Institute Administrator - £19.32ph Plus Hol Pay – London

  • Job Reference: 00000507-1
  • Date Posted: 1 August 2022
  • Recruiter: Gray & Associates
  • Location: London
  • Salary: £19.32 Per Hour
  • Sector: Higher Education & Charity, Office & Professional
  • Job Type: Contract, Temporary
  • Contact: Leanne Sangster
  • Email:

Job Description

Institute Administrator - £19.32ph Plus Hol Pay – London


To start in September 2022 for 3 months initially.




Office Management and Facilities

  • Be the first point of contact and manage all front of house activity for the department.
  • Answer and escalate enquiries efficiently and appropriately to colleagues.
  • Manage the high-quality office ensuring equipment and environment are fully equipped and ready to be used.
  • Create and maintain an online and physical Staff Handbook.
  • Manage all email distribution lists.
  • To provide new colleagues with access to all systems, such as Dropbox, Slack and Zoom.
  • Provide cover for the Institute Manager in busy periods or when other receptionist staff are on annual or sick leave.
  • Responsible for the return of requests for information, i.e., inventory returns.


Human Resources

  • Administer and manage all HR processes including recruitment and advertising, creation of job descriptions, staff reviews, inductions, and probations.
  • Identify and administer Certificates of Sponsorship (CoS) for overseas staff, in liaison with the Institute Manager and Research Grant officer, as required.
  • Maintain records for contracts and create new contracts, working with the Institute Manager and Research and Grant Officer, as required.
  • Carry out operational inductions with newcomers for Academic Line Managers.
  • Maintain organisational charts.
  • Ensure staff undertake mandatory training as part of their induction, in liaison with their Line Manager.
  • Oversee, create and update all staff records.
  • Manage the coordination between teaching, research and policy engagement for recruitment of positions.
  • Maintain awareness and abreast of Visa compliance in line with UK government requirements, including right to work documentation.


Finance and Resource Administration

  • Administering support for the institutional budgets.
  • Set up, implement, and oversee financial administration processes.
  • Process purchases, internal transactions and staff/visitor expenses.
  • Administer and manage the Purchase Order card, liaising with the Faculty Finance officer and Institute Manager.
  • Set up new suppliers.
  • File and retention of finance-related materials.
  • Liaise with Research and Grants Officer regarding all expenditure in relation to research positions and funds available.
  • Organise meetings, travel and accommodation for staff/visitors.
  • Work with the Teaching and Learning Administrator, the Faculty Finance officer and Institute Manager to process contracts for PGTA’s and process payments for the studentship funds, finances for all Institute students.


Networking and Committees

  • Assist with the setup of the Departmental meetings and circulate the agenda.
  • Take minutes during meetings.
  • Arrange and service a wide range of meetings and committees.
  • Undertake internal reviews and assist the Directors and Institute Manager by collating and analysing data to submit internally.
  • Undertake background research, collating, and analysing data/information, and writing reports.
  • Prepare the Annual Report.


Person Specification:

  • Administrative work in a busy office environment in the Higher Education sector, or similar.
  • Previous experience of Human Resource (HR) and Finance Administration.
  • Use of online systems/databases for finances and HR (e.g., MyFinance and MYHR).
  • Experience of managing and maintaining email distribution lists, building and system access.
  • Effective planning, organisational and time management skills.
  • Excellent communication skills.
  • Excellent interpersonal and networking skills.
  • Computer literate, in Word, Excel, Outlook, Access, email and internet.
  • Ability to use initiative and be proactive in dealing with workloads.


Gray & Associates is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.