Operations Coordinator - School of Physics and Astronomy - 105212 - Grade 5
Job description for the Operations Coordinator role at the University of Birmingham, School of Physics and Astronomy. The position provides organisational, operations and administrative support to the Principal Investigator of the QuSIT UK Quantum Technology Research Hub within the School of Physics and Astronomy.
Overview
Location: University of Birmingham, Edgbaston, Birmingham UK. Full-time, fixed-term contract up to November 2029. Grade: 5. Closing date: 23 September 2025.
Role Summary
As an Operations Coordinator within the QuSIT hub, based in the School of Physics and Astronomy, you will provide operational support and administrative assistance to the Principal Investigator, encompassing a broad range of duties, including some executive assistant tasks. You will join the QuSIT Professional Services team and report to the Project Officer of the Quantum Sensing Group.
Main Duties
* Provide organisational, operations and administrative support to the Principal Investigator of QuSIT, including some personal diary management.
* Advise on complex systems and procedures, and determine responses to more complex queries.
* Exercise judgment on the direction of work within set parameters; resolve complex queries independently where appropriate.
* Maintain high-profile relationships with key stakeholders, disseminate information as appropriate, and field enquiries.
* Organise events (booking venues, invitations, refreshments, liaising with speakers, managing bookings, coordinating colleagues, advertising, gathering feedback and reporting).
* Support the PI in arranging complex UK and overseas travel, including flights, hotels, transfers, and itinerary planning, within budget constraints.
* Use complex university systems to research, analyse and interpret data; produce bespoke reports and resolve data issues where needed.
* Support the development and implementation of operational processes and systems.
* Process more complex data (financial, HR, student-related or other), monitor accuracy, chase missing information and resolve issues.
* Provide professional secretarial support to relevant committees and meetings as required.
* Possible responsibility for: monitoring budgets and expenditure; procuring goods and services through University systems; updating department communications (intranet content); addressing health and safety and facilities issues; arranging international visitors; ensuring compliance with internal procedures.
* Support equality and diversity, exercising professional behaviour to avoid bias.
Required Knowledge, Skills, Qualifications, and Experience
* Educated to A Level standard, or equivalent Level 3 qualification (e.g., NVQ Level 3, national diploma) or relevant work experience.
* Minimum of grade C/4 in Mathematics and English at GCSE or equivalent.
* Highly proficient IT skills, including complex electronic diaries and the MS Office suite (Excel, PowerPoint); ability to quickly learn new IT tools.
* Proven ability to plan ahead, manage workloads, meet deadlines and progress tasks concurrently.
* Excellent communication and interpersonal skills; ability to write for different audiences and provide excellent customer service.
* Professionalism, tact and discretion handling sensitive information; strong initiative, judgement, flexibility and self-motivation.
* Ability to work effectively in a large, complex organisation and understand HE dynamics; ability to apply policy and procedures.
* Commitment to equality and diversity and ability to address equality and diversity issues in line with policies.
Dimensions
This role requires personal initiative within and beyond the department; may manage a team or budgets.
Planning and Organising
Independent work on daily, weekly and monthly tasks, plus involvement in projects with medium to longer-term horizons without daily supervision.
Problem Solving and Decision Making
Work under the PI’s direction with a significant degree of autonomy; handle more complex queries and resolve problems in the area of responsibility.
Internal and External Relationships
Liase with internal colleagues and stakeholders across the University and with external partners.
Equal Opportunities
We are committed to equality, diversity and inclusion in the workplace and encourage applications from all qualified candidates. The University holds Athena SWAN, Race Equality Charter and Disability Confident accreditations.
Seniority level
* Mid-Senior level
Employment type
* Full-time
Job function
* Management
Industries
* Higher Education
Note: This description consolidates the essential responsibilities and requirements of the role without altering the stated context. For further details, refer to the university posting and contact points as provided in the original listing.
#J-18808-Ljbffr