Senior Personal Assistant - Campus Services - 100250 - Grade 5

With a turnover of over £59 million, the Campus Services portfolio includes the University's 5,000-bed student residential villages, sporting facilities, retail and food outlets, an on-campus hotel and conference centre, and three-day nurseries. A number of campus-wide services fall under the remit of Campus Services including cleaning, security and emergency planning, portering, post, visitor services, transport, waste disposal, and recycling. The Division also has responsibility for managing conferencing and events, and for managing many of the University's attractions such as Winterbourne House and Garden. Campus Services are proud to deliver service excellence, identifying innovative and sector-leading opportunities for income generation in alignment with the University's 2030 strategy framework.

This post is an exciting opportunity to join a small team providing executive support to senior leaders in Campus Services, as part of Business Support Services. Collectively, Business Support Services is responsible for a diverse range of activities across Campus Services - namely: Administration (including executive support), Projects, IT, and Health & Safety.

We're looking for a proactive, flexible, and enthusiastic individual to contribute towards the remit of the wider team by providing exemplary administrative, organisational, and PA support to a member(s) of the senior management of Campus Services. The successful candidate will take a flexible approach and will have an ability to problem solve by using their initiative and creativity. The role sits as part of an encouraging team with plenty of opportunities for learning and development., As a Senior Personal Assistant within Campus Services, you will provide support for a broad range of administrative duties, some of which may be complex. You will use your 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 in a timely manner. You'll be responsible for supporting colleagues and for sharing knowledge across the team and wider functional network., The Senior Personal Assistant reports to the Executive Assistant, as part of Business Support Services in Campus Services. The post sits as part of a small team within Business Support Services, supporting Campus Services senior managers and providing high level administrative support across Campus Services more generally. The Senior Personal Assistant also often works in collaboration with a wider functional network of executive support and administrative colleagues.,

• Undertake complex diary management and meeting planning, usually 6-12 months ahead, making decisions on the best use of time. This will require you to understand the priorities and deadlines you and your manager(s) are working to and will involve developing relationships across the University and beyond.


• Proactive inbox management, with confidence to make decisions on behalf of others where appropriate.


• 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.


• 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.


• 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 may 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 a venue, sending invitations, arranging refreshments, liaising with speakers, manage bookings, co-ordination of colleagues, advertising, collating feedback and reporting back.


• Collate, analyse and interpret data. This may include identifying and resolving issues with the data.


• 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.


• Support the management, development and implementation of operational processes and systems.


• Will 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 e.g. 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, moderates own behaviour to avoid unfair discriminatory impact or bias on others., This role will require you to exercise personal initiative within and beyond the department.


You may manage a team or budgets.

Planning and Organising

This role will require you to work independently on daily, weekly and monthly tasks but also on projects with medium-longer-term horizons without daily supervision. You may manage other staffs' workloads.

Problem Solving and decision making

You will work under the direction of the senior managers you support, but you will have a significant degree of autonomy. You will deal with the more complex queries and be expected to resolve any problems in your area of responsibility. You may also manage the workload of others or coach others to achieve results. You will take day to day decisions on managing the diary, emails, preparing papers and booking travel.

Internal and External relationships

You will be liaising with a wide range of internal colleagues and stakeholders, likely to be University-wide and with external stakeholders.


• 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.


• 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.


• Understands the importance of equality and diversity in the workplace.


• 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.


• 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.


• Ability to identify and respond to equality and diversity issues in line with relevant policies and procedures.
  
  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, 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 .