Centre Administrator

5 months ago

East London, United Kingdom Queen Mary University of London Full time

**About the Role**

As an experienced administrator, you will be required to assist with efficient day-to-day operations for the Centre for Public Health and Policy. You will provide administrative support to the Centre Lead, Centre Manager and other assigned members of staff in their execution of Centre-related activities.

**About You**

You will have substantial experience in a similar administrative role in a fast-paced environment, with the ability to work both independently and as part of a team. The post requires a person with a proven ability to manage multiple deadlines and use tact and discretion where required.

To work a member of the Institute’s administrative team, being mutually supportive and covering duties as necessary during colleagues absences and at times of additional pressure, as directed.

**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 taks 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 internall and externally.
- 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 veriting expense claims, raising purchase orders and ensuring this is delivered in line with the University’s financial regulations.
- To ensure adequate office supplies including liaision 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.

**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 QMUL electronic recruitment system.
- To assist with recruitment interview arrangements.
- Coordinating post-offer HR process, e.g. setting up offer page and passport/visa verification.
- To assist the Centre Manager with monitoring sickeness 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 liaision 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.

**Citizenship**
- The Faculty of Medicine and Dentistry is committed to an action plan that supports the cultivation of a diverse and nurturing staff and student community, at the heart of which sits the commitment to equality of opportunity and equity in our processes and structures. It is the expectation of all staff that they undertake citizenship responsibilities within the Faculty.
- As part of the appraisal and probation process, your line manager will discuss the expectations of you to lead or participate in citizenship projects/initiatives as set out in the Faculty’s EDI Strategy. These responsibilities will be commensurate with the seniority of the role and the expertise and experience of the individual.

**Experience/Knowledge**
- 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 prioritis

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