Academic Administrator

Reference
1080196

Branch
UCL

Start date
20/05/2024

Duration
2 Months

Hours and days
36.5

Dress code
Not Applicable

Rate of pay
£18.18

Holiday rate
£3.40

Role

Unitemps are recruiting for a Academic Administrator within the UCL's Faculty of Education and Society. The role is to work ASAP and will run until 31/07/2024 full-time at 36.5 hours per week . Payment is set at £18.18 + holiday pay per hour and the role will be HYBRID based.

The Academic Administrator supports across Academic Departments to ensure the smooth day-to-day running of the academic departments within the IOE.

You will be expected to deliver a high-quality administrative service and as a key point of contact for academic staff, the role offers an opportunity to gain experience in a wide variety of operational activities, including financial HR, estates and facilities. In addition, the role will support the organising of departmental meetings and events, support governance and compliance activities, and provide a proactive and flexible administrative support function for departmental colleagues.

Duties and responsibilities
General Support

• Acting as a key contact point, building and developing strong collaborative, mutually supportive and effective working relationships
• Dealing with staff queries on the phone (via MS Teams), by email and in person
• Maintaining and improving and accurate records: e.g., maintaining internal databases and departmental mailing lists
• Maintaining up-to-date handbook of processes needed to effectively fulfil duties – working with the team of Departmental Administrators and Academic Administrators to ensure processes are consistent across IOE and reduce duplication of effort
• Assisting the Departmental Administrators and Heads of Departments with the organisation of departmental events, including booking rooms, ordering catering, and organising audio-visual support
• Assisting Departmental Administrators and Heads of Departments with the administration of other departmental projects as required
• Along with the team of Departmental Administrators and Academic Administrators, providing provide cover for colleagues’ sickness, annual/paid, and training leave. This will require some flexibility within workload and tasks, but training and support will be provided
• Liaising with a range of colleagues in professional services across the IOE and UCL more widely (e.g., Facilities/Estates, Finance, IT, HR, Research Operations)
• Supporting the Departmental Administrators and Heads of Departments to ensure that departmental activities meet UCL’s sustainability targets: e.g., reducing waste, recycling, using greener travel options where at all possible.

Skills and experience

• Educated to A-Level or equivalent, or demonstrable evidence of equivalent and relevant, professional administrative experience
• Strong verbal and written communication skills including the ability to interact effectively with a variety of people at all levels both within UCL and externally
• Ability to distinguish between conflicting demands, scheduling and planning work in order to meet priorities and deadlines, including the ability to analyse problems and identify potential solutions
• The ability to work independently with minimum supervision and a high level of accuracy and attention to detail
• The ability to work effectively as part of a team, contributing, motivating and supporting colleagues, to achieve team and personal goals
• Strong experience using appropriate administrative software packages including Microsoft (Excel, Word, MS Forms, Teams, Outlook) and database systems linked to HR and Finance
• Responding to colleague and stakeholder needs with the intention to provide an excellent service
• Innovating and sharing new ways to work efficiently
• Being practical and able to problem-solve
• Commitment to UCL’s policy of equal opportunities and the ability to work harmoniously with colleagues and students of all cultures and backgrounds

Location
Hybrid 40% on-campus / 60% remote

Additional information

Please note to be eligible to work within this role, you must have the right to work in the UK, be physically based in the UK and be able to travel to our London based office for a RTW check (if required). This job will close for applications at 11.59pm on Tuesday 7th May 2024. Interviews will be held shortly after.

Unitemps reserves the right to close this advert for applications prior to the date specified above, if a high volume of suitable applications are received.

Unitemps payroll is monthly, one month in arrears, please see the payroll dates here.

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