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Administrative and Communications Support Officer

Details


1091219


UCL


03/02/2025


12 Months


Par-time; 15 hours per week


Not Applicable

Pay


£20.15


£3.77

Description

Role

Unitemps are recruiting for a Administrative and Communications Support Officer. This is a part-time role at 15 hours per week. This role is for a February 3rd 2025 start date and will be for 12 months (projected end date February 2026). Payment is set at Grade 6 with a max spine point of 25. This role is UCL hybrid working with part from home and part from the office.
 

Context

The Institute was launched in November 2011, to build on previous work to tackle inequalities in health led by Professor Sir Michael Marmot and his team, including the ‘Commission on Social Determinants of Health’ and ‘Fair Society Healthy Lives’ (The Marmot Review). Recent work includes the PAHO Commission on Equity and Health Inequalities in the Americas, a Review of Social Determinants of Health and the Health Divide for the WHO European Region, Indicators for Local Authorities in England, Healthy Places, Healthy Lives, Social Determinants of Mental Health, local practice resources for public health.

Main purpose of the job:

An enthusiastic individual is sought for this part-time (2 days, 14.6 hours a week 40%FTE) post, which is available with immediate effect and is based on the Bloomsbury campus.  

The successful candidate will provide a wide range of administrative support to the UCL Institute of Health Equity within the Research Department of Epidemiology and Public Health. 

The ideal candidate must have excellent communication, organisational and time-management skills, be extremely IT literate and be able to run and manage the website, social media and support the running of the Health Equity Network. This is an exciting and dynamic environment and this post provides an excellent opportunity for the right applicant to develop a career in university administration.

Duties and responsibilities

The post holder will provide full administrative support and assist with management of the Institute’s website and other online and internal processes.Main areas of responsibility will include:

  • Organising, managing and running meetings and events for the Institute in the UK and overseas.
  • Organising virtual meetings, using web conferencing software and/or teleconferencing facilities as required.
  • Working with colleagues to manage diaries and meet and greet senior attendees at conferences and meetings.
  • Managing website design, functionality and content, proactively seeking updates from colleagues and elsewhere.
  • Checking accuracy and relevance of existing website content, monitoring usage of the website using Google analytics and respond to resulting areas of concern.
  • Managing some external communications including social media accounts and distribution of monthly newsletter, and maintenance of a subscribers list.
  • Dealing with IT queries and IT liaison within the University.
  • Managing and using article referencing database (EndNote) to support colleagues with referencing of all Institute reports.
  • Providing general office administrative support as required.
  • Arranging travel bookings in accordance with UCL guidelines.
  • Managing routine orders and deliveries, e.g. stationery/general post.
  • Maintain effective working relationships with key stakeholders across all levels such as secretaries, senior managers and colleagues in other departments/agencies.
  • Responding to external queries to the Institute or delegate to other team members where relevant.
  • Supporting colleagues in writing and publication processes, including completing formatting and editing tasks, giving and obtaining copyright permission, and liaising with external designers and printers.

In addition to these duties the post holder will be expected to be flexible in helping his/her colleagues with other aspects of the work of the Institute of Health Equity when required to do so.

They will carry out other duties as are within the scope, spirit and purpose of the job description as requested by the line manager or Head of Department.

This job description is not intended to be exhaustive and it is likely that duties and responsibilities may be altered from time to time in the light of changing circumstances, in discussion with the post holder.

Skills and experience

Education/Qualifications

  • A good general education to at least GCSE/A levels or NVQ Level II/III Administration, or equivalent
  • Secretarial/administrative qualifications or having acquired substantial relevant experience

Skills/Ability

  • Excellent IT skills in email, spreadsheets, word processing, databases and the Internet
  • Ability to work collaboratively with other members of the team, promote good working relationships and defuse difficult situations
  • Skills in website management
  • Skills using referencing packages
  • Excellent communication (written and oral) and interpersonal skills
  • A methodical and accurate approach to work with attention to detail
  • Ability to manage own workload through effective ordering of priorities and display good organisational ability
  • Ability to set and work to deadlines and willingness to work under pressure from time to time in the meeting of deadlines•    Ability to be discrete and maintain confidentiality in accordance with current Data Protection legislation
  • Ability to collate and record information accurately using a variety of media
  • Ability to develop team’s social media skills and knowledge
  • Ability to proactively gather information from the team and externally
  • Experience of working in an administrative role PA preferably in an Academic environment
  • Managing website design, content and functionality
  • Working with minimum supervision and taking responsibility for setting and meeting targets
  • Handling confidential information and communications in a sensitive and effective manner
  • Using referencing software and managing reference databases 
  • Managing external communications including twitter and newsletters
  • The Higher Education Sector (as a student or in a working capacity)

Aptitude

  • Willingness and ability to work collaboratively with colleagues
  • To display a professional attitude towards colleagues, students and others
  • Initiative and the ability to judge when to use it
  • A flexible attitude to work, including the ability to take up new tasks when required without supervision
  • Sensitivity to the relative urgency of tasks
  • Conscientious attitude to the finalisation of any given task
  • Interest in pursuing an administrative career

Location
UCL; hybrid working (part from the office at Bloomsbury Campus and part from home)

Additional information

This job will close for applications at 11.59pm on Thursday January 2nd. Interviews will be held shortly after.

*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).

*If you have a full-time contract of employment with UCL, you are not able to work through UCL Unitemps at the same time.

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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