Institute Administrator

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 & 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 & safety and data governance
✔️ Demonstrate commitment to equality, diversity, and sustainability
✔️ Maintain professionalism, discretion, and confidentiality

Person Specification, Essential Skills & 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!