Executive Support Division Assistant - Grade 6 in Piteşti

Executive Support Division Assistant - Grade 6 - 57889-(210001MB)Description Position Details Professional Services University of Birmingham, Edgbaston, Birmingham UK Full time starting salary is normally in the range £27,924 to £30,497. With potential progression once in post to £34,304 a year Grade 6 Full time Permanent Closing Date: 26th September 2021 Role Summary This exciting role is part of the Executive Support Division, playing a critical role in supporting the work of the Strategic Change and Executive Office teams. Our teams work closely with the senior leadership of the University and are involved in a range of interesting activities from high-profile projects through to change initiatives, working with all areas of the institution. This post will gain exposure to all aspects of our work and will work flexibly across the division to manage smaller projects or assist in the management of larger scale projects through the provision of significant and high level project and change management support. The Strategic Change team supports change projects across the University, including process reviews and new initiatives in Professional Services and with the academic Colleges and Schools. The team has a diverse portfolio of projects and particularly focuses on initiatives which have an impact on a large service area (or multiple service areas / Schools), and which have a significant component of process and/or cultural change. The Executive Office provides executive support to the University’s senior leadership team including through ownership and co-ordination of University-wide initiatives and projects such as Birmingham Professional, the Graduate Management Training Scheme, and Vice-Chancellor's Challenge, preparation of speeches and briefings, secretarial support to University-level committees and groups, PA/EA support to the senior executive, and organisation of institutional events. The role will suit a highly motivated and enthusiastic individual with outstanding interpersonal and organisational skills, and who enjoys using their initiative in their work to meet challenges and deliver to deadline, and who relishes the chance to take on a range of different types of work. Multi-tasking and managing a fast-moving portfolio of on-going projects and activities across many areas is a key part of the role. The post holder will support the successful delivery of a range of Executive Office initiatives and Strategic Change projects that will be defined on a continuing basis. The postholder will have a broad range of duties including project support activities (e.g facilitating process improvement workshops, managing project plans), organising and running events and conferences, and providing administrative and project governance support. You will use your excellent writing skills to help with our communications activity, and you will enjoy navigating a large complex organisation in order to get things done. The post is line managed by the Head of Strategic Change, with dotted line management to the Head of Executive Office. Main Duties and Responsibilities To support the delivery of change projects and working as part of a team delivering significant and complex University-wide initiatives. This will involve: • Supporting the Change Managers in the delivery of the Strategic Change portfolio projects (and within the wider priorities of the Executive Support Division), from project initiation through to implementation and evaluation, ensuring that projects are supporting the University’s Strategic Framework and delivering measurable benefits and improvements.• Support will include being responsible for the planning and delivering on sub-projects/workstreams/small projects, which will be defined on a continuing basis. • Monitor and coordinate strands of the initiatives through the development and maintaining of project and communication plans. • Identifying and using appropriate data sources to undertake data analysis in support of change initiatives. • Use the Strategic Change team’s methodologies and practices in support of change initiatives, including key tools such as process mapping and workshop facilitation.• Support the operation of project governance arrangements for the Strategic Change projects. • Provide end to end coordination and evaluation for Strategic Change events, for example the Change Community of Practice. • Provide team administrative support, including raising requisitions and purchase orders, organising meetings and workshops which may include delegates from across the University, maintaining records of spend against budget. • Maintain an up to date knowledge of project management and change management methodologies. • Assist in the evaluation and review of projects. To support the delivery of change projects and working as part of a team delivering significant and complex University-wide initiatives. This will involve: • Supporting the Change Managers in the delivery of the Strategic Change portfolio projects (and within the wider priorities of the Executive Support Division), from project initiation through to implementation and evaluation, ensuring that projects are supporting the University’s Strategic Framework and delivering measurable benefits and improvements.• Support will include being responsible for the planning and delivering on sub-projects/workstreams/small projects, which will be defined on a continuing basis. • Monitor and coordinate strands of the initiatives through the development and maintaining of project and communication plans. • Identifying and using appropriate data sources to undertake data analysis in support of change initiatives. • Use the Strategic Change team’s methodologies and practices in support of change initiatives, including key tools such as process mapping and workshop facilitation.• Support the operation of project governance arrangements for the Strategic Change projects. • Provide end to end coordination and evaluation for Strategic Change events, for example the Change Community of Practice. • Provide team administrative support, including raising requisitions and purchase orders, organising meetings and workshops which may include delegates from across the University, maintaining records of spend against budget. • Maintain an up to date knowledge of project management and change management methodologies. • Assist in the evaluation and review of projects. To support University-wide projects being delivered by the Executive Office such as Birmingham Professional, the Vice-Chancellors Challenge, and the Graduate Management Training Scheme, and contribute to a range of other Executive Office initiatives.This will involve:• Responsibility for planning, organising, and running events including virtual and in person Birmingham Professional events, the Vice-Chancellors Challenge, the Graduate Management Training Scheme assessment centre and interviews, and VC events with important internal and external stakeholders.• Leading on communications for our major projects, which will require close working with stakeholders across the University, and a clear and engaging writing style.• Maintaining oversight of a calendar of events and taking responsibility for assessing their effectiveness.• Maintaining the webpages owned by the Executive Office, taking a proactive approach to ensure they are accurate and up-to-date. • Providing administrative support including financial processes, and maintaining an overview of equipment for the team. • Contributing to the Executive Office team including active participation at team meetings and events, and covering for others where necessary, promoting and adhering to the values of Professional Services and the Executive Office. To support the broader Executive Support Division as required.To work flexibly to provide support to cross-Divisional and University initiatives, as directed by the Chief of Staff. Promotes equality and values diversity acting as a role model and fostering an inclusive work culture. The postholder is required to be flexible in developing their role and will from time to time be required to undertake any other duties commensurate with the grading of the post. Person Specification • Educated to degree level, or equivalent work experience, with a proven ability to grasp complex issues.• Experience of project or change management support and event coordination.• Good interpersonal skills and experience of working collaboratively, and the ability to establish good working relationships with colleagues at various levels of the University.• Ability to work effectively under pressure, prioritising appropriately and using excellent organisational skills in order to meet multiple deadlines, with attention to detail and high standards of accuracy.• The ability to communicate clearly and effectively through a high standard of oral and presentational skills as well as excellent writing skills (minutes, reports, presentations and informal comms). • Ability to interpret and present data in a variety of formats. • The ability to inspire confidence and work with a range of colleagues including senior academic colleagues, senior Professional Services colleagues, and external contacts.• Excellent IT skills including experience of Microsoft Office (Word, Excel and complex databases) and the ability to learn how to use new systems quickly.• Ability to work collaboratively, flexibly and effectively as part of a team but also independently and to respond positively to the demands of the role. • Able to exercise discretion regarding the handling and management of sensitive information.• Ability to bring personal ideas and creativity to projects and to use own initiative and self-motivation when undertaking tasks.• A willingness to learn and embrace opportunities• An ability to work effectively in a large, complex organisation, and to develop a good understanding of how the University and higher education institutions work.• Empathy with the values and mission of the University and Professional Services, and demonstrable commitment to promote and adhere to these 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. Qualifications.