ICURe Programme Administrator

Reference
1107086

Branch
University of Warwick

Start date
26/01/2026

Duration
2 Months

Hours and days
36.5hrs Monday to Friday

Dress code
Business Dress

Rate of pay
£14.07

Holiday rate
£1.70

Role

The Project Administrator will be part of a team in Warwick Innovations delivering the Innovate UK’s ICURe (“Innovation to Commercialisation of University Research”) programme across the United Kingdom.  The role includes liaising with and supporting teams from universities as they progress through the training programmes ICURe Engage, Discover, Explore and Exploit.

Duties include receiving and logging application forms, confirming assessors to review and sending acceptance/rejection emails to applicants, making administrative arrangements for the training programme including booking venues, preparing joining instructions, checking teams’ expense claims, entering team progress data, processing invoices received and coordinating with finance department contacts at Warwick and at the teams’ universities and Innovate UK.  Plus support the ICURe Programme Manager and Directors.  During residential training days, the Project Administrator will attend to handle the teams’ enquiries and on-the-spot administrative arrangements.

Duties and responsibilities

Administrative Support: 

• Provision of day-to-day administrative support including supporting the Principal Investigator,  and other colleagues with requests for information, and updating and maintaining project documents and systems.
• Gathering, maintaining, and organising collaboration documents, project descriptions, CVs, reports, and letters of support.
• Acting as a point of contact for the project and responding to queries.
• Providing support with purchasing and finance including raising OPERA requests, processing orders on SAP, and tracking procurement and payments.

Meeting Support:

• Provide administrative support and create reports for management meetings and the Monthly funder meetings. 
• Co-ordination of suitable meeting dates, booking rooms, arranging catering, and setting up IT/AV equipment.
• Drafting and circulating agendas, taking minutes and actions of the meeting, and circulating minutes following the meetings. Ensuring that actions are completed prior to the next meeting.

Travel Management and Event Organisation:

• Responsible for managing project travel arrangements. This includes searching for appropriate flights, trains, and accommodation, liaising with the University travel agent, placing the booking, and making relevant visa arrangements, if required.
• Processing travel expenditure claims.
• Assisting in the organisation of events, workshops and seminars including the annual showcase for the programme; this includes scheduling dates, booking rooms or venues, setting up IT/AV equipment, arranging catering, organising marketing material, providing guidance for delegates/participants, and attending the events to ensure their smooth running.

Other Administrative and Project related Duties as required: 

• As part of the wider ICURe Project Team and the Warwick Innovations team, contribute towards administrative process improvements, provide support during busy periods and absence, and ensure a professional administrative service of the ICURe programme.
• Maintenance of filing systems, records, and databases, supplying information for the maintenance of the ICURe programme website, scheduling, timesheets, and any other duties within the remit of the role as required.
• To always act with professionalism and show respect to colleagues and understand and adhere to the University's value of dignity at work. Collaborate and support all teams with which they come into contact to achieve the University's goals.

Skills and experience

• Educated to A level or equivalent with A-C in GCSE English or Mathematics or equivalent .
• Demonstrable previous experience of providing high level administrative/project support
• Excellent IT skills particularly Excel with good Outlook, Word and PowerPoint experience.
• Excellent written and verbal communication skills – with the ability to communicate in a calm and professional manner at all times to staff and external stakeholders at all levels.
• Experience of dealing with sensitive issues with tact and diplomacy.
• Strong attention to detail and the ability to work to deadlines.
• Independent problem solving and analytical skills.
• Resourceful and the ability to work under pressure.
• Strong teamworking skills together with the ability to work on an individual basis.
• An ability to work collaboratively and effectively with academic and administrative colleagues, and with colleagues outside the University to promote collegiality.
• Ability to work flexibly in line with programme needs- working outside standard hours may be required.

Location
University of Warwick, Junction Building

Additional information
Closing Date: 20/01/26

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