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Position Details Campus Services Location: University of Birmingham, Edgbaston, Birmingham UK Full time starting salary is normally in the range £23,373 to £24.947 From 1 November 2023 the salary range will increase to £25,866 to £27,518, with potential progression once in post to £30,820 Band: 400 Part Time, 80% FTE (28.8 working hours per week) Fixed Term contract up to July 2024 Closing date: 3rd September 2023 This role is also open as an internal secondment opportunity which would need to be agreed by your current line manager. 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 Campus Services (CS) employs over 900 staff with a turnover exceeding £65m in the last financial year. CS plays a key role in the quality of the student, staff and visitor experience, providing services across diverse areas such as the University’s sporting facilities, food and beverage, cleaning, conferencing, hotel operations, day nurseries, Portering, post, branded and own-brand retail outlets, visitor services and attractions (e.g., Winterbourne House & Gardens), student housing, transport, waste disposal and recycling. CS is a highly commercial organisation operating within the University context and has an ambitious strategic agenda, in terms of growing our service profile across both our Birmingham and Dubai campuses. Sport & Fitness is responsible for operating the extensive sport and recreation provision of the University of Birmingham. It caters for the whole sports continuum from elite athlete to beginner; it supports 6,500 members, 40+ performance clubs, over 50 sports scholars and offers an extensive participation and intra league programme. It stages big events for a number of British Universities & Colleges Sport (BUCS), national governing bodies and external groups, with spectator numbers reaching 3,000 for an individual event and has recently hosted the Commonwealth games for Hockey and Squash competition as well as swimming and athletics training venues. It services the many different user groups drawn from the University – societies, medical school, groups of friends and departments, and the city – athletic, swimming, football, rugby, hockey, and gymnastics clubs as well as many schools, local authority groups and the more commercial provider. Role Summary The University of Birmingham has a proud and illustrious sporting history and we are looking to appoint a Sport Scholarships Administrator (SSA) to continue to support the University’s most talented student-athletes. The SSA will play a key role in the delivery and development of the University’s Sport Scholarship programmes throughout the year. The role is responsible for ensuring that the highest standards of administration and programme support are implemented to enable the delivery of a comprehensive, multi-faceted sector-leading sport scholarship programme to dual-career athletes. You will provide proactive administrative support in the Sport Scholarships department, working as part of the 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. In order to flexibly use resource, you may be given the opportunity to work within the wider Performance Sport team. 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 the team. Main Duties Provide effective administrative support to ensure the smooth running of a wide range of sport scholarships and bursaries offered to student-athletes by the University of Birmingham. Act as a point of contact to provide accurate and timely information and advice to internal and external stakeholders on Sport Scholarship processes and procedures, answering queries promptly, providing guidance and resolving queries from initial contact to resolution. This will include recognising when queries need to be referred elsewhere. Process all financial tasks relating to the Sport Scholarships account, including making scholar termly payments, setting up new suppliers, raising invoices & purchase orders and receipting of goods. Responsibility for regular logging and updating of the finance spreadsheet to ensure the account can be effectively monitored and managed. Maintain up to date records of all sport scholarship athletes both in spreadsheets and using cloud-based software Monday.com. Use a variety of complex University systems and processes to research, analyse and interpret sets of data, and produce regular reports. Coordinate and administer complex essential processes such as scholar interviews, applications, inductions and athlete profiling. Review processes and tasks and proactively offer suggestions for improvement and sharing best practice as appropriate. To support the recruitment of talented student-athletes to the University. This will include assisting at Open Days and other targeted recruitment events held both internally and externally to the University. Make timely and accurate bookings on behalf of the Sport Scholarship Manager, sport scholars and programme such as facilities, transport, catering and conferences. Take minutes at weekly Scholar Review meetings, athlete profiling and multi-disciplinary meetings as required. Undertake any other duties that may reasonably be required and which can be accommodated within the post holder’s grading. Required Knowledge, Skills, Qualifications, Experience GCSEs to a minimum of grade C/4 in English and Mathematics grade C minimum (or equivalent level 2 qualification). A solid understanding of sport within higher education in the UK and the demands of performance student-athletes. Knowledge of the landscape of sporting National Governing Bodies and their performance pathways. Exceptional organisation skills with the ability to prioritise work proactively, independently and as part of a team. Ability and track record of working as part of a busy team and working effectively under pressure to tight deadlines while maintaining an excellent level of attention to detail. Effective problem solving and decision-making skills. Excellent communication skills, with the ability to communicate clearly and effectively with a wide range of stakeholders, including students, academic contacts, NGBs and coaches. Good IT skills with a working knowledge of standard Microsoft Office software, especially Excel, and an aptitude for learning new IT packages and systems. 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 and to proactively contribute to improving processes and for proposing new ways of working. 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. The ability to cope with change in a fast moving, dynamic environment where change is often required immediately. Working hours Due to the nature of the role, there is the opportunity to spread working hours across the week with a degree of flexibility, if this suits the candidate. Some evenings and weekend work will be required from time to time. 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 frames. There 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 the Sport Scholarships Manager, but with the autonomy to deliver the outputs required. You will be working within the framework of existing policies, processes and procedures for the department. You 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. DBS required Pre-employment DBS The University is committed to safeguarding and we promote safe recruitment practice, therefore all associated pre-employment checks will be undertaken before any appointment is confirmed. Due to the nature of the work undertaken in this role all successful applicants will be subject to a satisfactory DBS clearance prior to appointment. Informal enquires to Hugh Sproston, email: [email protected] View our staff values and behaviours here Valuing excellence, sustaining investment We value diversity and inclusion at the University of Birmingham and welcome applications from all sections of the community and are open to discussions around all forms of flexible working .