POSITION DETAILS

College of Life and Environmental Sciences
Location: University of Birmingham, Edgbaston, Birmingham UK
Full time starting salary is normally in the range £32,546 to £35,116 with potential progression once in post to £39,355
Grade: 6
Part Time (18.75 hours per week)
Fixed Term contract up to September 2028
Closing date: 17th April 2025

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, experience of using finance reporting tools.
• Evidence of literacy and numeracy, with the ability to write clearly, and to analyse information and data.
• Highly proficient IT skills, including MS Office 365, to be proven at interview.
• Ability to understand policy, processes and procedures, and recommend improvements and implement changes.
• Excellent analytical skills used to produce reports, identify issues and resolve them decisively.
• Excellent interpersonal skills. The post holder must inspire confidence and command authority with a range of colleagues and always provide excellent customer service.
• 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.
• 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.

CORE COMPETENCIES/TRANSFERABLE SKILLS

Working at this level you will be able to develop and successfully use the core competencies/transferable skills outlined in each of the areas shown below. As appropriate for the level, our Birmingham Professionals will take ownership for getting things done. You will be expected to be flexible as required in supporting your department and wider University.

Project Officers will manage smaller projects in their entirety or 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. You will be expected to work proactively, and use your initiative and planning skills to set your own priorities to ensure progress is maintained as expected, identify any issue and propose solutions.

• To support all elements of externally funded Research Project delivery as required and commensurate of the grade of the post. This may involve working in 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, to include proactive reporting to external funders;
• to do this, identify milestones which will need to be adhered to;
• data collection and analysis;
• milestone tracking/key performance indicator tracking;
• developing and proposing solutions for any issues, within and externally to the PGR administration team;
• recommending improvements to finance reporting;
• preparing progress reports for project boards or other meetings;
• assisting in budgetary monitoring and management, including internal and external reporting;
• assisting with stakeholder management, developing and maintaining regular contact with internal and external stakeholders to understand requirements;
• assessing and escalating issues and risks as appropriate.
• Contribute to developing communications plans on the roles and responsibilities of all the teams directly involved in PGR finance reporting.
• Maintain an up-to-date knowledge of project management and finance reporting methodologies.
• Determine short term priorities for own work, ensuring you maximise quality, efficiency and continuity.
• Assist in the evaluation and review of projects.
• You may be asked to manage other colleagues working on the project/s and this will include allocating work to those within a matrix management system.
• Supports the University’s sustainability agenda through resource efficient working.
• Promotes equality and values diversity acting as a role model and fostering an inclusive working culture.
• Any other duties commensurate with the grade

ROLE SUMMARY

You will oversee, and assist in, the administration management of several externally funded doctoral training projects across a School, College or professional service area.
You will devise and deliver on project plans to better join up the service delivery in this area by several different functions, namely PGR administration, research operations and doctoral training finance teams.
To achieve these responsibilities, you will indirectly manage work of teams of Professional Services staff and will work closely with key senior academic leads and the Professional Services network across your designated service area.

MAIN DUTIES

Project Officers will manage smaller projects in their entirety or 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. You will be expected to work proactively, and use your initiative and planning skills to set your own priorities to ensure progress is maintained as expected, identify any issue and propose solutions.

• To support all elements of externally funded Research Project delivery as required and commensurate of the grade of the post. This may involve working in 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, to include proactive reporting to external funders;
• to do this, identify milestones which will need to be adhered to;
• data collection and analysis;
• milestone tracking/key performance indicator tracking;
• developing and proposing solutions for any issues, within and externally to the PGR administration team;
• recommending improvements to finance reporting;
• preparing progress reports for project boards or other meetings;
• assisting in budgetary monitoring and management, including internal and external reporting;
• assisting with stakeholder management, developing and maintaining regular contact with internal and external stakeholders to understand requirements;
• assessing and escalating issues and risks as appropriate.
• Contribute to developing communications plans on the roles and responsibilities of all the teams directly involved in PGR finance reporting.
• Maintain an up-to-date knowledge of project management and finance reporting methodologies.
• Determine short term priorities for own work, ensuring you maximise quality, efficiency and continuity.
• Assist in the evaluation and review of projects.
• You may be asked to manage other colleagues working on the project/s and this will include allocating work to those within a matrix management system.
• Supports the University’s sustainability agenda through resource efficient working.
• Promotes equality and values diversity acting as a role model and fostering an inclusive working culture.
• Any other duties commensurate with the grade.

ROLE CONTEXT

Roles at this level will require expertise and a detailed understanding of methods, systems and procedures in an administrative or professional area. You will either use specialist knowledge or have more of a planning/co-ordination/project role or a role which is supervisory in nature where you may manage a team doing similar kinds of work. You will have the opportunity to exercise a high degree of personal responsibility and initiative which you will use to resolve queries; you will use your judgement to deal with unforeseen problems and circumstances, all with limited guidance/supervision.