Operations Administrator

Reference
1109762

Branch
UCL

Start date
23/03/2026

Duration
Other - See Job

Hours and days
Full-time; 36.5 hours per week

Dress code
Not Applicable

Rate of pay
£19.14

Holiday rate
£3.58

Role

Duties and responsibilities

Operational

• Assist the Departmental Manager (DM) on estate and project related works as required.
• Work closely with the Line Manager (LM) and DM to assist with managing the department’s space, optimising and maximising utilisation of the space and making best use of facilities and equipment.
• Act as a point of contact for the department responding to a range of queries using all relevant communication methods, using initiative to re-direct and screen as appropriate.
• Support the LM with estates, space, and agile working activities, maintaining records and carrying out relevant processes as directed.
• Provide committee servicing support where required, including all preparatory and post meeting administration.
• Assist with collation and maintenance of accurate data.
• Assist with maintenance/facilities needs within the Department’s estate as required, including liaising with relevant teams.
• Liaise with UCL Security Services regarding access issues (e.g. authorised signatory list, temporary space usage changes during exam periods, etc.).
• Organise office moves at existing locations. ensuring minimum disruption to the Department’s core activities of teaching and research.
• Manage the department’s spare key system (office and storage keys, master keys, etc.), and ensure that records regarding departmental furniture and keys are accurate.
• Routinely update the Department’s office lists and floor plans, ensuring that all details are accurate.
• Act as the Department’s lead contact with equipment and furniture suppliers.
• Participate in operations and facilities networks, to share good practice and receive mutual support.
• Ensure that the departmental website and intranet are regularly reviewed and updated, contributing to change projects.
• Coordinate and maintain a presence on appropriate social media channels in liaison with other colleagues.

Finance Administration

• Support the Departmental Finance Officer (DFO) in their regular reporting and communications with the School Finance team.
• Create and submit purchase requisitions for items as required using MyFinance (UCL’s online finance system).
• Be a first point of contact for suppliers, staff and student enquiries, advising on correct department and UCL procedures and appropriate contacts.
• Deputise for the DFO at meetings and in their absence as required.
• Processing of departmental expenses in liaison with the DFO and other colleagues, ensuring accurate coding, and compliance with UCL financial regulations and funder terms and conditions.
• Responsible for processing interdepartmental transfers (IDTs).
• Assist the DFO with processing intradepartmental journals (IDJs) as required.
• Support the DFO with the creation of sales invoices and liaising with central finance department to ensure these have been paid.
• Run relevant reports on UCL systems to ensure up to date reporting on income and expenditure. 
• Attend to any accounts related queries (e.g. outstanding invoices, raising purchase orders and sales invoices) when required.
• Support the department in financial processes associated with UCL deadlines such as month-end and year-end tasks, collating financial data sets, etc.
• Assist with processing Innovation funding awards for workshops, etc. 
• Ensuring processing of associated expenses against the correct funds and ensuring there is an audit trail.
• Assisting with processing the departmental Research Proposal Incentive Scheme funds and annual HE-BCI returns.

Skills and experience

• Educated to A level standard, or equivalent, or having acquired equivalent vocational/commercial knowledge and experience of working in this area.
• Experience of providing administrative support in a busy office environment.
• Knowledge of financial processes and regulations associated with general financial administration. 
• Proven experience of providing effective financial support, including the experience of online financial systems such as UCL’s MyFinance System.
• Experience of providing financial reporting.
• A commitment to customer focus and the need to provide an efficient, professionaland effective service to the many users and contacts both internally at all levels of the organisation and externally.
• Experience of operational space/facilities management.
• Proven ability of overseeing event management, such as workshops, conferences, open days, seminars or away days.
• Knowledge of GDPR requirements.

Location
UCL; hybrid working with 3 days per week from the office and 2 from home

Additional information

This job will close for applications at 11.59pm on Monday March 16th. Interviews will be held shortly after.

*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).

*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 reserves the right to close this advert for applications prior to the date specified above, if a high volume of suitable applications are received so pleased don't delay applying.

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

Apply for job