Administrator Campus Services 106818 Grade 4

Position Details

Campus Services

Location: University of Birmingham Edgbaston Birmingham UK

Full time starting salary is normally in the range 27166 to 28768 with potential progression once in post to 32145

Grade: 4

Part Time (25 hours per week)

Permanent

Closing date: 11th January 2026

Our offer to you

People are at the heart of what we are and do.

The University of Birmingham is proud to have been a part of the City of Birmingham and the wider region for over 100 years andweare equally proud to be recognised as a leading global 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 todevelopthrough our sector-leading Birmingham Professional programmewhichprovides allprofessionalservices staff with development opportunities and the encouragement to reach their full almost 5000professionalservices jobs in a wide-range of functionsin Edgbaston andin our campus inDubai there are plenty of opportunities foryou to be able to develop yourcareer 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 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 areand how we work.

Supporting our people to achieve a healthy work/life balance is important both to our employees andtothe success of the University and depending on the role we offer avarietyof flexible working arrangements. We therefore welcome discussions on all forms of flexible addition you will receive a generous package of benefits including 40 dayspaid holidaya 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 campus we have a state-of-the-art sports centre with pool shopsplaces to eat and drinkour own art gallery museum and botanical gardens.

Find out more about thebenefits of working for the Universityof Birmingham

Background

Campus Service is responsible for a very large range of services within the University including student accommodation catering Sport and Fitness cleaning and waste management conferences and events delivering the Universitys post day nurseries security and emergency response and Winterbourne House & Garden.

The Sales and Events Support post sits within the Conferences & events (C&E) team that resides within Venues and Events Campus Services. C&E sells and delivers a vast number of conferences and events to underpin academic work support the student experience and drive additional income. As with any commercial revenue generating department within a university C&E seeks to strike a balance between enhancing the student and staff experience and ensuring a financial return to the University.

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.

Dimensions

You will not be required to line manage anyone in this role or manage a budget.

Planning and organising

You will be required to manage and prioritise a varied workload to deliver within required time is also a need to maintain an awareness of activity across the department and wider University as appropriate.

Problem solving and decision making

You will be working under the direction of a senior manager but with the autonomy to deliver the outputs will be working within the framework of existing policies processes and procedures for the will take day to day decisions on what advice to give and for responding to and resolving queries.

Internal and external relationships

This role will be liaising with internal colleagues and stakeholders and external stakeholders as well with an expectation on maintaining good working relationships with all.

Informal enquiries to Sarah Dugmore email:

View our staff values and behaviours here

Use of AI in applications:We want to understand your genuine interest in the role and for the written elements of your application to accurately reflect your own communication style. Applications that rely too heavily on AI tools can appear generic and lack the detail we need to assess your skills and experience. Such applications will unlikely be progressed to interview.

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 everyoneon our website.