Administrator

  • £27,000
  • Location: Cambridge
  • Job Type: Permanent
  • Date posted: 26/05/22
Sarah Flack

Hi I'm Sarah,
I manage this role

Client Services Director

Please get in touch if you would like to discuss this role


Job description

The role holder will provide comprehensive administrative support to the Director, handling confidential issues. You will act as a key link between the department and internal, external and commercial contacts, dealing with enquiries, providing advice and guidance on policies.

You will also be responsible for the day to day running of the department and its activities to include, general administration, event management, assisting in producing various written and financial reports, and updating and creating websites. Working closely with other staff members, you will assist in the preparation of budgets and accounts and maintaining financial record keeping.

Your previous experience will need to show a strong emphasis on utilising IT within your role, including experience with maintaining websites.  You must be self-motivated with a pro-active and flexible approach to the demands of the post and willing to assume responsibilities for a wide variety of complex issues. Organisational skills, excellent written and oral communication skills, and the ability to multi-task and to communicate at all levels are important for the role.

This is a permanent position, working full-time (36.5 hours per week), with a starting salary of £27,000 per annum. A hybrid working solution is available, with expectation of 2-3 days in the office based in Central Cambridge. 

Specific Responsibilities

  • Provide administrative support for all departmental activities and initiatives: events, projects, committees, reports, funding
  • Manage team inbox
  • Overall control of a comprehensive filing system taking ultimate responsibility for updates and amendments
  • Collate information and manage complex sets of information, using excel spreadsheets
  • Maintain confidential files, including committee papers and personal files
  • Attend team meetings and take minutes
  • Assist with interviewing and onboarding of new staff
  • Provide personal assistant/secretarial service to the Director:
    • Respond to emails on behalf of the Director
    • Manage and maintain diary, arrange schedules and itineraries and administration of expenses as required
    • Prepare agendas, meetings, minutes and briefs for action by the Director
    • The role holder needs to have extensive knowledge of Director’s work in order to deal efficiently with enquires, handling these personally or passing them to the centre manager or making sensible and clear notes for the Director’s attention
  • Organise events independently and assisting at conferences
  • Prepare budgets for events based on annual budget
  • Contact venues and suppliers and obtaining quotes
  • Contact speakers and book hotels and meals as required; travel arrangements, reimbursement procedures
  • Run events in person, online or in hybrid form, as required. Set up events’ webpages and registration pages
  • The role holder will maintain day-to-day oversight of the websites and liaise with the Online Communications team and other stakeholders, as required
  • Periodically review the content of the websites and set up routine updates
  • Facilitate the creation/update of pages and its content using content management systems
  • Create, collate and proofread content for websites
  • Liaise with external partners, as required
  • Assist with budgets and accounts and with writing financial reports
  • Assist with processing expenses and raising purchase orders, keeping concise records
  • Approve and process reimbursement claims
  • Budgetary control of events expenditure
  • Responsible for office supplies

Key Skills and Experience

  • Proven experience of assisting and supporting at Director/Snr Management level
  • Minute taking skills
  • Experience of managing events
  • Analysis of expenditure against budgets
  • Accurate and numerate with the ability to understand, summarise and present accounting information
  • Ability to conduct database and literature searches
  • Experience of using content management systems to manage websites
  • Comprehensive IT skills including MS Office, database applications and knowledge of website content management systems
  • Excellent interpersonal skills with an ability to deal with a wide range of people at all levels
  • Considerable diplomacy and tact; ability to deal appropriately with confidential and sensitive information
  • Excellent organisational skills – accuracy and attention to detail and ability to multi-task under pressure
  • High degree of literacy with experience of independently writing clear and concise documents and web content
  • A confident and positive attitude

To Apply
Please send a covering letter together with a copy of your CV in MS Word

Next steps

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