Description Post title Student Casual – Administrator: Letters from the Future- GEES – LES – Grade 4 - 907298 College/Division College of Life and Environmental Sciences School/Department Geography, Earth and Environmental Sciences Full time/Part time Part time Duration of the Post Target start date of 01/05/2025 Grade 4 Hourly rate £15.14 per hour plus holiday entitlement Number of positions available 1 Closing Date 30/04/2026 at 23:55 Please note that this vacancy may be taken down early depending on the number of applications received. We advise you to submit your application promptly. Our offer to you At the University of Birmingham, Worklink is the dedicated student employment service which helps students to find flexible, well paid part-time roles that fit around your studies. Each year, the University invests more than £2.5 million to employ 3,000 of our own students in a wide range of roles, supporting our student community into part-time work. Roles available via Worklink include a range of positions, including administrative roles, support staff such as cleaners or baristas, research roles and many more. Jobs through Worklink help you to gain work experience, develop skills relevant for your future career, and improve your soft and hard skills in a professional setting. Enhance your CV and get valuable experience ready for graduate roles and feel connected to your university and local community. Our jobs are flexible and can be scheduled around your academic commitments, so you can focus on your studies first. Our team are passionate about supporting students into work. Worklink are based in a central location on campus which is easily accessible for students and can also be contacted online. Find out more about working through Worklink here or via the student intranet. Job context This role will support the Letters from the Future project, funded by the Sustainability Project Fund. In this project we will be coordinating 2 workshops during the UoB Xtra period. In the sessions, participants will learn about climate change and then craft letters from the year 2050, written back to us today, with the focus on inspiring action and illustrating a hopeful future for everyone to work towards. Following the events, we plan to have a session in which participants can record themselves reading their letter, if they choose. We are recruiting an administrator to help organise and deliver these sessions. Expected responsibilities will include: Coordinating webpage and digital resource design and development Administration, including advertising/promoting the events Support during the events Data analysis of participant feedback This role would suit an applicant who is enthusiastic about sustainability, and who is confident interacting with groups and leading discussions. The applicant would need to be available during UoB Xtra (8 th -26 th June 2026) and particularly for the workshops, which will be: Weds 10th June 11:00-13:00 Thurs 18th June 14:00 - 16:00 Job summary To provide proactive administrative support in the relevant department, working as part of a team or on own initiative. You will have the ability to manage your work without needing to refer to others for most of your time. In order to flexibly use resource you may be given the opportunity to work in different areas of the department or wider University. Administrators may work in any area of the University; with large groupings in HR, Finance, and School/College Hubs. You will be able to develop a wide range of skills, both technical and administrative, and may also have the opportunity to lead on specific tasks within a team. Main duties You will act as a point of contact to provide accurate and timely information and advice to internal and external customers and stakeholders on University processes and procedures, answering queries promptly, providing guidance and resolving queries from initial contact to resolution. This will include recognising when queries need to be referred elsewhere. Regularly communicate relevant information to students, staff and external contacts. Provide administrative support for diary or event planning. Process data (which may be financial, HR, student-related or other), monitoring accuracy, chasing up missing information, and escalating any issues as appropriate. Use a variety of complex University systems and processes to research, manipulate, analyse and interpret sets of data, and produce routine reports. Maintain working relationship with key stakeholders, fielding queries, receiving and dealing with any disputes or complaints and resolving promptly. Offer advice and support to others on area of activity. Review processes and tasks and proactively offer suggestions for improvement and sharing best practice as appropriate. As required, provide a professional secretarial service to relevant committees and meetings. Supports equality and values diversity, moderating own behaviour to avoid unfair discriminatory impact or bias on others. Required Knowledge, Skills, Qualifications, Experience Evidence of the skills and ability to undertake the role, including experience with Excel (data analysis) and Canva (for Social Media) GCSEs to a minimum of grade C/4 in English and Mathematics grade C minimum (or equivalent level 2 qualification). Good IT skills with working knowledge of standard Microsoft Office software. Ability to take responsibility for specific tasks, carrying out duties without needing to refer to others, with scope for some choice and using your own judgment. Ability to work on your own initiative. Ability to proactively contribute to improving processes and for proposing new ways of working. Excellent communication skills, with the ability to communicate clearly and effectively with others. Well organised with the ability to prioritise work proactively, independently and as part of a team. A good understanding of how to deliver excellent customer service. Experience of using and maintaining complex work systems e.g. student databases/finance record systems/HR systems or equivalent, and an aptitude for learning new IT packages and systems. The ability to cope with change in a fast moving, dynamic environment where change is often required immediately. An understanding of the importance of equality and diversity in the workplace. The ability to identify and respond to equality and diversity issues in line with relevant policies and procedures and how to respond to issues in line with relevant policies and procedures. Dimensions You will not be required to line manage anyone in this role or manage a budget. Planning and organising You will be required to manage and prioritise a varied workload to deliver within required time frames. There is also a need to maintain an awareness of activity across the department and wider University as appropriate. Problem solving and decision making You will be working under the direction of a senior manager, but with the autonomy to deliver the outputs required. You will be working within the framework of existing policies, processes and procedures for the department. You will take day to day decisions on what advice to give and for responding to and resolving queries. For any informal queries, please contact Ruth Geen (r.geen@bham.ac.k) The University of Birmingham restricts all students to working up to 20 hours per week during term time for a maximum of 13 consecutive weeks. If your application is successful and your course does not follow the usual academic term timetable (e.g. PGT, PGR or PhD student), you and your supervisor must formally agree vacation periods if this role exceeds 20 hours per week. In addition to this, please be aware if you are an international student you will be required to apply to the Registry for the appropriate authorised absence. You are only eligible to apply to this role if you are a current University of Birmingham student. If you are not a University of Birmingham student your application will not be considered. To work you will need to carry out a right to work check. These checks will need to be completed prior to work commencing. Regarding the use of AI in applications, we review hundreds of applications and shortlist candidates based on their unique perspective, motivations and potential. Cover letters generated through, or edited by, AI tools (e.g. ChatGPT or CoPilot) are easy to identify. They produce generic answers and will not score highly enough to progress. You may use AI tools for research, but all written content in your application must be your own work. Authenticity and originality are key to standing out in this process. Due to the high volume of applications we receive, we’re unable to contact all applicants individually. You can check the progress of your application by logging into the Worklink jobs portal using the same email address you used to apply. If you haven’t heard back within six weeks of the closing date, please assume your application has been unsuccessful. Our Shared Values Ambitious We are confident in the University of Birmingham and project this globally. We are focused on our goals, are clear about our strengths, and pursue our own direction. We are bold and take intelligent risks. Innovative We enjoy being the first to do things. Inspired by our Birmingham heritage, we are resourceful, creative, grounded, and practical, and seek to make a real and positive difference to the world around us. Open We welcome colleagues, collaborators, and students from across the world to work and study with us. We are committed to academic freedom, freedom of speech, and equality of opportunity for all. We expect everyone to act with sensitivity, respect, and fairness. Collaborative The major challenges facing our city, nation, and the world cannot be solved if we act alone. We enhance our research and education by pursuing creative partnerships within and beyond the University. Responsible We operate with transparency, trust, and respect. We value our role as an anchor institution for Birmingham. We strive to be an excellent employer, to reduce inequalities in access to education, and to place sustainability at the heart of our work.