PA and Research Administrator

We are seeking an organised, proactive and experienced EA/Research Administrator to provide high-quality executive and research administration support the Professor at one of our Heading based departments

This varied role combines senior-level administrative support with research group coordination and wider Institute administration. The successful candidate will be confident managing competing priorities, exercising initiative and handling confidential matters with professionalism and discretion.

Key responsibilities

Executive and research administration

• Manage the Professor's complex diary, prioritising commitments, coordinating meetings and responding flexibly to changing demands.
• Manage correspondence, draft responses and prepare briefing materials on her behalf.
• Arrange domestic and international travel, including flights, accommodation, visas and itineraries.
• Oversee professional expenses, invoices and financial records, liaising with Finance colleagues as required.
• Support research grant applications by coordinating documentation, gathering information and liaising with collaborators.
• Prepare agendas, papers, minutes and briefing notes, and maintain effective administrative systems and procedures.
• Maintain and update the Professor’s research group and project websites.
• Handle sensitive and confidential matters appropriately, liaising with Human Resources where necessary.

Research group administration

• Act as the first point of contact for research group staff, students and visitors, coordinating visits, meetings and related arrangements.
• Support recruitment and onboarding processes in collaboration with Human Resources, including job adverts, interviews and inductions.
• Coordinate practical arrangements for group members, including workspace, access cards, IT provision and departure processes.
• Organise research group meetings, manage mailing lists and support postgraduate administration, including viva examinations and report submissions.
• Monitor expenditure, maintain financial records and ensure purchases and travel expenses are allocated to the correct cost codes.
• Maintain group webpages and social media, and coordinate news and event updates.
• Liaise with IT colleagues regarding technical issues, and coordinate equipment bookings, maintenance and laboratory safety documentation.

Institute-wide administration

• Work collaboratively with the wider administrative team to support the smooth running of the Institute.
• Respond to Institute-related enquiries and contribute to the development and improvement of administrative systems and procedures.
• Assist with building access, visitor parking, supplies and other shared administrative tasks.
• Provide administrative cover and support to colleagues when required.

Essential criteria

We are looking for a candidate with:

• Proven experience providing high-quality administrative support to a senior member of staff, including diary management and complex travel arrangements.
• Proven experience organising meetings and coordinating administrative processes, managing competing priorities and meeting deadlines in a busy environment.
• Excellent written and verbal communication skills, including the ability to draft professional correspondence and prepare accurate documents with minimal guidance.
• Strong IT skills, including proficiency in Microsoft Office applications such as Word, Excel and Outlook.
• Proven experience handling confidential or sensitive information with tact, discretion and professionalism.
• The ability to work independently, exercise initiative and respond effectively to changing demands while maintaining a high standard of service.