Administrative Assistant

Administrative Assistant

Our client, an Educational Institution is looking to hire an Administrative Assistant on a 35 hour per week contract until 19/5/25.

The position is to provide administrative support for the Director of Operations. The IHDI is a new unit in the University currently in the set-up phase. Part of this is the Research Institutes Technology Services Directorate (TSD). The TSD offers flexible access to research infrastructure, shared research facilities and expertise to address a critical gap in the current research ecosystem and to leverage new opportunities by establishing a coordinated, strategic approach to shared research facilities in the University. As such, the post holder will assist with the administrative tasks related to the various aspects of the set-up process.

This will include, but not limited to, supporting the administration components of the following:

• Procurement and Tendering – (admin, form filing, engaging with procurement officer, engaging with Procurement office, sending reminders, etc.)

 • Communication – email and distribution list management

• Website – circulating templates to people for information, storing the information, getting it ready for the website, requesting images from team members, requesting information from people on their bios, equipment, schedules for training and demonstrations, etc.

• Sharepoint – management and organisation i.e., document management

• Promotion – support events and initiatives, getting details and images from relevant people on events, info from the team on upcoming events, scheduling Linked In posts, scheduling emails, etc.

• Metrics – support with gathering the information from the team. Input of metrics and KPI data to a record system

• Surveys – circulate surveys developed by the team to the distribution lists

• Documents – support in gathering documents such as H&S, etc.

• Invoicing – assist the review of the billing process. Preparing and sending invoices.

• Meetings and Events – setting up meetings, catering, raising purchase orders on Agresso system, GRN, etc.

• Purchasing – Engaging with suppliers to purchase required equipment, etc.

3 Main Responsibilities.

·      Support the Director with the administrative workload and requirements associated with setting up the Technology Services Directorate.

·      Work with the Director to implement efficient administration processes for the TSD.

·      Attend meetings and capture minutes and actions

Essential skills

·      Outlook experience

·      Distribution / email list management

·      Agresso experience i.e., raising purchase orders, GRN, etc.

·      Social media experience

·      Experience in event administration i.e., booking rooms, booking caterers, etc.

·      Familiar with spread sheet software e.g., Excel or similar

·      Experience in digital document management and organisation

·      Experience in minute taking

·      Ability to work on initiative and engage with various people from early career stage to senior management

·      Ability to manage time and tasks well

·      Experience with OneDrive and SharePoint Desired skills Website administration experience e.g., Terminal Four, Shorthand, etc.

For more information, please email [email protected]