Position Details Dubai Operations Discipline: Executive Support University of Birmingham, Dubai campus Salary: Competitive Grade 6 No. of positions: 1 Full time Location: Dubai, UAE Closing date: 15th October 2023
University of Birmingham Dubai Having established ourselves in Dubai International Academic City in 2018 we have now moved to our new state-of-the-art campus which opened in Sept 2021. These posts represent an excellent opportunity to join an ambitious World Top 100 University as we continue to grow our long-term strategic mission in Dubai, the UAE and the wider region. Our campus reflects the very best of Birmingham through our presence in Dubai. Background Professional Services Ethos Our ethos as a Professional Services team has been developed in line with the principles of being a Birmingham Professional. In Dubai this means that all Professional Services colleagues seek to collaborate effectively to ensure the needs of the whole campus community and our stakeholders are met. We work constructively together to provide a flexible range of service and support that adapt to the changing needs of the campus as we grow. There are specific focal points in the academic cycle when all Professional Services team members will be expected to contribute regardless of their primary role, for example Welcome or Graduation. In addition, the duties listed below are illustrative of the general nature and level of responsibility of this post which is likely to change over time in response to the needs of the campus and as you develop your experience and skills. You will have the opportunity to develop and may also need to specialise your duties further, over time, in agreement with your manager. To contribute to the success of the team and the University\xe2\x80\x99s vision for the Dubai Campus the Professional Services team will be seeking to continue to recruit and develop colleagues who display:

• a high level of intellectual aptitude;
• strong agility and a portfolio of skills that can adapt to meet changing circumstances;
• an innovative and creative mindset; and
• both an enterprising and entrepreneurial nature to support our growth and pursuit of excellence.

Department Overview The Executive and Corporate Office represent the Senior leadership of the University of Birmingham Dubai and support the delivery of central corporate services which include Client Relations, Finance, Human Resources, Campus Operations, and in collaboration with Student Services, administering outstanding student-centred customer service. All members of the office work to execute the mission set out by the University\xe2\x80\x99s Executive Board and Council and are required to work closely with colleagues from the Edgbaston campus to ensure that governance, policy and processes are effective and meet the needs of the wider university. Role Summary As the Executive Assistant in the Dubai Executive and Corporate Office you will be responsible for a broad range of complex executive support for our Senior Leadership. 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 successful candidate will act as a key stakeholder in the Executive & Corporate Office and work collaboratively with colleagues based in both Edgbaston and Dubai. They will be responsible for daily operations and the efficient functioning of the office, maintaining the accuracy of records and files, governance papers and handling administrative tasks. Main Duties General:

• Promotes equality and values diversity acting as a role model and fostering an inclusive working culture.
• Actively manages equality, diversity and inclusion through monitoring and evaluation and actively challenging unacceptable behaviour.
• Undertake continuous personal and professional development.

Main: Executive Assistance and Administration

• Undertake complex diary management making decisions on the best use of time and planning around six to twelve months ahead.
• Proactive inbox management, with confidence to make decisions on behalf of others where appropriate.
• Arranging complex travel including booking flights, hotels, transfers, and organisation and planning of itineraries, ensuring best use of time and taking into account budgetary constraints.
• Proactive preparation and collation of meeting-related papers, working collaboratively to determine what information might be required in advance of a meeting, articulating clear deadlines for submission.
• Attending meetings to provide high-quality committee support to our executive leadership, taking minutes and following up as appropriate.
• 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.
• Support the management, development and implementation of operational processes and systems to improve delivery, and the campus experience for both staff and students.
• Responsible for monitoring budgets including processing payments, authorising expenditure, raising concerns where finances are not in line with the appropriate budget.
• Procuring goods and services through the University system liaising with colleagues in the UK where required.
• Updating and writing contents for the department\xe2\x80\x99s external and internal communications.

HR Administration

• Liaising with colleagues in Edgbaston, you will be responsible for supporting recruitment of academic staff by acting as key liaison point between Schools and the Recruitment Team at Edgbaston, drawing together adverts and further particulars and ensuring recruitment is progressed promptly, including arranging selection activities as appropriate.
• You will support the onboarding of new staff and a programme of activity throughout the year working with colleagues that make up the HR Function in Dubai.
• Keep abreast of legal compliance and UAE Labour law requirements and advise on changes where appropriate.
• Maintain good knowledge of local labour and immigration laws.
• Support the processing of staff VISAs, including renewals and cancellations via the AXF Portal.
• Maintain a high level of accuracy whilst processing applications in a timely manner.
• Maintain a monthly report of VISA processing to be reviewed by key stakeholders.
• Draw on previous knowledge and experience to drive solutions to more complex queries.
• Administer medical health checks in collaboration with external stakeholders.
• You will be responsible for the administering of staff expenses are processed and remitted to Edgbaston.
• You will act a key stakeholder helping to find resolution to general queries and working collaboratively with colleagues in Dubai to support staff locally.

Other Duties:

• Develop skills and undertake responsibilities as appropriate which will fulfil the purpose of the role and support the success of the organisation.
• Participate and contribute to organisational/team meetings as required.
• Any other duties relevant to the needs of the organisation and as directed by the Executive Office Manager.
• Excellent oral and written communication, with attentive listening abilities

Required Knowledge, Skills, Qualifications, Experience

• Understands the importance of equality, diversity and inclusion in the workplace.
• Ability to identify and respond to equality and diversity and inclusion issues in line with relevant policies and procedures.
• Previous experience in a role offering HR information and advice, or dealing with recruitment.
• Ability to identify and implement improvements to services.
• 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.
• Proven ability to plan ahead and anticipate requirements, proactively planning own (and sometimes others\xe2\x80\x99 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.
• Discretion and trustworthiness: you will often be part of confidential information.
• Tact and diplomacy.
• Willingness to carry out high-level administrative tasks.
• Strong planning skills in a fast-paced environment.
• Attention to detail and problem-solving skills.
• Excellent analytical and problem-solving skills with a proactive approach to finding and proposing solutions to challenges.
• Proven ability to collaborate effectively across different teams and cultures, strong relationship building skills and service-oriented attitude.
• Proven ability to multi-task and keep track of several projects running in parallel Advanced computer skills and strong IT literacy.

Dimensions

• This role will require you to exercise personal initiative within and beyond the Executive Office, including when managing staff and budgets. You will also offer proactive advice on HR-related matters.

Planning and Organising

• You will be required to plan and organise the team and service and ensure that the service works with other areas in Dubai.

Problem Solving and decision making

• You will be expected to develop approaches proactively, rather than just tackling problems as they arise. You will recommend improvements to services.

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.

Valuing excellence, sustaining investment We value diversity and inclusion at the University of Birmingham and welcome applications from all sections of the community and are open to discussions around all forms of flexible working .
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