Student Casual – Clerical Assistant – Birmingham International Academy – Grade 3 – 901362

Please note that this vacancy may be taken down early depending on the number of applications received. We advise you to submit your application promptly.

Our offer to you

At the University of Birmingham Worklink is the dedicated student employment service which helps students to find flexible well paid part-time roles that fit around your studies. Each year the University invests more than 2.5 million to employ 3000 of our own students in a wide range of roles supporting our student community into part-time work. Roles available via Worklink include a range of positions including administrative roles support staff such as cleaners or baristas research roles and many more.

Jobs through Worklink help you to gain work experience develop skills relevant for your future career and improve your soft and hard skills in a professional setting. Enhance your CV and get valuable experience ready for graduate roles and feel connected to your university and local community.

Our jobs are flexible and can be scheduled around your academic commitments so you can focus on your studies first. Our team are passionate about supporting students into work. Worklink are based in a central location on campus which is easily accessible for students and can also be contacted online.

Find out more about working through Worklinkhere or via thestudent intranet.

Job context

Birmingham International Academy (BIA) sits within Academic Services and works collaboratively with the Colleges to provide Presessional English Academic English and Foundation Programmes. The BIA has an entirely international student cohort and a safeguarding responsibility to students under the age of 18. The BIA is accredited by the British Council for the teaching of English in the UK.

Job summary

The postholder will be a key member of the BIA Operations and Administrative Team and will coordinate major administrative processes across the BIA summer programmes which support around 1000 students and over 100 new teachers. You will take responsibility for defined operational areas identify improvements to workflows ensure robust data quality and support highquality service delivery to staff and students.

This role requires sound judgement initiative ability to prioritise complex workloads and confidence handling timecritical tasks with limited supervision.

Main duties

• Lead the coordination of the BIA student attendance monitoring process ensuring accurate data capture investigating discrepancies and escalating issues where required.
• Database management ensuring all data is accurate so that reports can be run
• Checking student application status and replying to standard emails
• Conduct audits of Canvas courses and other BIA systems identifying issues and implementing changes to improve accuracy and usability.
• Assisting in Student induction days managing temporary staff and being the primary contact for queries.
• Act as the main administrative contact for teaching staff regarding exam grades ensuring smooth communication and timely information flow.
• Exam support including auditing rooms and coordinating the management and implementation of the technical resits.
• Collating student marks and preparing exam board documentation
• Preparing student reports
• Administering teacher observations
• Provide highquality administrative support for internal CPD conferences and BIA events.
• Lead on the production of CPD certificates
• Produce accurate minutes for meetings and ensure followup actions are tracked and completed.
• Coordinate the administration of student surveys analyse feedback and prepare summary reports.
• Handle complex staff and student queries exercising judgement to resolve issues without the need for escalation wherever possible.
• Training sessional staff on administrative tasks as and when necessary.
• Provide reception cover when required and act as a reliable point of contact for internal and external stakeholders.

Required knowledge skills qualifications & experience

• A good standard of literacy and numeracy as may be evidenced by GCSE Maths and English (or equivalent) A*-C/9-4 or equivalent qualification. Where no equivalent qualification is held relevant work experience evidencing the skills and ability to undertake the role will normally be required.

• Proficient in Microsoft packages.

• Accuracy and attention to detail is essential.

• Excellent team working and communication skills both written and verbal is essential.

• A customer focused approach.

• An ability to organise your own workload is required.

• Ability to take initiative and solve problems proactively

• Ability to prioritise complex workloads

• Ability to learn and understand how diversity considerations affect own area ( requirements/dress code).

Further details

• Please note that this role requires students to have full availability to work full time (37 hours per week) throughout the summer break.
• Applicants must therefore be undergraduate students on summer break Masters students who have received confirmation from Registry that their course has been completed PhD students in the Thesis Awaited stage or any other exceptions that allow you to work full time hours. If you are unsure please contact the Worklink Portal to query this before applying.

For any informal queries please contact Esther Reeves ()

The University of Birmingham restricts all students to working up to 20 hours per week during term time for a maximum of 13 consecutive weeks. If your application is successful and your course does not follow the usual academic term timetable (e.g. PGT PGR or PhD student) you and your supervisor must formally agree vacation periods if this role exceeds 20 hours per week. In addition to this please be aware if you are an international student you will be required to apply to the Registry for the appropriate authorised absence.

You are only eligible to apply to this role if you are a current University of Birmingham student. If you are not a University of Birmingham student your application will not be considered.

To work you will need to carry out a right to work checks will need to be completed prior to work commencing.

Regarding the use of AI in applications we review hundreds of applications and shortlist candidates based on their unique perspective motivations and potential.Cover letters generated through or edited by AI tools (e.g. ChatGPT or CoPilot) are easy to identify. They produce generic answers and will not score highly enough to progress. You may use AI tools for research but all written content in your application must be your own work. Authenticity and originality are key to standing out in this process.

Due to the high volume of applications we receive were unable to contact all applicants individually. You can check the progress of your application by logging into the Worklink jobs portal using the same email address you used to apply. If you havent heard back within six weeks of the closing date please assume your application has been unsuccessful.