Administrative Assistant

Are you looking to work at one of the top 10 universities in the world? Do you have an interest in supporting a wide range of administrative functions? If so, we want to hear from you.

Imperial’s Marketing, Recruitment and Admissions (MRA) and Registry departments are looking for an Administrative Assistant who will be a key coordinating figure for both teams. You will provide support for all administrative functions from event management to financial administration. As a first point of contact, you will provide excellent customer service to and engage with colleagues in both departments, the wider College, and external partners.

The role provides an excellent opportunity to work in the UK’s only university to specialise solely in science, engineering, medicine and business. You will gain insight in two different departments and have exposure to colleagues across the College. You will become knowledgeable in the College’s administrative processes that range from recruitment to new supplier set up.

You will be able to work in a hybrid arrangement with most of your in-office time being spent at Imperial’s vibrant South Kensington campus. South Kensington is Imperial’s main campus and houses the Central library, a gym and a variety of catering outlets. It is also where most undergraduate and postgraduate activity takes place.

To be successful in the role, you will have experience working in an office and in an administrative role. You will be skilled at building relationships and managing your workload; and have a strong attention to detail.

Duties and responsibilities

In this post, you will provide support in the following areas:

• Office administration. You will organise equipment, support the administration of the 3rd and 4th floors of Sherfield, and represent Registry and occasionally MRA at Sherfield and Building User Group meetings.
• Financial administration. You will process Purchase Orders, set up new suppliers, track spend, address queries, and support the year-end financial process.
• Communications. You will research and draft material for reports and webpages and assist with MRA’s quarterly newsletter.
• Event management. You will assist with the organisation of staff meetings, department-wide functions, and travel and accommodation bookings.
• Human Resources. You will assist the MRA recruitment process, coordinate the induction process for new members of Registry staff, and liaise with agencies for bookings of Contingent Workers and manage the Contingent Worker records.
• Senior Management. You will provide diary management and general administrative support to the Director of Marketing, Recruitment and Admissions and the Academic Registrar.
• Health and Safety. You will act as the Departmental Safety Officer for Registry and the Departmental Computer Health Assessor for MRA and Registry.

Essential requirements

• A Levels or broad experience acquired through a combination of job-related training and on-the job experience.


• Experience of working in an office environment.


• Experience in an administrative role.


• Sound and accurate IT skills (work processing, email, databases, spreadsheets).


• Experience of providing high quality customer service and relationship building.


• Ability to manage own workload through effective ordering of priorities and display of good organisational ability, working independently and taking initiative as well as working as part of a larger team, providing help and assistance when required.


• Excellent communication skills, with an ability to communicate at all levels.


• A high level of accuracy and consistent attention to detail.


• A respect for confidentiality, including the integrity and sensitivity of records.

Further information

The post is offered on a full-time, open-ended contract.

If you have any questions about the role please contact: MRA’s Office Manager, Sabrina Cleary, at Sabrina.cleary@imperial.ac.uk

Hybrid working may be considered for this role and the post-holder may be expected to work 60% or more of their time onsite, with 40% the minimum time spent onsite. The opportunity for hybrid working will be discussed at interview.

Documents

• Administrative Assistant- JD.pdf