Programme & Operations Assistant

Reference
1109882

Branch
UCL

Start date
06/04/2026

Duration
Other - See Job

Hours and days
Part-time; 24 hours per week

Dress code
Not Applicable

Rate of pay
£23.11

Holiday rate
£4.33

Role

Duties and responsibilities

1. Executive & Administrative Support

• Provide proactive diary and inbox support for the Centre Director, including scheduling across internal and external stakeholders.
• Prepare agendas, meeting papers and briefings; take minutes and maintain action logs for programme and governance meetings.
• Coordinate travel, room bookings, access requirements and other logistics to support effective working.Maintain accurate records, version control, and filing across Centre documentation (e.g., policies, templates, event packs).

2. Centre Operations, Governance & Reporting Support

• Support Centre governance rhythms by coordinating Management Committee and Advisory/steering meetings, including scheduling, papers, and follow-ups.
• Maintain a central tracker of Centre activity (events, programmes, projects, actions, risks/dependencies) and ensure timely updates.
• Assist in preparing operational updates and reporting outputs (e.g., activity summaries, dashboards, brief reports) for internal decision-making and partner communications.
• Support the development of repeatable operational processes and templates that improve consistency, quality, and resilience of delivery.

3. Finance & Resource Coordination (Operational)

• Support day-to-day financial administration for Centre activities (e.g., raising purchase orders, tracking invoices, tracking budgets for events and programme delivery).
• Maintain simple projections and spend trackers (in collaboration with Finance) to support planning, approvals and reporting.
• Coordinate resourcing and logistics for delivery, including supplier liaison, quotes, and procurement workflows where required.

4. Event & Programme Delivery

• Plan and coordinate virtual and in-person events (e.g., workshops, roundtables, hackathons, fireside chats, showcases), ensuring clear run-of-show, logistics, and attendee management.
• Support speaker and partner coordination (briefings, scheduling, contracts/NDAs where needed, travel, accessibility and AV requirements).
• Support event operations documentation (checklists, timelines, comms plans, registration, post-event follow-up) and ensure consistent quality across the CSRI calendar.
• Support evaluation and learning loops (e.g., short surveys, attendance/engagement tracking, lessons learned) to improve future delivery.

5. Digital Systems, Data & Knowledge Management

• Maintain Notion workspaces (or equivalent) to manage programme delivery, stakeholder lists, event pipelines, and internal documentation.
• Maintain SharePoint/Teams structures for shared files, ensuring clear permissions and findability.
• Support basic CRM-style tracking of stakeholders and partners (e.g., contact lists, engagement history, follow-ups) and maintain data quality.
• Handle information responsibly, including confidential partner information, sensitive documents and controlled-access data, in line with UCL policies.

6. Communications & Stakeholder Coordination

• Draft and coordinate communications to participants, speakers and partners (invitations, briefings, joining instructions, follow-up notes).
• Support updates to public-facing and internal comms materials (e.g., event listings, short programme updates, stakeholder packs) in coordination with Communications colleagues.
• Act as a professional first point-of-contact for operational enquiries, escalating as needed.

Skills and experience

• Educated to degree level (or equivalent relevant experience), with demonstrable experience providing high-quality administrative and operational support in a busy, stakeholder-rich environment (e.g., higher education, innovation programmes, professional services or events). 
• Proven ability to coordinate and deliver meetings and events end-to-end (virtual and in-person), managing logistics, suppliers, speakers and participants with excellent attention to detail. 
• Highly organised with strong time management and the confidence to juggle multiple priorities, maintain accurate records, and drive follow-up actions to completion. 
• Digitally confident and systems-minded, with experience building and maintaining workflows and trackers using tools such as Notion (or similar platforms such as Airtable/Trello/Asana) and strong working knowledge of Microsoft 365/Google Workspace; comfortable handling data, maintaining contact/stakeholder lists, and producing clear summaries or dashboards. 
• Excellent written and verbal communication skills, professional judgement, and discretion, including the ability to handle confidential or sensitive information appropriately and work collaboratively with internal teams and external partners.

Location
UCL; hybrid working 1 day per week from the office and the other days from home

Additional information

This job will close for applications at 11.59pm on Thursday March 19th. 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.