Administration and Events Assistant

ABOUT UCL

The Universities Policy Engagement Network (UPEN) was set up in 2018 by approximately ten higher education institutions. It now has more than 110 UK university and policy members. Institutional leads from each university comprise the knowledge exchange brokers/policy impact colleagues whose responsibilities include disseminating opportunities to relevant colleagues within their institution. The network is voluntary, and we are funded entirely by voluntary donations.

In 2025, UPEN was awarded funding from Research England and the ESRC to deliver a project focused on infrastructure and capabilities for academic–policy engagement in the UK.

The role is based in the UCL Public Policy team, within UCL Research, Innovation and Global Engagement. UCL Public Policy is UCL’s strategic institutional programme to build engagement between researchers and policymakers and enhance the contribution of UCL’s academic expertise to public policy. It supports capacity-building within UCL, undertakes coordination and brokerage across the institution, delivers knowledge exchange and policy engagement activities, and strengthens the communication and dissemination of UCL research.

UCL Research, Innovation & Global Engagement brings together a range of functions, services and resources for the UCL community and external partners. We are dedicated to supporting people, crossing boundaries and enabling responsible impact – for the greater good, locally, nationally and internationally.

PURPOSE OF THE ROLE

This role provides essential administrative and event support, acting as a central point of contact for operational needs. The role holder will deliver comprehensive secretariat support, including managing diaries, travel, accommodation, and organising key meetings with associated agendas and papers. They will also be responsible for efficient financial administration, handling purchase orders, and supporting external partner expenses claims. Additionally, this role provides support for UPEN’s events programme, and assists UPEN as it develops its national brokerage function.

MAIN RESPONSIBILITIES AND DUTIES

Administration (70%)

• Provide secretariat support to the UPEN programmes team by organising key project meetings (both online and in-person), including managing complex diaries to identify dates and times that all required attendees can be available.
• Manage the financial administration for the team’s operations, with direct responsibility for monitoring the travel and subsistence budget; this includes processing purchase orders and invoices from external suppliers, ensuring adherence to UCL and UKRI financial policies. You will also be the primary point of contact for supporting external partners in submitting expense claims, and be responsible for tracking the budget proactively, informing the Head of Programmes and Operations of any potential variances, or cost-saving opportunities.
• Provide ad hoc support to the Heads of Programmes and Operations & Communications and Impact. This includes, but isn’t limited to, tasks like recruitment coordination (e.g candidate management and interview material preparation), comprehensive file management (keeping shared areas accurate and up-to-date), and helping with project, stakeholder, and impact trackers.
• Provide administrative support as necessary to the UPEN Programmes Co-Lead (Practice) and other colleagues as directed by the line manager, which may include collating information, compiling materials for presentations, assisting with the formatting of written outputs, and scheduling social media posts.

Events (30%)

• Provide essential support for all UPEN Programmes events such as event logistics and promotion as well as post-event management and documentation, as directed by the Head of Communications and Impact.
• Serve as the lead contact for all UPEN Programmes events, responsible for coordinating with the Network Engagement Coordinator to maintain a comprehensive events planner, ensuring all UPEN activities, both within and outside of UPEN Programmes are scheduled without conflicts.
• Provide tailored event support , including UPEN’s community of practice on knowledge mobilisation and national brokerage function structures. This will include providing logistical and administrative support for expert synthesis workshops, liaising with speakers and participants, and events advertising and promotions alongside content creation for external communication channels.
•  Support event monitoring and evaluation by tracking key metrics, compiling feedback, and providing regular progress updates to the team.

CANDIDATE REQUIREMENTS

Qualifications, experience and knowledge

• Significant experience of working in an administrative support role or providing secretariat support at team, personal or executive assistant level.
• Experience providing administrative support for events.
• Proven experience in financial administration.

Skills and abilities

• Good working knowledge of MS Office, particularly Excel, Word, Outlook and Teams.
• Excellent written and oral communication skills.
• Able to maintain excellent attention to detail while working efficiently and under pressure at times.
• Excellent organisational skills with the ability to prioritise workload and plan tasks when faced with competing demands.
• Excellent interpersonal skills, with the ability to build strong working relationships and work collaboratively with colleagues across different roles, teams and levels of seniority at multiple institutions.
• Ability to work independently, taking initiative to manage workload, prioritise tasks and resolve queries without supervision.
• Flexibility and versatility to adapt to tasks at short notice.

To view the full job description, please click here –>Administration and Events Assistant