Administrative Officer – £15.28ph plus Hol Pay – Central London

Administrative Officer – £15.28ph plus Hol Pay – Central London


Administrative Officer – £15.28ph plus Hol Pay – Central London

Start ASAP to 24th March 2020 initially


We are recruiting for an experienced Administrative Officer to join one of London’s leading Universities. If you have previous experience gained within a Higher Education institute, we’d love to hear from you!



General Administration

  • First point of contact for staff and students, dealing with enquiries both face to face, via email and telephone, providing basic information and support – knowing when to refer or escalate issues
  • Developing efficient and effective office systems
  • Liaising with central services e.g. internal post room, porters, IT support or security as necessary
  • Supporting maintenance of space and facilities, logging issues through standard channels, requesting and issuing keys as required, keeping relevant records
  • Ordering goods and services such as stationery and furniture or making hotel bookings
  • Assisting with requesting / amending staff contracts or processing standard payments for one-off duties
  • Assisting with staff recruitment procedures, supporting the Senior Administrative Officer(s) as required
  • Giving practical support to new staff members and visitors
  • Supporting the organisation of events such as seminars, conferences, public engagement programmes, social events (e.g. booking catering or hotels, liaising with room bookings or IT support)
  • Liaising with colleagues in relation to general administrative matters and assisting where appropriate
  • Providing support and information to departmental / programme heads, the School Administrative Manager and the Director as required
  • Acting as a computer and print rep: dealing with any IT queries or problems (e.g. printer problems, ordering parts and consumables for equipment), understanding when to refer problems to the IT support teams
  • Amending and updating web pages or other sources of information
  • Scheduling and minuting meetings and committees

Teaching and Student Support

  • Assisting with the coordination of teaching provision and timetabling
  • Supporting the module registration process, assisting students with basic queries or escalating as necessary
  • Annual module maintenance and approval of programme diets
  • Setting up and updating registers in the student attendance monitoring system
  • Loading assessment and examinations materials onto Moodle
  • Setting up Moodle sites, monitoring submission throughout the year and liaising with the Teaching and Student Support Officer(s) on any late or non-submissions
  • Entering and processing marks of assessed work into the student information system – SITS
  • Administering the examinations scrutiny process at programme / departmental / subject level
  • Organising the oral examinations process in collaboration with the Teaching and Student Support Officer(s) and academic colleagues
  • Providing support for Examinations Boards as required
  • Filing and archiving exam scripts and paper copies of assessed work



  • Previous experience of working in a student or customer facing role, with a good understanding of the types of issues that these environments create and how to deal with them
  • Excellent communication skills, with written and spoken English at native-speaker level and the ability to use an appropriate tone according to different situations
  • A good team player, with an ability and willingness to work both collaboratively within a team but also independently when required
  • Strong time management skills and the ability to prioritise effectively
  • Ability to multitask and work productively in a busy environment where interruptions can occur frequently
  • Excellent attention to detail
  • Strong IT skills, with experience of using Microsoft Office packages in a professional setting to a high standard
  • Willingness to learn new systems as necessary, sometimes at short notice, with an ability to learn quickly
  • A commitment to delivering excellent service
  • Enthusiastic and self-motivated


Due to time constraints and the number of applications we will only be able to respond personally to successful candidates. Hopefully you will be one of those. If not please do feel free to send your CV again for any other positions that are of interest.

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.