Executive Support Team Administrator

ABOUT UCL

Founded in 1826 in the heart of London, UCL is London’s leading multidisciplinary university, with more than 18,000 staff and 51,000 students from over 150 different countries. We are a diverse community with the freedom and courage to challenge, to question, and to think differently.

Through a progressive approach to teaching and research, our world-leading academics, curious students and outstanding staff continually pursue excellence, break boundaries, and make an impact on real-world problems. Since 1826, we have challenged orthodoxy and applied ourselves to making the world better, seeking to serve society through the generation and application of ‘useful’ knowledge, with a particular focus on leading interdisciplinary discussion and debate.

UCL is now one of the world’s top universities, with broad disciplinary excellence in research, innovation, education and impact. We operate on a large scale and nevertheless deliver exceptional academic performance: an achievement that has few parallels internationally.

PURPOSE OF THE ROLE

To support the Executive Officer (EO) and two Executive Assistants (EA) in the efficient functioning of the Directorate and across the faculty, providing administrative support to multiple members of IOE’s Senior Management Team within the Directorate.

This is an important post within IOE’s Directorate, offering an opportunity to undertake a wide variety of operational activities including interacting with individuals both inside and outside of UCL. The post is available at 0.8FTE (29.2 hours per week with a start date in January 2026.

MAIN RESPONSIBILITIES AND DUTIES

• Support with:
• Maintaining the calendars of several members of the Executive/Directorate team.
• Managing requests for appointments and meetings.
• Scheduling regular meetings ahead of each academic year.
• Assisting with the arrangements for annual away days and faculty and Directorate events.

Service boards/committees:

• Minute meetings, identify dates/times, make room bookings and catering arrangements, set up meeting rooms appropriately.
• Co-ordinate agendas and circulate papers.
• As a crucial part of the role, this requires flexibility to cover notetaking on meeting dates.
• Supporting the EO and EAs with administrative duties and undertaking individual tasks and ad-hoc projects as requested.
• Provide adhoc support to the faculty’s Departmental Administrators during busy periods.
• Booking conferences, travel and accommodation.
• Manage requests for departmentally bookable rooms.
• Assist with coordination of staff recruitment interviews and appointments.
• Act as a key contact for enquiries and ensuring appropriate hospitality arrangements are in place for visitors.
• Assist in maintaining a database of key contact details for the Dean.
• Disseminate internal communications as well as external stakeholders’ communications.
• Ensure accurate and up-to-date information about the work and structure of the Directorate is maintained on the faculty website and intranet.
• Liaise with UCL Estates/IOE Facilities to request cleaning, porterage and maintenance as needed.
• Assist in maintaining appropriate electronic filing/records systems in support of all faculty level activities.
• Monitoring and maintaining office supplies and equipment. Working with IOE Facilities and suppliers.
• Processing expense claims and raising purchase orders. Managing procurement for the Directorate and some faculty-wide purchases and subscriptions.
• Reconciling the faculty Corporate Card and submitting claims on behalf of the holder.
• Owning and taking responsibility for the departmental Purchasing Card, making low-cost purchases of items not available via UCL’s eMarketplace or not suitable for purchase orders, and reconciling the accounts on a monthly basis in line with UCL Procurement’s requirements.
• Responding to and managing paper orders for printers across the faculty arranging for their porterage to the storeroom and to the printers/orderers.
• Work effectively with the EO and EAs to support the Executive/Directorate Team and provide cover during times of absence. This will require some workload and task flexibility, but training and support will be provided.

CANDIDATE REQUIREMENTS

Qualifications, experience and knowledge

• Demonstrable and relevant professional administrative experience: substantial office/administrative experience including managing busy and complex electronic diaries, servicing committees and minute taking.
• Experience of handling and maintaining confidential information and communications; working discreetly, sensitively and effectively.
• Excellent verbal and written communication skills including the ability to interact effectively with a variety of people at all levels both within UCL and externally.
• Ability to distinguish between conflicting demands, scheduling and planning work in order to meet priorities and deadlines, including the ability to analyse problems and identify potential solutions.
• Ability to work proactively and independently. Demonstrating initiative, following tasks through to completion with minimum supervision and a high level of accuracy and attention to detail.
• The ability to work effectively and proactively as part of a team, contributing, motivating and supporting colleagues, to achieve team and personal goals.
• Demonstrable experience of using appropriate administrative software packages including Microsoft (Excel, Word, Outlook) and database systems linked to HR and Finance.
• Experience of working in the Higher Education sector.
• Innovating and sharing new ways to work efficiently.
• Commitment to UCL’s policy of equal opportunities and the ability to work harmoniously with colleagues and students of all cultures and backgrounds.

To view the full job description, please click here –>Executive Support Team Administrator – Candidate Information Pack