Institute Administrator

Job Title: Institute Administrator
Location: Manchester (M13)
Sector: Admin & Secretarial
Job Type: Temporary (3 months+)
Working Hours: Full-time, Monday to Friday (8am–4pm or 9am–5pm)
Pay Rate: £15.19 per hour

About the Role
We are seeking an experienced and organised Institute Administrator to join a busy academic institute based in Manchester. This is a varied role that plays a key part in supporting the day-to-day operations and wider strategic goals of the Institute. You’ll work closely with the Institute Director, Institute Officer, and Institute Manager, providing high-level administrative and operational support.
This is an ideal role for someone who enjoys working in a dynamic environment, has strong communication and coordination skills, and is confident managing a range of admin tasks from diary management to organising events and handling finance systems.

Key Responsibilities

Operational Support:

• Act as a point of contact for internal and external queries
• Provide general admin support across the Institute
• Manage shared inboxes and respond to queries appropriately
• Assist in the planning and delivery of events and meetings
• Book travel and accommodation arrangements as needed
• Maintain accurate records, data, and distribution lists
• Support diary management for senior staff

People & Organisational Development:

• Support recruitment processes via the JobTrain system
• Coordinate induction and welcome arrangements for new staff
• Maintain absence records and liaise with relevant departments

Estates & Facilities:

• Act as liaison for building-related queries and office moves
• Manage building access and update occupancy records
• Support with health and safety requirements where necessary

Finance Administration:

• Process purchase orders and track invoices using internal systems
• Coordinate event-related spending and assist with procurement
• Handle staff expense claims and process payments

General Duties:

• Minute-taking and meeting support
• Promote and adhere to University policies and procedures
• Provide occasional cover for the Institute PA as needed

Essential Skills and Experience:

• Proven experience in an administrative support role
• Confident managing multiple priorities in a busy environment
• Experience coordinating events and managing finance systems
• Excellent organisational, communication, and problem-solving skills
• Strong attention to detail and ability to work independently
• Good IT skills with willingness to learn new systems
• Experience supporting senior-level staff and diary management

Desirable:

• Familiarity with systems such as Oracle, iProc, Key Travel, JobTrain, or Eventbrite
• Experience with university or public sector administration

What We Offer

• A professional and supportive working environment
• Opportunity to gain valuable experience within a leading university setting
• Flexible working hours within the core schedule
• Competitive hourly rate

To Apply:

If you meet the requirements and are available for an immediate start, please send your CV to