Details
1105562
University of Warwick
15/12/2025
6 Months
0.6FTE to be split over 4 or 5 days
Smart Casual
Pay
£14.07
£1.70
Description
Role
Warwick Medical School is seeking an effective and efficient Operations Coordinator to join the Warwick Applied Health Directorate Operations team. You will be responsible for providing high quality operational support including the organisation, co-ordination and administration of a range of activities to support the Warwick Applied Health Director, as well as research, teaching and professional services staff. You will use your initiative to work independently and as part of a team to manage a diverse workload and varied range of tasks.
Duties and responsibilities
1. Coordinate meetings and events, arranging seminars and workshops to include dates, booking venues, organising hospitality, costing and budgeting for the event, monitoring expenditure, preparing event materials, taking and circulating minutes, and communication with participants.
2. Provide administrative support, including diary management, drafting and responding to correspondence and managing e-mails where required.
3. Coordinate workflow to ensure efficient management of a wide variety of administrative and financial activities.
4. Book national and international travel, including flights and accommodation for staff.
5. Support the logistics and effective planning with regards to office space, office equipment (including IT equipment) and furniture.
6. Support the recruitment process, including monitoring to ensure shortlisting is undertaken appropriately, working with recruiting managers to identify and secure panel members, and ensuring panel packs are ready and available for interviews.
7. Support induction arrangements for new starters, including general and technical inductions, completing new starter forms, and setting up users on University systems.
8. Support HR processes including coordinating right to work checks, annual leave, sickness absence, development and performance review records for staff.
9. Set up and provide training and guidance on University systems, including SuccessFactors Concur, OPeRA and Viadatum.
10. Support staff in preparing and submitting expense claims.
11. Coordinate arrangements for temporary staff and payments for external contributors.
12. Contribute to the maintenance and updating of appropriate information systems to support research profile records, electronic referencing systems and other management information.
13. Maintain and update the web pages, ensuring they are accurate and up to date, liaising as appropriate with the Marketing and Communications team.
14. Receive and welcome visitors, arranging visitor car parking and refreshments as required.
15. Respond to internal and external queries as first point of contact, communicating professionally and effectively to ensure successful interaction and outcomes.
16. Support with the Honorary and Visiting Association processes.
17. Provide support to progress applications for NHS research passports.
Any other reasonable duties commensurate with the level of the post.
Skills and experience
Essential Criteria
1. GCSE Mathematics (grade C) and English (grade C), or equivalent qualifications, or level of relevant experience
2. Previous experience of providing operational and administrative support at a senior level
3. Excellent IT skills including competence in using Microsoft Office (Word, Excel, Outlook, PowerPoint), and the ability to update and maintain webpages
4. High-level numeracy skills including the ability to accurately collate and analyse data and information
5. Excellent interpersonal skills and the ability to communicate effectively and with confidence at all levels, including via email
6. Able to use initiative and self-direct work (and identify where escalation is necessary), to work quickly and accurately under pressure and to tight deadlines, and with meticulous attention to detail
7. Excellent organisational and time-management skills
8. Ability to work collaboratively and flexibly as part of a team
9. Demonstrable ability to be diplomatic and discreet and to be able to deal effectively with complex, sensitive and confidential matters
10. Demonstrable ability to operate in a proactive rather than reactive manner
11. The capacity rapidly to master new areas of knowledge and skills (a), (c)
Desirable Criteria
1. Experience of diary coordination, arranging schedules and travel, both UK and overseas
2. Experience of using OPeRA, Concur, SuccessFactors, or Viadatum, or other similar financial and HR systems
Location
Predominantly on campus at Warwick Medical School, Gibbet Hill
Additional information
Job start date - ASAP