstrate effective negotiation and influencing skills with the ability to balance competing agendas and priorities to reach an effective outcome. A strong analytical background is important, as is an ability to initiate and lead change.

The post holder is expected to have a broad knowledge of the developments and challenges within the Higher Education sector, a solid understanding of good practice in delivering professional administrative and financial support and the ability to balance academic considerations as well as external drivers and priorities.

The post holder is part of a team of Heads of Operations in the College of Medicine and Health reporting directly to the Deputy Director of Operations (who has delegated responsibility for the administration of the College).

Main Duties

Strategic Planning and Leadership

• Support the Head of School and senior management in developing and delivering strategic objectives and business plans.
• Take a flexible approach and lead by example, to ensure that the School’s Professional Services meets the current and future needs of the School and is fit for purpose. Set standards and embed quality of service and professionalism working collaboratively with colleagues to review and improve processes and to develop a culture of service excellence across the School.
• Provide effective leadership and management of the School’s Operational Professional Services that supports academic delivery, reviewing workloads, resources and training needs. Undertaking performance review, identifying sickness patterns and leading on performance management issues.
• Provide advice and acting as the primary point of contact within the School in relation to all aspects of School Governance and compliance including Data Protection, Information Security, Research Governance and Immigration policies; ensure University, College and School policies have been implemented and are operating effectively.
• Liaise with other College Heads of Operations and those in similar roles across other Colleges, to co-ordinate action, minimise duplication and share good practice.
• Monitor performance indicators and management information to inform strategic decisions.
• Lead and implement significant and specific elements of the School strategy e.g. staff recruitment campaigns, working collaboratively with academic and Professional Services colleagues to ensure these are delivered effectively and efficiently.
• As directed by the Head of School, to lead on significant strategic developments within the School.

Operational and Financial Management

• Oversee day-to-day operations including HR, compliance, and administrative services.
• Maintain strategic oversight of School and Departmental budgets, ensuring effective financial control and identifying efficiencies.
• Maintain strategic oversight and ensure effective management control of core School financial activity, including operational oversight of School budgets and the delivery of strategies to achieve efficiencies.
• To work with the Head of School on forward planning for budgeting and forecasting of the School accounts, in order to align with College and University targets for financial returns. 
• Champion continuous improvement and service excellence across CMH operations.
• Provide professional administrative support to the Head of School across a range of HR activities ensuring that an appropriate level of service is provided to staff.
• Lead School HR processes through liaison with appropriate internal colleagues and external stakeholders including the management of staffing requests to College Post Approvals Group (CPAG) which would include drafting business cases and job descriptions and take an overview of the activities of fixed term contract staff within the School, ensuring you are working in partnership with HR.
• Promote staff wellbeing, hybrid working, and cross-team collaboration.
• Ensure effective implementation of induction, probation, annual review, and promotion procedures.
• Champion Equality, Diversity and Inclusion (EDI) across the School.
• Utilise technology to enhance operational efficiency and service delivery.
• Oversee the implementation of new systems and processes.
• Stay informed about sector trends and best practice to drive innovation.

Human Resources and Staffing

Technology and Innovation

Collaboration

• Foster collaboration with various departments to support the School, College and University-wide initiatives.
• Ensure seamless integration of operational services across the College.
• Lead of specific projects or workstreams within the College as required.

Additional Information

• Any other duties appropriate to the grade of the role as required by the Director of Operations, Deputy Director of Operations or the Head of School.
• Act as the primary contact within the School for governance matters including data protection, research governance, and immigration compliance.
• Ensure policies are effectively implemented and monitored.
• Lead or contribute to College-wide projects and initiatives.
• Represent CMH in University committees, working groups, and strategic planning forums. 
• The role may require occasional flexibility in working hours to address urgent operational issues and possible reassignment to other Schools based on operational demand and business need.

Person Specification

Qualifications

• Educated to degree standard and/or evidence of sustained continuing professional development appropriate for the capabilities required for and contribution from this role.

Experience

• Proven capability of leading and managing teams of people working across different areas.
• Relevant significant operational management experience in complex organisations, including but not exclusively, higher education.
• Significant demonstrable people; financial and project management experience in a complex organisation.
• Experience of championing Equality, Diversity and Inclusion in own work area, with an understanding of how this applies to employment practice and delivery of services.
• Strong leadership and organisations skills with the ability to manage multiple priorities.
• Evidence of ability to work collaboratively across functions to achieve common goals, to create an ethos of continuous improvement.
• High level of organisational and time-management skills. Excellent interpersonal skills, including the ability to build relationships with senior colleagues and externals in a sensitive, professional manner with a high level of discretion.
• Highly developed communication skills with experience of report drafting and able to explain/present complex information.
• Experience of writing and presenting reports in a clear and well-structured manner for senior management, and to produce and analyse source material, information, and data.
• Ability to deal with a varied workload, manage tight deadlines, work under pressure and to prioritise effectively, while responding positively to the unexpected.
• Implementing and managing change - developing and implementing proposals and translating strategy and strategic aspirations into specific operations plans with measurable outcomes - including longer term proposals with timescales of several years.

Skills and Abilities

Core Competences:

• Strategic Thinking: Ability to develop and implement long-term operational strategies. 
• Leadership: Strong leadership skills to inspire and manage a diverse team. 
• Problem-Solving: Proficient in identifying issues and developing effective solutions. 
• Communication: Excellent communication skills.
• Adaptability: Ability to navigate and adapt to changing environments and demands. 
• Collaboration: Strong ability to work collaboratively with other university departments and stakeholders.