Centre Administrator

If you are looking to work in Higher Education - we have an amazing opportunity for you not to be missed!

Queen Mary University of London is looking for a Centre Administrator at Centre for Primary Care, Wolfson Institute of Population Health, FMD. The Wolfson Institute of Population Health harnesses expertise across a wide range of population based research and education activities and aims to be an internationally recognised centre of excellence in population health and preventive medicine.

Main duties and responsibilities:

General activities

• To support the Centre Manager in managing the day to day running of the Centre, taking responsibility for management tasks or projects as directed.


• To deputise for the Centre Manager in their absence, including advising Centre staff on HR and financial procedures.


• To act as the main administrative point of contact for the Centre, both internal and externally.


• To assist with the dissemination of information to staff within the Centre, the most usual medium for which will be email.


• To respond to routine correspondence.


• To ensure confidential records are maintained according to University regulations and kept up to date.

Administrative activities:

• To provide administrative support to the Centre Manager, Centre Lead and senior staff in the Centre.


• To act as secretary to Centre meetings, including booking rooms, preparing agendas, circulating papers and taking minutes.


• To provide administrative support for the Centre’s allocation of teaching quotas and obligations.


• To provide support for workshops and seminars, including organising hospitality as required.


• To organise national and international travel and accommodation for Centre staff as directed by the Centre Manager.


• Collating information and writing material for newsletters, brochures and for the website and intranet to communicate key information.

Finance:

• To assist the Centre Manager with monitoring financial activities within the Centre, (dealing with financial transactions, including issuing/paying invoices).


• To administer statements of University Purchasing Cards within the Centre, processing and verifying expense claims, raising purchase orders and ensuring this is delivered in line with the University’s financial regulations.


• To ensure adequate office supplies including liaison with suppliers and the central Purchasing Office to ensure cost-effectiveness, and to keep budgetary control of associated finances, including processing payments, maintaining accurate financial records and monitoring telephone and postal expenditure.


• To assist the Centre Manager to monitor budget performance, including identifying any errors or inconsistences.

Human Resources:

• To manage visiting workers and honorary staff paperwork, ensuring records in relation to these are maintained.


• Responsible for coordinating temporary contracts and extensions to fixed term contracts via the University electronic system (iGrasp).


• To assist with recruitment interview arrangements.


• Coordinating post-off HR process, e.g. setting up offer page and passport/visa verification.


• To be responsible for coordinating the staff induction, ID cards, IT equipment and University accounts (email etc).


• To assist the Centre Manager with monitoring sickness absence and annual leave arrangements for staff within the Centre.


• To update the University Staff Directory with Centre’s staff information.


• To maintain a list of Centre staff trained in interviewing skills and ensure staff who may need to interview to attend relevant training.

Health and Safety:

• To act as the Centre Health and Safety Officer, ensuring that regular monitoring of office areas is carried out in liaison with the Institute Health and Safety Coordinator.

Work Placements:

• To liaise with the Director’s Office with regards to the Institute’s work placement scheme.

A-levels in Maths and English, equivalent qualification or experience

First degree or equivalent relevant experience

Substantial experience in a similar administrative role

Experience of planning and progressing work activities

Experience of servicing a committee

Experience of working in Higher Education or the NHS

Experience of financial and other record keeping

Experience of HR and recruitment procedures

Skills/Abilities

Ability to prioritise a varied workload and plan ahead to meet deadlines, with minimal supervision

Excellent organisational skills

Excellent written and verbal communication skills

Good IT skills, including spreadsheets, email, work processing and databases (Microsoft Office)

Good numerical skills with a methodical approach and attention to detail

Excellent interpersonal skills and ability to interact with a diverse range of staff at all levels

Ability to work within a team and contribute to effective team working