Administration Coordinator

Reference Number
- **PRO01199**
- Faculty / Department
- **Provost’s Team**
- Salary
- **£40,201 - £44,722 per annum**
- Location / Campus
- **South Kensington and White City Campus - Hybrid**
- Contract Type / Work Pattern
- **Full time - Fixed term**
- Closing date
- **22-Nov-2024**

**About the role**:
Do you have excellent organisational and time management skills? Do you have experience in handling pro-actively and efficiently complex diary and travel arrangements? Do you enjoy interacting with a wide range of people in a busy office environment? If so, we have the perfect opportunity for you

In your role as the Administration Coordinator, you will deliver a high quality and comprehensive coordination of various administrative processes and duties. You will also act as the central support resource for the Commercialisation and Partnerships teams in the Enterprise Division.

**What you would be doing**:
Your main duties will include:

- acting as the first point of contact for designated teams’ administrative queries and issues to signpost and advise
- independently resolving a vast array of issues, exercising judgement in referring them appropriately
- managing diaries, booking rooms, arranging travel
- organising and/or supporting meetings and events
- running financial processes (e.g. raising Purchase Orders, Virtual Credit Card orders, invoice requests, journals, registering new suppliers) and helping resolve financial queries
- managing recruitment and induction process

**What we are looking for**:
We are looking for applicants with:

- Organisational and time management skills to plan work independently, exercise initiative, pre-empt problems and deal with them effectively delivering excellent service to internal and external customers,
- Communication (oral and written) and interpersonal skills to produce clear and concise written material, interact effectively with a wide range of people and handle confidential information with tact and discretion,
- strong delivery focus with the ability to prioritise tasks and manage busy workloads to ensure that deadlines and targets are met are also essential,
- can-do attitude to adapt to changing priorities and efficiently manage multiple, concurrent activities in a fast-paced environment,
- interest in industry/university relationships as well as demonstrate good understanding of the role of universities and their contributions to society.

This career opportunity will maximise to the full your experience and interest in roles such as Executive Assistant, Executive Officer, Personal Assistant, Secretary, Office Manager, Administrator, Coordinator or other executive support role in a large complex organisation/office within the higher education, government sectors or similar.

**What we can offer you**:

- opportunity to work in a dynamic, friendly and supporting team,
- hybrid working and flexible working arrangements,
- 39 days off a year and generous pension schemes,
- opportunity to continue your career at a world-leading institution and be part of our mission to continue science for humanity,
- access to on-site leisure facilities and a cycle-to-work scheme,
- interest-free season ticket loan schemes for travel,
- opportunity to be a part of diverse, inclusive, and collaborative work culture with various staff networks and resources designed to support your personal and professional wellbeing.

**Further information**:
Closing date: 22nd November 2024

**Type of contract**:maternity cover, 11-month fixed term, from mid-February 2025 until January 2026. Depending on the start day, the contract duration will be adjusted accordingly.

**Available documents**:

- Attached documents are available under links. Clicking a document link will initialize its download.
- Download: Administration Coordinator Job Description.Pdf
- Download: Employee Benefits Booklet.Pdf
- Please note that job descriptions are not exhaustive, and you may be asked to take on additional duties that align with the key responsibilities mentioned above.

**About Imperial**:
Welcome to Imperial, a global top ten university where scientific imagination leads to world-changing impact.

Join us and be part of something bigger. From global health to climate change, AI to business leadership, here at Imperial we navigate some of the world’s toughest challenges. Whatever your role, your contribution will have a lasting impact.

As a member of our vibrant community of 22,000 students and 8,000 staff, you’ll collaborate with passionate minds across nine London campuses and a global network.

This is your chance to help shape the future. We hope you’ll join us at Imperial College London.

**Our Culture**:
Our values are at the root of everything we do and everyone in our community is expected to demonstrate respect, collaboration, excellence, integrity, and innovation.