Institute Administrator
Overall Purpose: The Institute Administrator plays a vital role in ensuring the smooth operation and strategic development of the Institute. Working closely with the Institute Director, Officer, and Manager, this role involves:
1. High-level diary management
2. Meeting and event coordination
3. Complex travel arrangements
Additionally, the role includes administrative processes, estate and building management, financial transactions, and maintaining office procedures and records.
Key Responsibilities:
Operational
1. Manage the Institute Director’s diary and daily schedule
2. Arrange complex travel plans
3. Organise meetings and manage a shared inbox
4. Supervise and coordinate staff tasks
5. Provide guidance on operational processes
6. Maintain building induction materials and data records
7. Plan and coordinate events (room bookings, catering, AV setup)
8. Assist with recruitment and HR queries
9. Evaluate and improve office processes
Estates & Building Support
1. Liaise with Estates and House Services for maintenance
2. Manage office moves and space occupancy records
3. Organise building access for staff and visitors
4. Coordinate with IT support as needed
5. Ensure compliance with health and safety policies, including risk assessments
Finance
1. Process purchase requisitions, receipts, and invoices
2. Assist with financial forms and expenditure tracking
3. Support financial coordination for events
4. Procure IT equipment, software, and furniture
5. Resolve ordering issues and track returns
General
1. Uphold University policies, including health & safety and data governance
2. Demonstrate commitment to equality, diversity, and sustainability
3. Maintain professionalism, discretion, and confidentiality
Person Specification, Essential Skills & Experience:
1. High-level PA support, including diary and travel management
2. Strong administrative and financial coordination skills
3. Event planning and logistics expertise
4. Excellent communication and confidentiality skills
5. Ability to supervise staff and coordinate tasks efficiently
6. Organisational and problem-solving abilities
7. Proficiency in IT systems and willingness to learn new platforms
8. Experience working in a large organisation and adapting to team needs
9. Commitment to the University's values and service excellence
Other Info:
Working Week: Monday to Friday
Basic Hourly Rate: £15.19 per hour
Duration of Assignment: On-Going-Temporary
If you are interested in the above, and are actively looking for your next role, please apply now.
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