Operations Senior Administrator

Reference
1103221

Branch
University of Warwick

Start date
27/10/2025

Duration
Other - See Job

Hours and days
Full time - 36.5 hours

Dress code
Smart Casual

Rate of pay
£14.07

Holiday rate
£1.70

Role

This is an exceptional opportunity for a seasoned operations administrator to make a significant impact at a world-leading university, contributing to the ambitious global growth and reputation of Warwick as we celebrate our 60th anniversary. You will be joining a fast-paced, high-performing team that is at the forefront of shaping Warwick’s brand evolution and driving international student recruitment through strategic and innovative campaigns.

The role requires a dynamic individual who thrives in an agile environment, bringing a proactive and strategic mindset to managing complex schedules and high-profile projects. Your ability to anticipate challenges, adapt quickly to changing priorities, and support the Chief Communications and Marketing Officer’s Operations Directorate in delivering on key global initiatives will be critical to your success.

This role is ideal for someone with expertise in executive and operational administration, seeking a new and exciting challenge. The successful candidate will excel at providing exceptional support to multiple stakeholders and demonstrate strong organisational skills in managing responsibilities across the Operations Directorate. These responsibilities encompass operational functions such as finance (supporting budgets), human resources, local and international travel, global events and diary management.

Key traits for success include motivation, creativity, and ambition, with the ability to work both independently and collaboratively within a close-knit team

The Marketing, Communications, Insight and Student Recruitment department sits at the heart of the University. Working with us means that no two days will ever be the same as we offer a place of possibility and challenge, where you will find a supportive environment with the scope to learn, grow, make an impact, and develop your career.

In MCI & Student Recruitment, we’re proud to work within a framework of values that we’ve co-created and agreed. These describe the way in which we as a team behave towards each other and our work. For that reason, our recruitment process will include two interviews – one based on capabilities and the other behaviours based. More information will be shared with candidates who progress to interview stage.

Our co-created values will be key for applicants to demonstrate. They are: 

CREATIVITY: Thinking innovatively of bold solutions

COLLABORATION: Working together to make things happen

AMBITION: Committing to achieving great results and impact

RESPECT: Valuing and including diverse voices and perspectives

If you are passionate about providing exceptional operational support, possess the skills to engage effectively with various stakeholders, and are excited at the prospect of helping to shape the future of the University brand, then we want to hear from you.

For further information about the MCI & SR, please visit our website https://warwick.ac.uk/services/marketing

Duties and responsibilities

1. General

To develop, manage and/or co-ordinate projects and process improvement activities across MCI, including agreeing project parameters and objectives, developing project plans and then being responsible for monitoring progress, ensuring project milestones and delivery timescales are met, consulting and communicating with staff in an appropriate manner, problem solving, budget monitoring and managing expenditure within agreed limits, designing and creating information databases, liaising with appropriate contacts in MCI and outside the department, conducting analysis, evaluating project outcomes and providing regular reports to the Operations Manager.

To provide a good level of operational administrative support, in accordance with institutional policy and procedure and GDPR regulations, including but not limited to:

• Act as first point of contact, and conduit for flow of information, between MCI and other parts of the University.
• Manage complex diary arrangements for internal and external meetings and events, including organisation of facilities, refreshments, supporting materials etc.
• Provide secretariat support for working groups including preparation and distribution of agendas and associated papers and note taking.
• Organise national and international travel arrangements, including hotel reservations and travel itineraries.
• General administrative support for departmental projects.
• Maintain appropriate electronic filing systems.
• Ensure that the MCI office space is technically well equipped, clean and tidy.
• Support the Departmental Administrator with ensuring administrative systems are effective, efficient and compliant, undertaking ongoing review and development of the same.

2. Finance/Procurement

Provide local finance/procurement administrative support, in accordance with institutional policy and procedure, including but not limited to:

• Raise purchase orders and process invoices through SAP for goods and services as required.
• Set-up new vendors on SAP, liaising with Procurement to ensure due process is followed.
• Run monthly budget reports from SAP for MCI Director(s), assisting with monitoring expenditure against budget.
• Ensure that all purchasing transactions are monitored and completed in line with year-end procedures.
• Support with the administration of various local procurement activities, including tenders and alternative procurement procedures.

3. Human Resources

Provide local HR administrative support, in accordance with institutional policy and procedure and GDPR regulations, including but not limited to:

• Oversee recruitment and selection process; ensure all relevant documentation/forms are completed, and where necessary uploaded on to SuccessFactors, organise interviews, work with agencies when required to, arrange induction schedules and on-boarding.
• Provide support and guidance on the self-service HR tool SuccessFactors, assuming the role of Local HR Administrator within the application.
• Ensure that distribution lists and structure charts (including on SuccessFactors) are kept up to date.
• Process leavers in accordance with institutional policy and procedure.
• Field and resolve general HR queries, liaising closely with, and taking advice from designated HR Business Partner

4. PA Support

• Provide pro-active PA support to MCI&SR Director(s).

Provide cover for other MCI&SR administrators as required.

Skills and experience

Essential Criteria

• Educated to A-level or equivalent, including GCSE Maths & English to grade C or above
• Related training and qualifications, e.g. in office administration, secretarial skills, business and financial processes, IT skills
• Excellent working knowledge of MS Office suite, Canvas, and JIRA
• Working knowledge of SAP, OPeRA, or a similar accounting package
• Ability to balance competing priorities, working quickly and accurately under pressure to meet tight deadlines
• High level of accuracy and attention to detail
• Ability to be proactive, use initiative, be solution-focused, and apply knowledge flexibly in a range of situations
• Experience of website management and the ability to use a database
• Proven experience of working within an administrative role in a busy office environment
• Well-developed organisational skills
• Excellent written, verbal communication and listening skills
• Confident communicator with good interpersonal skills and the ability to liaise and work effectively across teams and with a variety of stakeholders, both internal and external
• Experience of working independently, to tight deadlines, and using own initiative to solve problems, provide process improvements, and contribute to project management

Desirable Criteria

• Experience of working within Marketing or Communications

Location
Hybrid role: 3 days on Warwick campus with 2 days working from home

Additional information
Advert Closes: Midnight 19th October 2025