Department Administrator

Job description

Overview of Responsibilities

This role can be based at can any of the following sites; Culham, Oxfordshire.

This role primarily requires onsite presence, with potential for remote work one day per week in the future.

This role requires employees to complete an online Baseline Personnel Security Standard (BPSS) , including The Disclosure & Barring Service (DBS) checks for criminal convictions.

The Role

Are you ready to join our dynamic team as a Department Administrator? In this essential role, you'll provide administrative support, ensuring our staff's peak efficiency in the Robotics, Repurposing & Decommissioning Directorate. With confidence, as the primary point of contact for general inquiries, you'll swiftly resolve issues or escalate them as necessary. Your responsibilities extend to coordinating both UK and international travel and accommodation for the department team. We're looking for an individual who excels at prioritization, thrives with minimal supervision, and is self-motivated with strong written and verbal communication skills.

Here, you'll be part of an extensive admin team at the forefront of robotics, managing a diverse range of tasks under the broad umbrella of our operations. Multitasking is a must, and you'll collaborate closely with your colleagues in this large team. Initiative is key, particularly when handling intricate travel bookings and ensuring meticulous attention to detail. You'll compare quotes, question discrepancies, and assist new starters with IT-related matters, ticking all the essential boxes. Process compliance is crucial in our organization, and your role encompasses a wide array of admin functions. These include managing requisitions, handling PO numbers, coordinating meetings, catering arrangements, and managing visitor logistics.

If you're eager to embrace this exciting challenge, we can't wait to hear from you.

As a Department Administrator you will be:

• Actively engaging as the first point of contact for managing general queries, swiftly addressing issues, and escalating them when the situation requires.
• Leading onsite meeting arrangements: preparing agendas, minute taking and making catering arrangements and managing the ordering and distribution of stationery for the team, escalating issues as required.
• Processing expense claims as per the Authority's procedures and assisting with the new starters onboarding processes, ensuring the New Starter Checklist is followed
• Contributing to the recruitment of summer placements
• Perform any other administrative duties commensurate with the grading of this post.
• Dealing with Display Screen Equipment assessments and reports for staff in line with current legislation"

Qualifications

Essential

• Demonstrable administrative experience
• Good IT skills and proficient in the use of Microsoft Office
• Excellent interpersonal skills
• Proven ability to cope with multiple tasks and prioritise appropriately
• Flexibility to undertake a variety of administrative tasks
• Discrete and professional approach

Desirable

• Experience in arranging international travel and proficiency in using SharePoint.

Additional Information

A full list of our benefits can be found here https://careers.ukaea.uk/life-at-ukaea/employee-benefits/

We welcome applications from under-represented groups, particularly individuals from black and other ethnic minority backgrounds, people with disabilities, and women. Our Executive team, supported by our 'Equality, Diversity and Inclusion' (EDI) Partner and Inclusion Ambassadors, actively promotes EDI and takes steps to increase diversity within our organization. We reinforce best practices in recruitment and selection and evaluate approaches to remove barriers to success.

Please note that vacancies are generally advertised for 4 weeks but may close earlier if we receive a large number of applications.