Details
1111157
University of Warwick
04/05/2026
12 Months
36.5 (Mon-Fri, 08:30 – 16:30)
Smart Casual
Pay
£16.46
£1.99
Description
Role
As part of a team responsible for the day-to-day management of Warwick Innovation District spaces, events, administration and reporting, this role will provide administrative and project support for our internal innovation group as well as individuals who attend our portfolio of business-focused programmes.
Liaising with internal and external stakeholders, you will help our team to deliver our programme of innovative-focused activities through the co-ordination and provision of efficient and accurate processes across a variety of functions, including, but not limited to: Finance and HR systems; travel; diary management; and general administrative activity.
Duties and responsibilities
Finance and Procurement:
- To ensure the accurate and secure maintenance of manual and automated records, in accordance with internal and external regulatory and legal requirements.
- Generating and processing purchase orders, invoices and internal requisitions using the Opera and SAP systems for products and services from several departmental accounts and project codes, ensuring compliance with Financial Regulations.
- Review budgets monthly with colleagues in Finance, Head of Department and across WID Team, highlight/address any concerns, coordinate financial returns to funder (if needed), and action all other concern raised e.g. commitments, accruals and journals etc
- Support for/with incoming grants, external bids and purchasing contracts.
HR:
- Manage induction arrangements for new members of staff, ensuring Innovation Group introduction to teams & Junction spaces, processes, H&S & IT Equipment.
- Manage and oversee processes through ASKHR and ATA Requests.
- Ensure University Success Factor process adhered to, whilst supporting all HR Admin, as required for the department and wider team.
- Arrange assignments of temporary staff recruited through Unitemps and VAM in relation to projects: Coordinate the setup of new assignments, prepare requires for DBS checks, coordinate applications, monitor and approve time sheets, check spend to budgets.
- Lead co-ordinator and organiser for the recruitment process on behalf of the Senior Leadership Team member. Liaising with HRBP to ensure the process is in line with the university guidelines.
Other Duties and Event Support:
- Work with other WID / UoW colleagues coordinating VIP visits, events, workshops, seminars and meetings with a range of internal and external delegates. This includes corresponding with external visitors, liaising with colleagues within the department and the wider University who are involved with the event, scheduling dates, book rooms, arrange tours of the department, arrange speakers, catering, car parking, setting up IT/AV equipment, assisting with expenses and attend the event to ensure the smooth running of the event.
- To provide secretariat services by supporting the planning and organising of, department staff meetings and events, taking take minutes and action points at meetings, and supporting formal governance committees as required.
- To contribute to the development and ongoing review of working practices and operating procedures within the Department.
- Ensuring compliance with all regulatory requirements such as GDPR, H and S regulations, logging calls to the estate’s helpdesk etc. and monitoring progress.
- Be a key liaison point with central University teams across professional services and academic departments, ensuring that all activity is aligned with University’s regulation, systems and processes.
- To act as a contact point for WID incubation programme attendees including some working from our co-working space, to answer day to day queries and provide a front-line support function for WID ecosystem members and guests.
- To maintain and develop recruitment and administration process for incubator / programme applicants and members, supporting Incubator Managers with induction and programme administration.
- Dealing with staff enquiries and organisation of visitors to the department.
- Any other support in projects and/or task allocated by Innovation Operations Officer or Chief Innovation Officer.
Skills and experience
- Educated to A level standard or equivalent (grades A-C) or substantial industry experience in an administrative role.
- Excellent administrative, clerical and IT skills, particularly use of Microsoft Word, Excel, Outlook and University systems such as SAP, Opera, Concur, and Success Factors.
- Relevant, recent applied administrative experience, with experience of Financial Quarter & Year End.
- Excellent written and verbal communication skills with the ability to communicate in a calm, professional and sensitive manner with people at all levels.
- Excellent organisational skills with the ability to manage and prioritise own workload and take direction from more than one person.
- The ability to use initiative and to work quickly and accurately under pressure and to balance competing priorities.
- Ability to work with discretion on confidential matters.
- Ability to work flexibly to meet the needs of the team, the department, and the University.
- Excellent problem-solving capabilities with the ability to identify potential risks and adverse consequences and apply reasoning and judgement to make sensible decisions.
- Ability to prioritise tasks and work to deadlines in a complex environment.
- Demonstrable accuracy and attention to detail.
Location
University of Warwick Camopus, The Junction Building
Benefits
Candidates working at the University of Warwick on internal assignments are entitled to:
- Eye care vouchers when they have been working for 12 weeks or more and regularly use VDU displays
- Staff car parking rates
- Access to apply for internal job vacancies at the University of Warwick
- Access to the University of Warwick Library
- Access to staff rates for Warwick Sport Memberships
Additional information
Closing Date: 26/04/26
Ideal Start Date: 04/05/26
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