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:

- High-level diary management
- Meeting and event coordination
- Complex travel arrangements 

Additionally, the role includes administrative processes, estate and building management, financial transactions, and maintaining office procedures and records.

Key Responsibilities:

Operational
£ Manage the Institute Director’s diary and daily schedule
£ Arrange complex travel plans
£ Organise meetings and manage a shared inbox
£ Supervise and coordinate staff tasks
£ Provide guidance on operational processes
£ Maintain building induction materials and data records
£ Plan and coordinate events (room bookings, catering, AV setup)
£ Assist with recruitment and HR queries
£ Evaluate and improve office processes

Estates and Building Support
££ Liaise with Estates and House Services for maintenance
££ Manage office moves and space occupancy records
££ Organise building access for staff and visitors
££ Coordinate with IT support as needed
££ Ensure compliance with health and safety policies, including risk assessments

Finance
££ Process purchase requisitions, receipts, and invoices
££ Assist with financial forms and expenditure tracking
££ Support financial coordination for events
££ Procure IT equipment, software, and furniture
££ Resolve ordering issues and track returns

General
££ Uphold University policies, including health and safety and data governance
££ Demonstrate commitment to equality, diversity, and sustainability
££ Maintain professionalism, discretion, and confidentiality

Person Specification, Essential Skills and Experience
££ High-level PA support, including diary and travel management
££ Strong administrative and financial coordination skills
££ Event planning and logistics expertise
££ Excellent communication and confidentiality skills
££ Ability to supervise staff and coordinate tasks efficiently
££ Organisational and problem-solving abilities
££ Proficiency in IT systems and willingness to learn new platforms
££ Experience working in a large organisation and adapting to team needs
££ 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!