Operations Administrator

Reference
1118892

Branch
UCL

Start date
12/10/2026

Duration
Other - See Job

Hours and days
36.5 hours

Dress code
Smart Casual

Rate of pay
£20.07

Holiday rate
£3.76

Role

Duties and responsibilities
GBSH Operations

• Deliver a range of GBSH operations activities and applying operational knowledge using established processes and UCL systems, ensuring an efficient, effective and customer-focused service aligned to UCL policies. For example, making room and catering bookings, ordering office supplies for communal use, and creating surveys or forms to support departmental initiatives
• Act as the first point of contact for internal and external routine GBSH Respond or signpost to the appropriate departmental or faculty specialist functional teams and/or central UCL services, and advise on GBSH operations processes
• Organise GBSH meetings including booking room, drafting agendas, taking minutes and following up on actions
• Maintain departmental administrative systems and records, ensuring efficiency and in accordance with UCL policies
• Provide flexible project administrative support as requested for one‑off and ad hoc tasks or projects, and EDI initiatives
• Contribute to the implementation of continuous improvement of processes and the rollout of new processes, procedures and systems
• Provide routine financial administrative support as agreed
• Provide routine people‑related administrative support as agreed. For example, sending mandatory training reminders and organising local induction meetings for new staff.
• Contribute to a positive and welcoming experience for interview candidates and visitors as required. For example, supporting the logistics for interviews and associated assessments, and coordinating visitor access needs such as guest WiFi accounts and/or swipe cards.

Communications and Events

• Organise internal GBSH events, for example away days and social events, ensuring the events run smoothly. This includes making room and catering bookings, liaising with speakers, preparing agendas and event materials, liaising with guest speakers, setting up events and troubleshooting issues on the day.
• Promote departmental activities, for example by advertising events on website/SharePoint, as required. Space and Office Management (Expected 20% average FTE).
• Support in maintaining a safe and compliant office environment. For example, local fire safety familiarisation and updating emergency contact details for business continuity.
• Support with GBSH facilities, access and sustainability processes. For example, submitting building‑access requests, signposting staff to UCL systems to report issues or support with raising the request, and contribute to departmental Green Impact initiatives.
• Deliver day‑to‑day office and space management activities. For example, preparing departmental signage, arranging office refurbishment, and sourcing and disposing of furniture and IT equipment.

General

• Provide cover for GBSH operations team colleagues during periods of absence or assist with peaks in workload as requested.
• Follow and actively promote the UCL Ways of Working
• Takes responsibility to carry out duties in a way that embodies UCL's environmental and social sustainability values actively supporting UCL's Sustainability Strategy, policies and objectives within the remit of their role
• Carry out any other duties within the scope, spirit and purpose of the job as requested by the line manager
• This job description may be reviewed and be subject to amendment in consultation with the post holder
• The successful applicant may normally work remotely for up to 40% of the week if they wish

Skills and experience

• Education to A-Level or experience in a similar role
• Experience of providing excellent support service to a wide range of tasks
• Experience of working as part of a team, with the ability to be supportive of other team members
• Experience of organising meetings and events
• Experience working in a Higher Education Institution, or similarly complex organisation
• Strong written and verbal communication skills with the ability to liaise effectively with a range of people both internally and externally
• Strong interpersonal and problem-solving skills including the ability to build successful relationships and collaborate, contributing towards maintaining a positive work environment
• Excellent organisational skills with ability to effectively plan, prioritise own workload to meet deadlines
• Excellent administrative skills and a proactive approach to providing a comprehensive administrative service
• Accurate with a strong attention to detail
• Excellent IT skills and a proven competency in the use of Microsoft Office, databases and web-based applications
• Ability to work independently, proactively and as part of a team, with a flexible approach to changing priorities
• Ability to use and interpret data to support delivery of activities

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 28th September 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.