Details
1097593
University of Warwick
28/07/2025
Other - See Job
36.5 hours per week / typically 09:00 – 17:00 Monday to Friday with minor flexibility around start and end times
Smart Casual
Pay
£12.83
£1.55
Description
Role
The University of Warwick’s Student Experience Team is looking for a Temporary Welcome Admin Assistant to support the delivery of this year’s Airport Transfers project and Welcome Week activity.
This is an exciting opportunity to join a highly motivated team, delivering an inclusive, enriching and vibrant welcome to give every student the best possible start to life at Warwick.The University’s first Welcome Week was held in 2018, and this large scale, cross-institutional project is still evolving and adapting to the needs of students. The project includes a comprehensive suite of communications targeted at students before they arrive, academic induction to help them get ready for their studies and a programme of other events themed around building community and making friends, encouraging independence and helping them find their way around campus.
An important element of our offer to students is an airport transfers scheme for new international students arriving in the UK. We are also focusing on the quality of our Welcome Week Timetable, ensuring our programme of around 1,700 events is well organised and well presented. This temporary role has been created to specifically support with these two areas, while also supporting with the delivery of Welcome Week on campus, including the preparation of materials and equipment for our Welcome events.
We are looking for someone who has both an enthusiastic approach and a meticulous eye for detail. You’ll be a great communicator and experienced with working with a variety of stakeholders at different levels.
A creative approach to solving problems, experience of working in Higher Education and project management skills would also be desirable.
Duties and responsibilities
1. To support the administration and operations of Airport Transfers for new International Student’s arrival. This includes, but is not limited to:
- Providing excellent customer service when handling queries
- Handling queries about booking the National Express Transfers
- Co-ordinating the bookings for the campus shuttle service and scheduling resource to meet demand
- Ensuring clear communication with University Stakeholders.
- Handling booking and other enquiries, and providing excellent customer service
- Assisting with the scheduling of Welcome Team rotas, training and supporting documentation to service the Airport Transfer Service.
2. To assist in the scheduling of the Welcome Week Timetable. This includes, but is not limited to:
- Resolving scheduling, rescheduling and room booking queries related to the timetable of Welcome Week events.
- Proofreading and editing descriptions of events.
- Correctly categorising, tagging and assigning audiences and filters to events.
3. Answering new student and staff enquiries. This includes, but is not limited to:
- Sharing responsibility for the team’s resource email accounts as the front line for all enquiries from a range of stakeholders, including University colleagues and new students.
- Problem solving and resolving issues and complaints and escalating where necessary.
4. Welcome Week event support. This includes, but is not limited to:
- Supervising student staff.
- Supporting with the set-up, operation and pack down of events. Specifically, to organise packing lists and transport of materials..
To undertake other ad hoc duties as required by the team in line with the grade of this role.
The role is full-time (36.5 hours per week), typically 09:00 – 17:00 Monday to Friday with minor flexibility around start and end times. Flexible working can be accommodated, with the expectation of at least 2 days on campus, one of which should be Wednesday. You may work all 5 days from campus, if you prefer.Some weekend work and shifts outside of normal working patterns will also be required in support of Arrivals (Thu 25th – Sun 28th September 2025) and Welcome Week (Mon 29th September – Sun 5 October 2025). During this period, the role will require all work to be completed on campus.
Skills and experience
Essential Skills & Experience
- Educated to A-level or equivalent experience.
- Highly organised with the ability to follow project plans and timelines and record actions and risks.
- Meticulous attention to detail.
- Ability to work flexibly and adapt to change as projects progress, working effectively with all stakeholders.
- Understanding of organisational support for events.
- The ability to manage multiple demands, balance competing priorities whilst meeting tight deadlines.
- Excellent written and verbal communication skills, with the ability to communicate with all stakeholders to support effective collaboration.
- Excellent IT skills, including use of Microsoft Office, internet & email, digital communications, web editing and database management.
- Excellent interpersonal skills.
- The proven ability to apply initiative and effectively manage own workload.
- Excellent team skills with an approachable and enthusiastic attitude.
Desirable Skills & Experience
- An understanding of event delivery or project management, particularly scheduling and logistics.
- An understanding of university administration and a broad understanding of the challenges new students face on arrival at University, and whilst making the transition to the demands of University life.
- A responsive and creative approach to problem solving.
- A current or recently graduated Warwick student with an understanding of student life at Warwick..
Location
University of Warwick
Additional information
Job closing date - Midnight 15.06.25