Academic Administrator

Reference
1095191

Branch
UCL

Start date
06/05/2025

Duration
6 Months

Hours and days
36.5 hours

Dress code
Not Applicable

Rate of pay
£18.88

Holiday rate
£3.53

Role

Unitemps are recruiting for a Academic Administrator within the Directorate department. The role is to work the date of 6th May 2025 and will run until 7th November 2025 full time at 36.5 hours per week . Payment is set at £18.88+ holiday pay per hour and the role will be HYBRID based.

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 Administrator and Head of Department with the organisation of departmental events, including booking rooms, ordering catering, and organising audio-visual support
• Assisting the Departmental Administrator and Head of Department 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 Administrator and Head of Department to ensure that departmental activities meet UCL’s sustainability targets: e.g., reducing waste, recycling, using greener travel options where at all possible.

Estates and Facilities

• Managing department meeting rooms; taking booking requests and maintaining an accurate calendar of bookings.
• Monitoring and maintaining office supplies (including stationery) and equipment and supporting Departmental Administrator with office maintenance and moves by working closely with IOE Facilities, suppliers and contractors.
• Supporting the Departmental Administrator and Head of Department to ensure that Health & Safety policies and guidelines are adhered to, by helping to maintain local records, directing staff queries and working with IOE and UCL Health and Safety staff.

Human Resources

• Supporting the Departmental Administrator with HR-administration: e.g. recruitment support, checking Right to Work documents, assisting with new starter inductions, setting up academic visitors, and providing any other support to the Departmental Administrator as required.
• Assisting the Departmental Administrator with processing staffing/contract/payment requests.

Finance and Procurement

• Raising purchase orders and invoices, advising staff on procurement and expenses policies, and assisting DA with new supplier requests where necessary.
• Assisting staff with the booking of travel and accommodation via UCL’s approved supplier where necessary.

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, 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 (2 days in the office)

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 15th April 2025. Interviews will be held 28th April 2025

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.