Executive Project Administrator - College of Arts and Law - 107535 - Grade 5
Position Details
College of Arts and Law
Location: University of Birmingham, Edgbaston, Birmingham UK
Full time starting salary is normally in the range £30,062 to £31,900, with potential progression once in post to £35,883
Grade: 5
Full Time, Fixed Term contract up to August 2028
Closing date: 1 st July 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, and we are equally proud to be recognised as a leading global university. We 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 to develop through our sector\-leading Birmingham Professional programme which provides all professional services staff with development opportunities and the encouragement to reach their full potential. With almost 5,000 professional services jobs in a wide\-range of functions in Edgbaston and in our campus in Dubai, there are plenty of opportunities for you to be able to develop your career 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 debate. We 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 are, and how we work.
Supporting our people to achieve a healthy work/life balance is important both to our employees and to the success of the University and, depending on the role, we offer a variety of flexible working arrangements. We therefore welcome discussions on all forms of flexible working. In addition, you will receive a generous package of benefits including 40 days paid holiday a 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 site. On campus we have a state\-of\-the\-art sports centre with pool, shops, places to eat and drink, our own art gallery, museum and botanical gardens.
Find out more about the benefits of working for the University of Birmingham
Background
The University of Birmingham is a global institution working within a diverse and vibrant City, offering an inspiring education to our students, and undertaking critically important research. We are a place of open, critical thinking, and the creation, sharing and dissemination of knowledge. Professional Services put students at the heart of all they do and enable an exceptional educational experience. They provide outstanding support to our researchers and help the University to grow its influence regionally, nationally, and globally. They ensure the University’s resources are used wisely, manage, and improve the infrastructure which sits at the heart of the institution, and support decisions to be made quickly and based on sound evidence. Our Birmingham Professional programme operates across the University, supporting colleagues to network and collaborate, offering opportunities to learn and develop, contributing to the delivery of the University’s objectives, and helping everyone to understand the broader context within which we work.
The College of Arts and Law is one of the five Colleges at the University of Birmingham. Comprising five schools, its’ estate is spread across 11 buildings on three sites with over 5000 students and 750 staff, delivering a range of undergraduate, postgraduate teaching and research programmes.
We recognise that sometimes people can be put off applying for a job unless they think that they match every requirement. Don’t let that hold you back. If you are excited about the role and think you can do what we have described but aren’t sure if you are quite who we’re looking for, give it a try or contact us with any questions. Nothing ventured, nothing gained!
We offer variety, collaboration, networking, development and an opportunity to be part of a committed group of colleagues. We value our people, and we encourage learning and seeking opportunities for enhancement. We are committed to equality, diversity and inclusion; we are committed to improving equality of opportunity, valuing diversity and striving for an inclusive culture.
Role Summary
The College of Arts and Law is home to outstanding teachers, researchers and Professional Services staff at the University of Birmingham. The College Hub plays a vital role in the life of the College, providing support to senior members of the College Senior Leadership Team and managing a broad range of college\-wide projects and administrative tasks.
The role of Executive Project Administrator is a great opportunity to develop your career in Higher Education administration. As a valued member of College Professional Services staff working in a supportive team, you will provide crucial support to the work of the College in a variety of ways, including:
- Providing high quality administrative support for College\-wide projects and initiatives
- Taking a proactive and enthusiastic approach to event management and on\-the\-day support
- Information maintenance, including taking a proactive and creative approach to writing and updating College SharePoint pages
- Delivering effective and engaging College\-wide communications
- Executive support for our Senior Leadership Team
- Management of confidential information, including Right to Work checks
- Financial processing and ordering
- Facilities and IT management
- Committee administration and management
- Human resources administration
- Providing first\-rate customer service
As an Executive Project Administrator within a College you will provide support for a broad range of administrative duties, some of which may be complex. You may also be responsible for managing the contributions of other staff or for supporting colleagues and sharing knowledge. You will be able to use your wide range of skills, both technical and administrative, and have the opportunity to lead on specific tasks within a team.
Main Duties
- You will be able to deal with complex systems and procedures and will be expected to offer advice on these, including deciding on the response to more complex queries. You will be expected to exercise your judgment on the answer to queries or on the direction of work within parameters set by your manager. On a day\-to\-day basis you will be expected to resolve more complex queries without necessarily referring to your manager.
- Maintain high\-profile working relationships with key stakeholders on your own initiative, fielding enquiries and ensuring that appropriate information is disseminated to stakeholders as appropriate.
- You will be involved in organising events including booking venues and technical requirements, sending invitations, devising promotional materials (including social media/Teams posts), arranging refreshments, liaising with speakers (internal and external), managing bookings, co\-ordination of colleagues, advertising, collating feedback and reporting back. You will need to co\-ordinate with colleagues in order to ensure smooth and successful delivery of events.
- Support the development and delivery of multi\-channel communication activities to key stakeholders (e.g. current students, staff and external organisations). Coordination of communications briefings, web pages, newsletters and social media campaigns, as appropriate. Researching and writing copy for presentations, communications and websites. Working with internal teams to deliver social media activity.
- Develop content for webpages which will include you regularly reviewing pages and ensuring content is suitable for target audiences.
- You will manage some smaller projects on own initiative, but will also carry out administrative tasks, desk research and source data from internal and external sources in order to contribute to the development and delivery of wider projects and to their evaluation.
- Contribute to developing communications plans, presentations, and promoting the projects and outcomes of projects/workstreams.
- Support the management, process mapping, development and implementation of operational processes and systems. Proactively support the development of automation initiatives, identifying opportunities to streamline processes and increase productivity.
- You will be expected to use a variety of complex University systems and processes to research, analyse and interpret complex data, producing bespoke reports as required. This may include identifying and resolving issues with the data. Process complex data (which may be financial, HR, student\-related or other), monitoring accuracy, chasing up missing information, and resolving any issues as appropriate.
- Provide specialist advice and training to colleagues on area of activity. You will be expected to act as a role model and coach members of the team.
- Support equality and value diversity, moderating own behaviour to avoid unfair discriminatory impact or bias on others.
- Providing other administrative support for the Hub, including arranging travel, servicing and arranging meetings and diary management.
- You may be required to be responsible for one or more of the following:
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