Programme Administrator - £14.72ph plus Hol Pay - Central London
Start ASAP for three months initially
The Programme Administrator will be part of the Programme Administrative Team. The Team is responsible for the day to day running and the financial and space planning of the Programme and all its administrative aspects.
- Supporting the recruitment process including organising salary costings, coordinating recruitment paperwork, and organising interviews (room booking, scheduling dates with the interview panel, meeting and greeting candidates).
- Induction of new staff, students and visitors: ensuring that new members undergo necessary safety inductions, have appropriate ID badges and other forms of access and permissions and giving them a tour of the Institute.
- Monitoring the Probationary Review Process: liaising with the relevant line managers to ensure that probationary reviews are completed on time and the paperwork submitted.
- Monitoring the Appraisal Process: liaising with the relevant line managers to ensure that appraisals are carried out annually and to alert the Programme Head to any problems.
- Monitoring the End of Contract Process: liaising with the relevant line managers to ensure that end of contract meetings are held in a timely manner, and that the necessary paperwork is submitted to HR including ensuring that remaining A/L has been calculated accurately.
- Dissemination of relevant HR policies.
- Approving sickness and leave requests.
- Providing HR with data on sickness, appraisals, probationary reviews, maternity and paternity leave information and details of honorary staff etc. as requested.
- Processing one-off payments for casual work.
- Notifying investigators of upcoming funding end dates and potential under/overspend, running financial reports, following up queried transactions, and recharging expenditure.
- Submitting online expense claims, ensuring all receipts are electronically attached.
- Providing staff and students with general support in connection with purchasing and expenses queries, including chasing outstanding invoices, expense claims and dealing with suppliers.
- Raising purchase orders and clearing any commitments which are no longer valid.
- Raising sales invoices.
- Registering new suppliers and customers with central Finance.
- Submitting online expense claims.
- Administration of petty cash including monitoring vouchers and organising the top up of petty cash.
- Block-booking rooms for the Programme’s seminar and workshop programme.
- Organisation and delivery of flagship events, including booking rooms, liaising with speakers, updating web information, ordering catering, booking travel and accommodation for visiting speakers.
- Supporting the organisation of internal research meetings and seminar series.
- Organising and servicing Programme and Section management meetings.
- Organising Programme social events.
General Administrative Duties
- Acting as the first point of contact for the Programme, ensuring that all post, emails, telephone enquiries and responded to, and that visitors are greeted.
- To manage, control and order stationery and office equipment for the Programme.
- Liaising with the Estates or external suppliers where necessary to arrange repairs.
- Perform internet and intranet searches to acquire information such as media coverage, grant conditions and deadlines, internal policies and procedures or contact names and addresses.
- Composing letters, emails and other correspondence on behalf of the Senior Managers.
- Assisting in the management of diaries and timetables for Senior Management.
- Preparing documents for meetings, talking notes, preparing PowerPoint presentations and supporting meetings, working groups and presentations.
- Organising, co-ordinating, and sourcing briefing materials and follow-up.
- Liaise with internal and external contacts to co-ordinate the setting up of meetings and conferences.
- Arrange travel and accommodation and compile itineraries and prepare papers in advance of meetings.
- Organising couriers and taxis.
Skills / Abilities
Demonstrate initiative in prioritising work under pressure of competing demands, maintaining high standards while working to tight deadlines
Excellent organisational skills, including the maintenance of efficient office systems
Able to work under minimal supervision, recognising when advice/input needs to be sought
Excellent numerical, verbal and written communication skills including accurate grammar, spelling and punctuation, minute taking and ability to monitor budgets effectively
Ability to liaise effectively with people at all levels whilst exercising discretion and preserving confidentiality where necessary
Advanced skills in Microsoft office applications, including Internet use and website management
Significant experience of working in a busy office environment preferably in a Higher Education/academic establishment or NHS environment
Experience of working collaboratively as part of a team
Understanding of the University structure and culture and context of the pressures and challenges facing Higher Education
Due to time constraints and the number of applications we will only be able to respond personally to successful candidates. Hopefully you will be one of those. If not please do feel free to send your CV again for any other positions that are of interest.
Gray & Associates is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.
- Financial Administration
- Microsoft Packages
- Human Resources Administration
- Educational Administration
- Event Support