Project Officer

Description:

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.

The role will support the delivery of the University’s global engagement strategy through defined projects and workstreams. This will include providing project support for the University’s engagement with strategic regions, university partners and networks (notably Universitas 21). The postholder will line manage administrative staff and ensure the delivery of an effective administrative service to the team. The postholder will manage delegations working with the relevant regional leads and manage in-person and virtual events. The postholder will have a flexible and collaborative approach to working.

Although regular international travel is not expected for this role, the postholder may be required to undertake occasional travel overseas to fulfil their role, which may include weekend and evening work.

Main duties

The project officer will manage smaller projects in their entirety, manage elements of larger projects or assist in the management of one or more larger projects through the provision of well-developed and timely project management support. They will be expected to work proactively, and use their initiative and planning skills to set their own priorities to ensure progress is maintained as expected, identify any issue and propose solutions.

Project support

To support the University’s engagement with the Universitas 21 network, as U21 Officer, including: effective promotion and administration of U21 opportunities and initiatives across the University; monitoring, evaluating and reporting on student and staff engagement with U21 schemes and making recommendations to optimise institutional benefit from the network; organise a programme of events which maximise exposure and engagement with U21; provide briefings for senior colleagues and administrative support as required.
To support other projects, workstreams and working groups within an overall project or manage elements of larger projects or smaller projects on your own. Support may include some or all of the following:
carrying out project planning activities;
identifying milestones, milestone tracking/key performance indicator tracking;
data collection and analysis;
developing and proposing solutions for any issues;
identifying, assessing and recommending improvements;
preparing progress reports, briefings and other documentation for a range of audiences;
assisting with stakeholder management, developing and maintaining regular contact with internal and external stakeholders;
assessing and escalating issues and risks as appropriate.
Contribute to developing effective communications plans, presentations, and promoting the projects and outcomes of projects/workstreams.
Assist in the evaluation and review of projects.
Event management

Project managing the delivery of high quality incoming and outgoing delegations working with the relevant regional lead.
Project managing impactful in-person and virtual events.
Budget management

Assisting in budgetary monitoring and proactive budget management, including reporting and meeting compliance requirements.
People management

Manage individuals and ensuring delivery of a high quality administrative service within a matrix team structure and resource constraints by conducting annual review processes, team and individual meetings.
Create a motivating environment where staff are developed, encouraged, challenged and supported.
Identify appropriate opportunities for development and change and encourage other team members to do the same.
General

Play a broader role within the Birmingham Global team on wider global engagement and institutional priorities. Lead by example in supporting wider University events and activities e.g. open days, clearing hotline.
Determine short term priorities for own work, ensuring you maximise quality, efficiency and continuity.
Supports the management, ongoing development and implementation of efficient operational processes and systems.
Supports the University’s sustainability agenda through resource efficient working and encouraging responsible behaviours.
Promotes equality and values diversity acting as a role model and fostering an inclusive working culture.Any other duties commensurate with the grade.
Required Knowledge, Skills, Qualifications, Experience

Educated to Degree level (or equivalent qualifications). Where no equivalent qualification is held, significant practical relevant experience and expertise in a similar role will be required.
Significant practical experience in a similar role with excellent organisational skills.
Evidence of literacy and numeracy, with the ability to write clearly, and to analyse information and data.
Highly proficient IT skills, including the wider MS Office suite of programmes including excel and powerpoint.
Ability to understand policy, processes and procedures, but also to recommend improvements and implement changes.
Excellent people-management skills.
Demonstrable evidence of effective budget management and event management experience.
Excellent analytical skills used to produce reports, identify issues and resolve them decisively.
Excellent intercultural and interpersonal skills. The postholder must inspire confidence and command authority with a range of colleagues and provide excellent customer service at all times.
A high degree of professionalism, tact, and diplomacy, and the ability to exercise discretion regarding the handling and management of sensitive information/issues.
A high degree of initiative, personal judgement, resourcefulness, flexibility, and a self-motivating approach.
Evidence of a positive approach and adaptability to change.
Ability to work effectively in a large, complex organisation, and to develop a good understanding of how the University and higher education institutions work.
Knowledge of the protected characteristics of the Equality Act 2010, and how to actively ensure in day to day activity in own area that those with protected characteristics are treated equally and fairly.