IAS Administrative Assistant

Reference
1106915

Branch
University of Warwick

Start date
01/02/2026

Duration
6 Months

Hours and days
21.9 hours (3 days)

Dress code
Smart Casual

Rate of pay
£13.01

Holiday rate
£1.57

Role

To provide high quality administrative support, contributing to the smooth operation of the IAS funding programmes and facilities. The duties and responsibilities will vary to adapt to the changing needs of the department. Core responsibilities will require the post holder to work under the direction of the Strategic Programmes Manager and with other administrative staff to ensure the timely administration of applications to IAS schemes, assisting with financial administration and day-to-day office administration.

HOURS: 21.9 hours (3 days)

DAYS: Working hours are flexible, but in-office days are expected on Tuesdays and Wednesdays. 

 

Duties and responsibilities

1) Administrative and Office Support

• Assist with travel and accommodation booking for IAS fellows 
• Assist the IAS Project Managers with their administrative duties
• Provide reception support for visitors
• Monitor the IAS resource account in conjunction with other staff
• Provide support for IAS events, including catering orders, event registration, and on  the day event support.
• Maintain the IAS website and create new webpages when requested
• Undertake general office processes, including electronic file maintenance and data collection.
• Creation of marketing material, including event flyers, newsletter and annual report
• Other administrative duties as required

2) Financial Administration

• Ensure compliance with University Financial procedures
• Process expense and travel claims
• Prepare purchase orders and process invoices
• Maintain financial records of awards and office expenditure
• Produce project finance reports from SAP (automated finance system) & other reports on IAS activity as required
• Monitor under/over spend against project awards

3) Funding Scheme Support

• Assist with the processing of applications and awards
• Maintain and update award files, electronic application and award databases in a timely manner
• Monitor award acceptance and final report documentation
• Act as a point of contact for queries from award holders and academic departments

Skills and experience

• Educated to A Level standard or equivalent
• Previous administrative experience, including an up-to-date knowledge of MS Office
• Experience in financial administration
• Experience in using SAP or other automated financial systems
• Excellent IT skills: the ability to use databases, spreadsheets and make website updates
• Strong written and verbal communication skills; ability to liaise with staff, students and external stakeholders at all levels
• Strong time management, organisational and general office skills
• Ability to work flexibly, as part of a team and on own initiative
• Strong attention to detail
• Ability to prioritise workload and to respond to urgent matters
• An understanding of Higher Education through study or previous work experience

Location
Hybrid

Additional information
Closing Date: 19/01/26

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