Programme Administrator – £14.47ph plus Hol Pay – Central London

Programme Administrator – £14.47ph plus Hol Pay – Central London


Programme Administrator – £14.47ph plus Hol Pay – Central London

Start 21st August 2017 for one month initially


We are recruiting for a Programme Administrator to join one of London’s leading Universities. If you have previously worked within course administration within a Higher Education Institute, I’d love to hear from you!



The team is responsible for the day to day running and the financial and space planning of the Programme in all its administrative aspects.



Human Resources

  • Induction of new staff, students and visitors: ensuring that new members of the Programme undergo the necessary safety inductions, have the appropriate ID badges and other forms of access and permissions, explaining policies and procedures to them and giving them a tour of the Institute
  • To act as first point of contact for staff reporting sickness absence and maintaining an up to date record of sickness absence.
  • Monitoring the end of contract process: liaising with the relevant line managers to ensure that end of contract meetings are held in a timely manner, that contracts are renewed where required and that the necessary paperwork is submitted to HR.
  • Monitoring the Appraisal Process: liaising with the relevant line managers to ensure that appraisals are carried out annually in accordance with HR Procedures and to alert the Programme Head to any problems, and that appraisal dates are recorded.
  • Monitoring the Probationary Review Process: liaising with the relevant line managers to ensure that probationary reviews are completed on time and the paperwork submitted to HR.
  • Monitoring the Leaving/Termination of Contract Process: liaising with the relevant line managers to ensure that the necessary paperwork is completed, remaining A/L accurately calculated, relevant access permissions removed, etc.
  • Supporting line managers with the recruitment process including organising salary costings, coordinating recruitment paperwork, and organising interviews (room booking, scheduling dates with the interview panel, meeting and greeting candidates).
  • To maintain an awareness of contract end dates for all members of the programme to ensure the timely renewal of contracts and submit the necessary paperwork to HR.
  • To ensure that all Programme staff are kept up to date with HR policies.
  • To ensure that HR are provided with data on sickness, appraisals, probationary reviews, maternity and paternity leave information and details of honorary staff etc. as requested
  • To process one-off payments for casual work.



  • Submitting online expense claims, ensuring all original receipts are forwarded to Accounts Payable and are also electronically attached to claims.
  • To provide post-award grant support. This includes notifying them of upcoming funding end dates and potential under/overspend so that appropriate remedial action can be taken, running financial reports, following up queried transactions, recharging expenditure and clearing any commitments which are no longer valid.
  • Managing the income generation for services provided by researchers within the department. This involves raising sales invoices and chasing payment.
  • Financial work associated with several Special Purpose Funds, including managing travel grant applications and funding calls.
  • Provide staff and students with general support in connection with purchasing and expenses queries processing one-off sales invoices and registering new suppliers and customers with central Finance.
  • To submit online expense claims.



  • To liaise with the Research and Development office to obtain information and reports from the central database as required.
  • To assist with completion of research application paperwork
  • Assisting with any queries the Research Finance team may have.
  • To carry out any post award basic costings.
  • To collate and submit information relating to research for a variety of reports, including submission, and those honours and awards granted to members of the programme.



  • Working closely with the Communications and Marketing Officer, ensure that the Programme webpages are up to date and relevant
  • To act as a moderator for the Programme generic email address and be the custodian of any shared drives within the programme, liaising with IT to ensure that any amendments to members of groups are made as required.
  • To act as official computer representative for the Programme.
  • To assist with minor trouble-shooting, such as software queries, printing problems and security issues and when not able to resolve problems to organise assistance from the Institute’s IT department.
  • To organise computer accounts for new members of staff.
  • To order hardware and software as required.


Education and Research Degrees

  • Collate and submit information relating the teaching for the student load exercis
  • Coordinate the application process, short-listing and interviewing of candidates for internal PhD studentships.
  • Managing the induction of visiting students carrying out research projects within the Programme.
  • Block-booking of rooms for the Programme’s extensive seminar and workshop programme and scheduling speakers for internal research meetings.


Other Duties

  • To order stationery and office equipment for the programme.
  • To liaise with the Estates or external suppliers where necessary to arrange repairs and improvements.
  • To organise Programme symposia, research meetings and social events.
  • Arrange travel and accommodation where appropriate.




Skills / Abilities

  • Demonstrate initiative in prioritising work under pressure of competing demands, maintaining high standards while working to tight deadlines.
  • Good organisational skills, including the maintenance of efficient office systems.
  • Able to under minimal supervision, recognise when advice/input needs to be sought.
  • Excellent numerical, verbal and written communication skills including monitoring budgets and accurate grammar, spelling and punctuation and minute taking.
  • Ability to liaise effectively with people at all levels while exercising discretion and preserving confidentiality where necessary.
  • Advanced skills in Microsoft office applications, including Internet use and website management.



  • Significant experience of working in a busy office environment preferably in a Higher Education/academic establishment or NHS environment.
  • Experience of working collaboratively as part of a team.
  • Understanding of the University structure and culture and context of the pressures and challenges facing Higher Education.



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.