Operations Administrator

24052017

Job Title / Operations Administrator
Faculty/ School/Department / Student Affairs
Responsible to: / Operations Manager
Responsible for: / None
Job Purpose
To provide Student Affairs with high quality, customer orientated administrative support for the activities managed by the Operations Team. This would include:
  • administrative support for various internal services;
  • events organisation;
  • publicity and communication;
  • data and information management

Main activities and responsibilities
  • To provide an excellent administrative service to various teams within Student Affairs;
  • To assist in the effective delivery of departmental events and activities;
  • Make arrangements and book appropriate resources for various departmental events and activities;
  • Disseminate publicity materials as appropriate;
  • Assist with the collation of feedback from students and staff by appropriate means;
  • Prepare, format and maintain various data collection for the production of management information and reports;
  • Undertake any other duties commensurate with the grading and purpose of the post as may be required from time to time, including undertaking cross-divisional duties and department-wide activities as appropriate.

Additional Key Requirements:
Managing People and Resources
Ability to undertake a range of administrative duties in support of any team within Student Affairs
Commit to attendance at at least one event aimed at student recruitment or applicant induction each year.
Communication
Use effective and appropriate methods to communicate information to a variety of audiences.
Maintain constructive relationships with stakeholders within and outside the University.
Teamwork and collaborative working
Develop and maintain effective working relationships across the University and at all levels.
Provide support for different teams within Student Affairs as required
Work collaboratively
Initiative, problem solving and decision making
Demonstrategood administrative practice, particularly in managing workload and balancing priorities to achieve strict deadlines
Must have good problem solving skills
Work environment
Work proactively and enthusiastically without detailed supervision
Person Specification
  • Educated to GCSE level or equivalent including English and Mathematics at Grade C or above;
  • Experience of working within a busy office environment with multiple tasks and deadlines;
  • Experience of working in multiple project team is preferred;
  • Experience of high volume filing and data inputting;
  • Experience of managing data and producing reports is preferred;
  • Extensive use of Microsoft Office packages, particularly Excel, Word, and Outlook;
  • Must have flexible attitude to working practices, and be willing to work from any University site with little notice;
  • Must be willing and able to undertake some evening and/or weekend work;
  • Must be driven by excellent communication and customer service standards;
  • Must have a good working understanding of confidentiality and data protection issues;
  • Familiarity of working with data is desirable;
  • Must have good attention to detail, and an ability to work within procedures and guidelines
Able to demonstrate:
  • Superb organisational skills and accurate record-keeping;
  • Well-developed interpersonal skills, including the ability to work collaboratively to achieve mutually agreed resolutions

Special requirements
Ability to undertake duties at different premises including any University campus as required. National travel may be necessary on occasion in order to attend conferences, training or other events.
May be required to work outside normal office hours to support University operations and events. This will require flexibility, especially at times of peak activity.
Must be willing to attend at least one event aimed at student recruitment or applicant induction each year.
Expectations of all staff
Professional standards
All staff employed by Birmingham City University are expected to exhibit high professional standards which promote and demonstrate the University’s core values of Excellence, People Focused, Partnership Working, Fairness and Integrity.
Equal Opportunities
All staff are expected to understand and enact the University’s commitment to ensuring equality and diversity in all activities. This commitment is enshrined in the Equality Statement and core values.
Dignity at work
Every member of staff has a responsibility to ensure colleagues are treated with dignity and respect.
The University is committed to creating a work environment for all staff that is free from harassment, intimidation and any other forms of bullying at work, where everyone is treated with dignity, respect and professional courtesy.
Health and safety
The arrangements for meeting the University’s health and safety objectives are contained in the Birmingham City University Health and Safety Policy. This includes the responsibilities of key staff and procedures covering the main activities of the University.
All staff are expected to take reasonable care of themselves and those that may be affected by their actions.
Dress code
The University does not operate a formal dress code for its employees, other than for those who are provided with uniform and/or protective clothing. However, employees must ensure that their dress is professional, reasonably smart and appropriate for the situation in which they are working. All staff should ensure that they present a professional image and one that reflects sensitivity to customer perceptions. This may reflect their ethnicity and lifestyle, but should not be provocative or cause offence to those with whom they have contact.
Citizenship
All staff are expected to adhere to good citizenship, being generous with help and support to others, collaborating with colleagues and working for the benefit of the University as a whole. In particular working to provide a positive studentexperience and achieving excellence in all the University’s activities.
This job description indicates the expectations of staff at this level. Job descriptions are not exhaustive and you may be required to undertake other duties of a similar level and responsibility.