Doctoral Training Programme Administrator

Reference
1107422

Branch
UCL

Start date
02/02/2026

Duration
2 Months

Hours and days
18.25

Dress code
Not Applicable

Rate of pay
£23.11

Holiday rate
£4.33

Role

Unitemps are recruiting for a within the Doctoral Training Programme Administrator within the Psychology & Language Sciences department. The role is to work the date of 2nd February 2026 and will run until 30th April 2026 part-time at 18.25 hours per week. Payment is set at £23.11+ holiday pay per hour and the role will be HYBRID based.

Duties and responsibilities
Administrative support to the Ecological Brain DTP and UCL-Wellcome 4-yr PhD in Mental Health Science

• Responsible for tracking, supporting, and keeping meticulous records of all aspects of student progression, including recruitment and interviews, admissions and registration, research proposals, upgrades, and vivas
• First point of contact to current and prospective PhD students, including signposting to appropriate support and alerting the Directors of potential problems when relevant
• Maintain the DTP website and actively engage with social media content relating to the DTP
• Ensure communication and collaboration across students, academics and Wellcome Trust
• Responsible for finances related to the PhD students including fees, stipends, and research training funds and the Wellcome Transition Fund
• Organise and run the annual induction days and symposia for PhD students
• Keep accurate and up-to-date records of PhD students in line with UCL data regulations
• Keep records of PhD student attendance in line with UCL policies and procedures, including the UCL Engagement Monitoring exercise
• Maintain accurate record of upgrade and submission rates and provide statistics for quality assurance to report to the funder
• Ensure desk space for new students and visitors and maintain accessibility to UCL buildings and its facilities for all members of the DTPs
• Support Executive Board meetings by organising, circulating papers, and taking minutes
• Keep the DTP booklets for students and supervisors up-to-date and visible/readily accessible
• Actively follow and promote UCL policies, including Equal Opportunities
• Maintain an awareness and observation of fire and health and safety regulations
• Maintain an awareness of and adherence to divisional and UCL Green Awareness guidelines
• Undertake any other duties consistent with the grade of the role, as advised by the DTP Directors

Administrative support to Prof. Gabriella Vigliocco

• Diary management
• Meeting scheduling
• Events organisation
• Preparation of letters and reports
• Management of departmental expenses and documentation
• Travel arrangements and booking
• Co-ordination of staff recruitment
• Maintaining lab website and social media accounts
• Acting as a first point of contact

Skills and experience

• Education, Qualifications and Training: Higher education to degree level or equivalent, or substantial relevant experience
• Evidence of continuing professional development including regular attendance on internal and external study programmes

Skills and Ability

• Ability to prioritise work under pressure of competing demands from busy senior staff without conflict and at the same time maintaining high standards to tight deadlines
• Ability to exercise discretion and preserve confidentiality
• Strong analytical and organisational skills with solution‐led approach
• Ability to work independently using well developed initiative under minimal supervision, recognising when advice/input needs to be sought
• Confidence to commit to work collaboratively, flexibly and effectively with colleagues
• Excellent verbal and written communication skills in English
• Strong interpersonal and influencing skills
• Numeracy – ability to collect and analyse data, use of spreadsheets, graphic presentations
• Understanding of basic statistical concepts (e.g. mean, standard deviation)Ability to liaise effectively with people at all levels
• Commissioning, interpreting and presenting data and proactive problem solving
• Excellent IT skills (Microsoft Office, spreadsheets, databases, email, internet, etc.)
• Experience as a PA and/or Unit Administrator preferably within a Higher Education institution/ NHS
• Experience of dealing with students, preferably, PhD students
• Experience of implementing and maintaining efficient office systems and procedures
• Experience of servicing committees and taking minutes
• Experience of maintaining a website
• Knowledge of Higher Education sector
• Knowledge of current thinking and policy affecting universities
• Personal qualities: Sympathetic, approachable manner but strong and directional and able to exercise discretion in handling confidential matters
• Commitment to equal opportunities and the ability to work harmoniously with colleagues and students of all cultures and background
• To display a professional attitude towards colleagues and others.

Location
Hybrid

Additional information

Please note to be eligible to work within this role, you must have the right to work in the UK, be physically based in the UK and be able to travel to our London based office for a RTW check (if required). This job will close for applications at 11.59pm on 27th January 2026. Interviews will be held shortly after.

Unitemps reserves the right to close this advert for applications prior to the date specified above, if a high volume of suitable applications are received.

If you have a full-time contract of employment with UCL, you are not able to work through UCL Unitemps at the same time.

Unitemps payroll is monthly, one month in arrears, please see the payroll dates here.