Main purpose of the job
- The Client CIMEC Project Administrator plays a vital role, providing high quality administrative support in the team's partnership activities and service delivery.
- The Client CIMEC Project Administrator supports Client CIMEC through accurate record keeping, proactive communication, finance administration, organisation of travel arrangements and high-quality facilitation of meetings, events, visits and projects.
- The Client CIMEC Project Administrator is expected to work closely and collaboratively with colleagues in the Client CIMEC team, academic and professional services staff across Client Medical School (ClientMS), Client Faculty of Medical Sciences (FMS), Client and external stakeholders.
Duties and responsibilities
The postholder will have the following key responsibilities:
- Provides high-quality, first line administrative and practical support to the Client CIMEC team in developing and maintaining partnerships and strategic initiatives including: preparing and drafting project documentation and reports; providing support for high-level meetings and liaising with external partners and colleagues from across the University.
- Develops and maintains up-to-date systems, processes and documentation for project activity and delivery of project services.
- Supports communication to Client CIMEC stakeholders including: preparation of letter campaigns, email communication, monitoring responses and triaging appropriate follow ups.
- Financial administration for the team including: administering purchase orders, invoices, payments, expenses, reporting and monitoring of financial activity.
- Provides support to the Director (Academic), Director of Business Development and Partnerships, Head of Partnerships Management and other colleagues in supporting networks, to aid the delivery of project objectives and to support the strategic aims of the unit.
- Under the guidance of the relevant team members, supports inbound and outbound visits including logistics and itinerary management.
- Undertakes desk-based research for Client CIMECs partnership activities to build knowledge and expertise to support service delivery, including: researching guidance, policies, protocols and emergent initiatives and resources.
- Organises and minutes meetings, both online and in-person, and monitors follow-up.
- Support with diary coordination for both the Director (Academic) and Director of Business Development
- Support to coordinate office equipment and resources for the team (e.g. placing orders and maintaining stocks etc.)
Additional duties
- Support the effective delivery of assigned Centre operational projects and initiatives to ensure regulation compliance, continual improvement and alignment in excellent service delivery across the portfolio.
- Administer, in a timely manner, arrangements for travel in preparation of overseas activities for a range of staff with external providers and/or Client's dedicated travel supplier ensuring best value for Client.
- Under the direction of the Client CIMEC Head of Partnership Management service Client CIMEC meetings as required.
- This job description reflects the present requirements of the post, and as duties and responsibilities develop the job description will be reviewed and be subject to amendment in consultation with the postholder.
- The postholder will carry out any other duties as are within the scope, spirit and purpose of the job as requested by the line manager or Head of Department/Division.
- The postholder will actively follow Client policies including Equal Opportunities policies and be expected to give consideration within their role as to how they can actively advance equality of opportunity and good relations between people who share a relevant protected characteristic and people who do not share it.
- The postholder will maintain an awareness and observation of Fire and Health & Safety Regulations.
- The postholder has a responsibility to carry out their duties in a resource efficient way and actively support Client's Sustainability Strategy, policies and objectives within the remit of their role.
- All staff are invited to contribute to EDI initiatives within the Division to contribute to improving working conditions and opportunities for all.
- Client offers hybrid working where appropriate and the successful applicant may normally work remotely for up to 60% of the week if they wish.
Qualifications, experience, and knowledge
- Undergraduate degree or relevant work experience
- Experience of working as part of a high-performing team in a busy environment
- Experience in undertaking meetings and agenda planning, communicating with a variety of stakeholders via different communication channels.
- Experience of working in an international environment
- Experience of working in the Higher Education sector
