This is a key role to ensure the successful impact of NBIF's research outputs. The post holder will provide support for the Director of NBIF and other staff with the administration of projects, the running of the facility with operational tasks and support in the management of multiple projects through the provision of significant and high‑level project management support as directed by the Director of NBIF. Working closely with academics in NBIF, the Project Officer will support the day‑to‑day activities and administration at the start of projects as they move into set‑up and delivery. This role will involve duties liaising with key internal stakeholders such as HR, the Research Strategy and Services Division, finance and the buying team. It further involves reviewing financial expenditure and communicating information, guidance and regulations to project participants. The post holder will also contribute to the planning of events and meetings and assist the Director of NBIF in the successful delivery of these activities. The post holder will liaise widely with NBIF, School and College‑level colleagues and external stakeholders. Project Officers will support 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, use your initiative and planning skills to set your own priorities to ensure progress is maintained as expected, identifying issues and proposing solutions.
Key Responsibilities
* To support the NBIF's lead academics liaising with HR, the Research Strategy and Services Division, Finance, Procurement, Estates and Legal to support the running of the facility.
* Support with the running of small projects, especially industry‑facing, which includes the tendering process, initiating invoices, liaising with the industrial lead and providing financial reporting.
* Carry out project planning activities.
* Identify milestones that need to be adhered to.
* Collect and analyse data.
* Track milestones and key performance indicators.
* Develop and propose solutions for any issues.
* Recommend improvements to project management.
* Prepare progress reports for project boards or other meetings.
* Assist in budgetary monitoring and management, including reporting.
* Manage stakeholder relationships, maintaining regular contact with internal and external stakeholders to understand requirements.
* Assess and escalating issues and risks as appropriate.
* Support with a wide range of project operational duties to include project recruitment and procurement.
* Perform any other project‑related requirements as deemed necessary by the Director of NBIF for successful project delivery, including possible travel in line with project deliverables.
* Monitor budgets and accounts, tracking spend against NBIF accounts and ensuring spend remains within the funding envelope.
* Provide administrative support for the NBIF advisory boards, liaising with the Chairs of the boards, issuing invites and agendas and compiling minutes after the meetings.
* Prepare progress reports for project boards (where they are held), plan projects and deliver on sub‑projects/small projects as defined on a continuing basis.
* Draw up project plans, including key performance indicators and identifying milestones as appropriate.
* Support the Facility Manager with Construction and Design Management (CDM) documentation, engaging with Estates and the Health and Safety Executive (HSE).
* Maintain a log of maintenance contracts and schedule maintenance for NBIF equipment and fleet to ensure the facility can function.
* Develop communication plans, presentations and promote projects and outcomes, maintaining NBIF's website.
* Facilitate industry engagement activities including industry meetings and workshops, maintaining an NBIF visitor log and monitoring visitor availability for NBIF to ensure the academic team is available for tours.
* Provide support to the Director of NBIF.
* Develop and identify suitable processes for project management and delivery, sharing information across the wider team, updating timelines and managing resources in conjunction with the wider NBIF team.
* Work closely with the University/College finance team, procurement, and college finance and HR.
* Support the Facility Manager with engagement with Estates regarding repairs to NBIF or changes required to the fabric of the facility.
* Support the Facility Manager and the Director of NBIF with engagement with NBIF's contractor regarding ongoing maintenance aspects.
* Lead on the NBIF annual report together with the Director of NBIF, working closely with the University's media team.
* Assist the NBIF Director in ensuring the accurate allocation of NBIF studentships and stipends, in close collaboration with the School and College PGR teams.
* Work with the wider School of Engineering Project Officer Team and the Research Administration Manager to support the delivery of the School research strategy.
* Maintain up‑to‑date knowledge of project management methodologies and work with the wider Project Officer community (School and College) to develop best practice for post‑award support.
* Determine short‑term priorities for work and maximise quality, efficiency and continuity.
* Assist in the evaluation and review of projects.
* Support the University's sustainability agenda through resource‑efficient working.
