Operations Coordinator - School of Mathematics - 106396 - Grade 5

Operations Coordinator – School of Mathematics – 106396 – Grade 5

Location: University of Birmingham, Edgbaston, Birmingham UK. Full time, permanent. Closing date: 30 October 2025. Salary: £29,647–£31,460 with potential progression to £35,388. Grade: 5.

Overview
The School of Mathematics seeks an Operations Coordinator to support day-to-day operational running of the School and provide executive support to the Head of School. The role is part of the School of Mathematics Professional Services Operations team and reports to the School Operations Manager. The successful candidate will work independently and as part of a team.

Role Summary

The Operations Coordinator will support daily operations with an emphasis on facilities management and executive support to the Head of School.

Main Duties

Operational Administrative Duties

• Act as a first point of contact in the Operations Office and provide front-of-house service.
• Manage the Shared Operations Mailbox and deal with enquiries, signposting to colleagues as needed.
• Liaise with IT Services on School mailing lists and maintain staff lists.
• Oversee post, office supplies, equipment orders, and stationery for the School.
• Support the Head of School and Operations Manager in communicating and disseminating University information to the School.
• Communicate upcoming School events for staff and arrange events (e.g., staff meetings, away days, room bookings).
• Ensure dates are added to the School annual calendar and School Teams site.
• Maintain effective administrative systems and liaise with the Operations Manager to develop new practices for greater operational efficiency.

Facilities Support

• Act as the School point of contact for building-related queries in the Watson building.
• Manage reporting and resolution of building faults, liaising with Estates, the wider university, and external contractors as needed.
• Support facilities initiatives (staff relocations, decanting space, portering requests, setting up School facilities) and organise staff resources/equipment.
• Monitor general housekeeping and ensure compliance with fire risk assessment and health and safety regulations.
• Coordinate minor work projects, working with academics, Estates, Operations, and external contractors to meet School requirements.
• Support administration of Out of Hours (OOH) requests.
• Assist with Gallagher Building Access system management for staff and PGR students.

Executive Support to Head of School

• Provide diary management, meetings, travel arrangements (UK and overseas), and accommodation for the HoS.
• Support HoS personal organisation and time management, including papers in advance of meetings and file maintenance.
• Handle HoS-related enquiries with professionalism; route queries and flag issues needing action.
• Provide administrative management of HoS-coordinated meetings, including agendas, minute-taking, and dissemination of paperwork.

HR Support

• Support processes for promotion and annual reviews; manage honorary staff records and renewals.
• Assist with interview processes, scheduling, and Right to Work checks (including YOTI).
• Ensure School compliance with UKVI requirements for staff and academic visitors; maintain robust documentation for international visitors.
• Maintain records of international visitors and ensure relevant documentation (visas) is requested; act as the School’s contingent workers systems access requester.

Finance Support

• Initiate purchase requisitions and liaise with finance for orders (e.g., kitchen supplies, catering).
• Process non-staff expenses forms with appropriate coding and tracking.
• Assist with staff/PGR travel bookings and promote non-pay efficiencies in purchasing.

Other Duties

• Undertake other tasks as directed by the Operations Manager and perform duties commensurate with the grade and role.

Required Knowledge, Skills, Qualifications, Experience

• Educated to at least Advanced Level (or equivalent) with at least GCSE Mathematics and English at C or above (or equivalent).
• Excellent interpersonal, organisational, teamwork, and communication skills.
• High level of discretion and sensitivity with confidential matters; attention to detail.
• Ability to prioritise workload and meet deadlines; strong problem-solving and stakeholder management.
• Experience working collaboratively as part of a team to deliver operational goals.
• Understanding of equality and diversity and ability to relate to relevant policies.

Desirable

• Experience of working in Higher Education.

Dimensions

Role requires on-campus presence a minimum of four days a week. Ability to plan and deliver multiple initiatives concurrently, with flexibility to respond to changing priorities.

Other

Informal enquiries: Martha Campos, Operations Manager, m.j.campos@bham.ac.uk

We are committed to equality, diversity, and inclusion and to sustainability. See our staff values and behaviours on our website.