Student Casual - Operations Coordinator (BISCA/IDAI) – Grade 5 - 107533 at University of Birmingham

Birmingham, England, United Kingdom -

Full Time

Start Date

Immediate

Expiry Date

31 Aug, 26

Salary

16.52

Posted On

02 Jun, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Diary Management, Event Planning, Meeting Coordination, Budget Monitoring, Procurement, Microsoft Office, Interpersonal Communication, Administrative Support, Minute Taking, Travel Coordination, Project Management, Customer Service, Stakeholder Management, Data Sourcing, Professionalism, Time Management

Industry

Higher Education

Description

Post title Operations Coordinator (BISCA/IDAI) College/Division Life & Environmental Science School/Department Institute for Interdisciplinary Data Science and AI Full time/Part time Part time Duration of the Post 22/06/2026 – 17/08/2026 Grade Grade 5 Hourly rate £16.52 per hour plus holiday entitlement Number of positions available 1 Closing Date 16/06/2026 at 23:55 Birmingham Institute for Sustainability and Climate Action (BISCA) The Birmingham Institute for Sustainability and Climate Action (BISCA) [https://www.birmingham.ac.uk/research/centres-institutes/birmingham-institute-for-sustainability-and-climate-action-bisca] takes a distinct approach to leverage Birmingham’s comprehensive, interdisciplinary research expertise; and apply/translate ideas, skills and influence into wider engagement and action on climate change and broader sustainability matters. BISCA aims to move beyond evidence generation and technological solutions to consider, for example, dynamic policies and decision-making under uncertainty; politics and behaviours around policies. As Operations Coordinator you will be a key member of the institutes’ joint professional service team, located in the Elm House Hub, providing support for the Institute for Data and AI (IDAI), and the Birmingham Institute for Sustainability and Climate Action (BISCA), across a broad range of administrative duties. You will use your excellent organisational skills and attention to detail to ensure the people you support are well prepared, and that the tasks you carry out are completed to a high quality in a timely manner. The role will involve liaison with the Head of Institute Operations, operations team colleagues, and members of staff from the Institutes, associated research centres, institutes and networks, as well as Schools, Colleges and wider University. Role Summary As Operations Coordinator (BISCA/IDAI), you will be a key member of the institutes’ joint professional service team, located in the Elm House Hub, providing support for the Institute for Data and AI (IDAI), and the Birmingham Institute for Sustainability and Climate Action (BISCA), across a broad range of administrative duties. You will use your excellent organisational skills and attention to detail to ensure the people you support are well prepared, and that the tasks you carry out are completed to a high quality in a timely manner. You will be responsible for supporting the smooth day-to-day running of Elm House meeting, office and collaborative spaces, including general office administrative duties, for example, ensuring office supplies remain in-stock, meeting rooms ready for use and enquiries responded to in a timely manner. You will also be responsible for coordinating room bookings and maintaining building access records and systems. Main Duties * Support diary management, event and meeting planning undertaken by the Operations Team, usually 6-12 months ahead. * Proactive management of institute and operational email inboxes, Microsoft Teams sites and channels with confidence to make decisions on behalf of others where appropriate. * Dealing with a wide range of more complex enquiries and correspondence independently or exercising judgement to redirect them to senior colleagues or other departments within the University. * Support the preparation of meeting-related agendas and papers. This may also include attending meetings to provide high-quality committee support, taking minutes and following up as appropriate. * Arranging UK and overseas travel, including booking flights, hotels, transfers, and organisation and planning of itineraries, ensuring best use of time and taking into account budgetary constraints. * Supporting the organisation of events including booking a venue, sending invitations, arranging refreshments, liaising with speakers, manage bookings, co-ordination of colleagues, advertising, collating feedback and reporting back. * Will manage some smaller projects on own initiative, but will also carry out desk research and source data from internal and external sources in order to contribute to wider projects. * You may also be responsible for coordinating responsibilities or tasks across a wider professional service and academic team or working group. * Will be responsible for one or more of the following: * monitoring budgets including processing payments and raising concerns where finances are not in line with the budget. * procuring goods and services through the University system. * updating and writing contents for the department’s communications e.g. intranet pages. * oversee the day-to-day operations of Elm House meeting, office and collaborative spaces, including coordinating room bookings and maintaining building access records and systems. * dealing with health and safety and facilities issues. * dealing with arrangements for international visitors. * monitoring internal procedures/compliance and ensuring these are followed and disseminated as appropriate. * Champion non-pay efficiencies, University and Institutes’ sustainability aims, using budgets and procurement processes wisely when purchasing on behalf of the University. * Supports equality and values diversity, moderates own behaviour to avoid unfair discriminatory impact or bias on others. Required Knowledge, Skills, Qualifications, Experience * Educated to A Level standard, or equivalent level 3 qualification such as a Level 3 NVQ, or level 3 national diploma or relevant experience evidencing the skills and ability to undertake the role. * Minimum of grade C/4 in Mathematics and English at GCSE or equivalent level 2 qualification. * Highly proficient IT skills, in particular the ability to handle complex electronic diaries and emails, the wider MS Office suite of programmes including excel and PowerPoint, and some experience of using an enterprise resource planning package. The post holder should also be confident and able to quickly learn new IT skills and software packages as required. * Proven ability to plan ahead and anticipate requirements, proactively planning own (and sometimes others’ workloads) to manage time effectively, progress tasks concurrently and work to deadlines. * Excellent communication skills, including the ability to write for different audiences, and to required deadlines. * Excellent interpersonal skills. The post holder 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. * Ability to work effectively in a large, complex organisation, and to develop a good understanding of how the University and higher education institutions work. * Ability to understand policy and procedures and how to apply these. * Understands the importance of equality and diversity in the workplace. * Ability to identify and respond to equality and diversity issues in line with relevant policies and procedures. * PA experience i.e. diary management, events organisation (desirable). Dimensions This role will require you to exercise personal initiative within and beyond the department. You may manage a team or budgets. Planning and organising This role will require you to work independently on daily, weekly and monthly tasks but also on projects with medium-longer-term horizons without daily supervision. You may manage other staffs’ workloads. Problem solving and decision making You will work under the direction of the senior manager you support, but you will have a significant degree of autonomy. You will deal with the more complex queries and be expected to resolve any problems in your area of responsibility. You may also manage the workload of others or coach others to achieve results. You will take day to day decisions on managing the diary, emails, preparing papers and booking travel. Internal and external relationships You will be liaising with a wide range of internal colleagues and stakeholders, likely to be University-wide and with external stakeholders. Informal enquiries to Jessica Mylchreest, j.mylchreest@bham.ac.uk [j.mylchreest@bham.ac.uk], or Ruth Bertram, v.r.bertram@bham.ac.uk [v.r.bertram@bham.ac.uk]

Responsibilities

Provide comprehensive administrative and operational support for the Institute for Data and AI and the Birmingham Institute for Sustainability and Climate Action. Responsibilities include managing office spaces, coordinating diaries, organizing events, and handling travel and budgetary tasks.