Administrative Assistant (Part-time)

Reference
1103910

Branch
University of Warwick

Start date
18/11/2025

Duration
Other - See Job

Hours and days
18 hours per week - See advert

Dress code
Smart Casual

Rate of pay
£14.07

Holiday rate
£1.70

Role

The Warwick International Higher Education Academy (WIHEA) leads educational excellence by empowering staff and students to forge meaningful connections and vibrant communities that seek to develop, recognise, and embed outstanding learning and teaching practices.

This role is responsible for the provision of administrative and diary support to the Director and Manager of the Warwick International Higher Education Academy; co-ordinating meetings, managing stakeholder communication and data.  To be the first point of contact and provide access to information about the Academy’s services, activities and funding schemes.

It will require excellent communication, time management and organisational skills.  Ideally someone with diary and data management experience that is experienced at progressing a number of priorities simultaneously and has excellent attention to detail.

Duties and responsibilities

• Provide a professional information and administrative service to assist and support internal and external contacts, including senior, academic and professional staff, students, experts in their field and international visitors.  Advise them of appropriate activities, resources, procedures and deadlines, re-direct relevant enquiries to the Director and Manager.
• First point of contact for the WIHEA resource in-box, respond to both written and oral enquiries by assessing and prioritising the support needed or action required.
• Organise and co-ordinate internal and external meetings on behalf of the Director, including scheduling meetings, bookings for meeting rooms, sending calendar invites. Assist with the preparation of papers, agendas and minutes if required.
• Ensure all WIHEA engagement and membership data is recorded accurately and timely following events and when membership requests have been received. To include carrying out data checks and production of data reports using excel.
• Develop and maintain appropriate information management systems and processes for the Academy, in line with governance and data protection requirements and ensuring information is recorded and presented accurately.
• Be a point of contact for Learning Circles to record and maintain, membership lists and the sharing/dissemination of information relating to Learning Circles activities.
• Assist the team with ad hoc administrative tasks and support the delivery of WIHEA events.

Skills and experience

• Good general education (to at least A-level standard)
• Ideally a vocational qualification relating to IT skills such as ECDL
• Experience in an administrative role that provides diary or personalised support and preparation of papers, agenda and minutes
• Excellent communication and interpersonal skills with the ability to liaise professionally and sensitively with all levels of staff including senior level staff and provide information and advice on services and processes
• Excellent organisational and time management skills, able to prioritise calendar requests and progress several projects simultaneously
• Excellent attention to detail and accuracy
• Experience of developing and maintaining processes to track and support delivery of projects/services
• Ability to analyse information and identify which information needs further action.
• Good IT skills and an up-to-date knowledge of Microsoft Office packages including MS Teams, Outlook, Word and Excel.
• Ability to work flexibly as part of a team and undertake work autonomously
• Insight into and empathy for the student experience
• Experience of working within a large organisation or institution, ideally experience of working within Higher Education

Location
A combination of campus and working from home.

Additional information
Hours and Days: 

• 18 hours per week worked as follows:
• Must be able to work 7 hours (9am to 5pm) 1 hour lunch unpaid, each Tuesday on campus
• Remaining 11 hours to be worked flexibly over Monday, Wednesday, Thursday or Friday (flexibility available and will mainly be worked from home)
• May be required to assist/support occasional events on campus

• Predicted interview date - 12 November 25
• Start and end date: Mid-November 2025 to Mid-February 2026
• Deadline to apply: Monday 03 November 25

Apply for job