Executive Project Administrator - College of Arts and Law - 107535 - Grade 5 in Birmingham

Position Details: College of Arts and Law, University of Birmingham, Edgbaston, Birmingham UK. Full time, Fixed Term contract up to August 2028. Grade: 5. Starting salary is £30,062 to £31,900 with potential progression to £35,883. Closing date: 1st July 2026.

Responsibilities:

• Providing high quality administrative support for College-wide projects and initiatives.
• Taking a proactive and enthusiastic approach to event management and on-the-day support.
• Information maintenance, including taking a proactive and creative approach to writing and updating College SharePoint pages.
• Delivering effective and engaging College-wide communications.
• Executive support for our Senior Leadership Team.
• Management of confidential information, including Right to Work checks.
• Financial processing and ordering.
• Facilities and IT management.
• Committee administration and management.
• Human resources administration.
• Providing first-rate customer service.

While in the role you will be given support to develop a wide range of skills and will also have the opportunity to lead on specific tasks within the team. 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.

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 will be involved in organising events including booking venues and technical requirements, sending invitations, devising promotional materials (including social media/Teams posts), arranging refreshments, liaising with speakers (internal and external), managing bookings, co-ordination of colleagues, advertising, collating feedback and reporting back. You will need to co-ordinate with colleagues in order to ensure smooth and successful delivery of events.

Support the development and delivery of multi-channel communication activities to key stakeholders (e.g. current students, staff and external organisations). Coordination of communications briefings, web pages, newsletters and social media campaigns, as appropriate. Researching and writing copy for presentations, communications and websites. Working with internal teams to deliver social media activity.

Develop content for webpages which will include you regularly reviewing pages and ensuring content is suitable for target audiences. You will manage some smaller projects on own initiative, but will also carry out administrative tasks, desk research and source data from internal and external sources in order to contribute to the development and delivery of wider projects and to their evaluation.

Contribute to developing communications plans, presentations, and promoting the projects and outcomes of projects/workstreams. Support the management, process mapping, development and implementation of operational processes and systems. Proactively support the development of automation initiatives, identifying opportunities to streamline processes and increase productivity.

You will be expected to use a variety of complex University systems and processes to research, analyse and interpret complex data, producing bespoke reports as required. This may include identifying and resolving issues with the data. Process 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. You will be expected to act as a role model and coach members of the team. Support equality and value diversity, moderating own behaviour to avoid unfair discriminatory impact or bias on others.

Providing other administrative support for the Hub, including arranging travel, servicing and arranging meetings and diary management.

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.
• Providing a professional secretarial service to relevant committees and meetings.
• Updating and writing contents for the department’s communications, e.g. SharePoint pages.
• Responsible for the regular review and update of key documentation.
• Dealing with health and safety and facilities issues.
• HR-related tasks such as managing staff absence, induction, or dealing with leavers.
• Supporting with casual work management and Right to Work checks.
• Monitoring internal procedures/compliance and ensuring these are followed and disseminated as appropriate.

To undertake any other duties, projects or special tasks as may be assigned from time to time by your line manager or the Deputy Director of Operations.