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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