Resources Administrator Birmingham Business School 100117 Grade 4

Position Details

Birmingham Business School

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

Full Time 12 month Fixed Term contract up to March 2027

Closing date: 26th February 2026

Please note: We are advertising for both a Resources Administrator (100117) and a Academic Support Administrator (107014). Applicants from both vacancies can be considered for either role and do not need to submit a second application.

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

The Business Operations Office within the Birmingham Business School is central to the administrative operations that underpin our ambitious teaching and research dynamic role will suit a highly organised detail-oriented individual with excellent numeracy and interpersonal skills along with a desire to further develop their competency in financial an integral position within the teamthe post holder will contribute to the broader administrative activities of a large and complex School engaging in continuous improvement to optimise service delivery and maintain compliance with policies and Resources Administrator will play a key role in supportingthe management of Finance processes and payments in the school including but not limited to; processing external expense claims monitoring inboxes providing advice and guidance to stakeholders in relation to University School and/or Department policies procedures and regulationsraising purchase requisitions completing receipting processes ensuring timely payments to suppliers for key activities across the school and raising sales invoices to support with income generation.

The role will also oversee important elements of the schools casual staff payment processes liaising regularly with senior academic and professional services colleagues as well as external stakeholders to ensure HR processes (including right to work checks) are completed so that payments can be made accurately and to the required timescales. This role will report to the Schools Senior Resources Administrator (Finance) to oversee School level administrative processes but will also work closely with Finance Payroll and HR Operations to resolve queries and ensure timely payments to suppliers staff and casual recruits.

In line with the endeavours of the Departmental Support Office the individual will contribute to shared team objectives providing proactive general administrative support for and supporting wider team initiatives and responsibilities.

Role Summary

To provide proactive administrative support in the relevant department 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 order to flexibly use resource you may be given the opportunity to work in different areas of the department or wider University.

Administrators may work in any area of the University; with large groupings in HR Finance and School/College Hubs.

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.

Main Duties

• You will act as a point of contact to provide accurate and timely information and advice to internal and external customers and stakeholders on University processes and procedures answering queries promptly providing guidance and resolving queries from initial contact to will include recognising when queries need to be referred elsewhere.
• Regularly communicate relevant information to students staff and external contacts.
• Provide administrative support for diary or event planning.
• Process data (which may be financial HR student-related or other) monitoring accuracy chasing up missing information and escalating any issues as appropriate.
• Use a variety of complex University systems and processes to research manipulate analyse and interpret sets of data and produce routine reports.
• Maintain working relationship with key stakeholders fielding queries receiving and dealing with any disputes or complaints and resolving promptly.
• Offer advice and support to others on area of activity.
• Review processes and tasks and proactively offer suggestions for improvement and sharing best practice as appropriate.
• As required provide a professional secretarial service to relevant committees and meetings.
• Supports equality and values diversity moderating own behaviour to avoid unfair discriminatory impact or bias on others.

Required Knowledge Skills Qualifications Experience

• Some professional experience in a customer service driven environment.
• GCSEs to a minimum of grade C in English and Mathematics grade C minimum (or equivalent level 2 qualification).
• Good IT skills with working knowledge of standard Microsoft Word Excel and Outlook experience of Microsoft Teams and SharePoint Online would be advantageous.
• Good numeracy and analytical skills
• 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 Candice Hipkiss 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.