* Promote equality and value diversity, acting as a role model and fostering an inclusive working culture.
Key Competencies
* Plan and organise work and resources to ensure on‑time and (where applicable) on‑budget delivery.
* Set priorities and quality standards for a wide range of tasks and duties.
* Contribute to written documents, for example internal guidelines, taking account of audience.
* Operate with limited supervision within established work procedures.
* Anticipate and identify issues in own area based on experience.
* Make appropriate suggestions for improvements and implement them when agreed.
* Facilitate change and articulate implications and benefits to others.
* Focus on determining short‑term priorities of work area, maximizing quality, efficiency and continuity.
* Quickly develop an understanding of the working area and how it contributes to the success of the University.
* Display an interest in how the University operates beyond own working area; develop and share this knowledge with others.
* Develop and maintain excellent working relationships in own area, and more widely as required for collaborative opportunities.
* Communicate clearly and openly with others both within and external to the University, using a range of communication skills and strategies to gain commitment to a course of action.
* Demonstrate collaborative working at all times, including with others outside the immediate work area.
Qualifications
* Educated to Degree level (or equivalent), and/or significant practical relevant experience and expertise in a similar role.
* Demonstrable experience of budget preparation, together with tracking and monitoring of budgets.
* Experience of managing complex information and queries within project delivery.
* Highly proficient IT skills, including the wider MS Office suite of programmes.
* Evidence of literacy and numeracy, with the ability to write clearly, and to analyse information and data.
* Ability to understand policy, processes and procedures, recommending improvements and implementing changes when required.
* Excellent analytical skills used to produce reports, identify and resolve issues decisively.
* Excellent interpersonal skills, with the ability to inspire confidence and to provide clear and effective direction to a range of colleagues and deliver excellent customer service.
* Ability to work autonomously and as part of an effective and high‑performing team.
* A high degree of professionalism, diplomacy, and the ability to exercise discretion regarding the handling and management of sensitive information/issues.
* Ability to use initiative, personal judgement, resourcefulness, flexibility, with a self‑motivating approach.
* Ability to work effectively in a large, complex organisation, and to develop an understanding of the University and the higher education sector.
* Knowledge of the protected characteristics of the Equality Act 2010, ensuring that those with protected characteristics are treated equally and fairly.
Desirable
* Experience working in an operational role or an administrative role supporting wide‑scale research in an academic setting.
* Experience of using project management tools.
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/coordination/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.
Role Summary
This role is based within the School of Engineering (College of Engineering and Physical Sciences) and is part of a wider, dynamic and exciting professional services team. The School, which is the largest in the College, is a multi‑department School comprising the disciplines of Civil Engineering, Mechanical Engineering, and Electronic, Electrical and Systems Engineering. The National Buried Infrastructure Facility (NBIF) is a new £27.2M facility. NBIF is a national and international facility enabling large‑scale research on topics such as buried infrastructure, soil improvements, soil‑structure interaction, tunnelling, sensor development and evaluation, leak detection and geotechnical and structural engineering. Experiments can be conducted in the large‑scale pit (25m x 10m x 5m), on the strong floor using steel frames or smaller above‑ground tanks, in a small centrifuge or using our digital capabilities. NBIF is part of the UK Collaboratorium for Research on Infrastructure and Cities (UKCRIC – www.ukcric.com), which comprises a number of universities working together to deliver joint‑up thinking in the area of infrastructure and society by encouraging disparate areas of infrastructure to work collaboratively with each other.
We believe there is no such thing as a ‘typical’ member of University of Birmingham staff and that diversity in its many forms is a strength that underpins the exchange of ideas, innovation and debate at the heart of University life. We are committed to proactively addressing the barriers experienced by some groups in our community and are proud to hold Athena SWAN, Race Equality Charter and Disability Confident accreditations. We have an Equality Diversity and Inclusion Centre that focuses on continuously improving the University as a fair and inclusive place to work where everyone has the opportunity to succeed. We are also committed to sustainability, which is a key part of our strategy.
#J-18808-Ljbffr