Office Assistant

  • Location
    City Of London, Greater London
  • Salary
  • Job type
    Temporary contract
  • Industry
    Education and Training
  • External Reference
  • Category
    Education & Childcare - Higher Education

Office Assistant

Location: London WC area

Salary: £15.01

Duration: early August until mid/late November (high potential of being extended)

Contract type: Temporary

Adecco is currently recruiting for an Office Assistant to join a prestigious university based in the London WC area.

Roles and responsibilities

Service Delivery

  • To support the Programme Managers with the Staff Student Liaison Committees (SSLCs), by preparing agenda items, circulating papers and following up on agreed action points.

  • To support the Research and Finance Manager in a range of finance related tasks, including but not limited to: processing expense claims; administering staff research funds, research grants and other departmental budgets; assisting with the annual check of accounts and flagging up unexpected expenditure.

  • To assist the Programme Managers and the Programme Administrator with ad-hoc programme-related tasks

  • To have overall responsibility for scheduling and advertising faculty and class teacher office hours and for allocating and maintaining class teacher homework boxes.

  • To have overall responsibility for the departmental term time seminar series including: booking speakers; arranging hotel accommodation; reimbursing travel receipts; ordering catering and seminar room set up.

  • To manage the PhD offices, study spaces and common areas, ensuring that they are well maintained and kept, and reporting issues to the appropriate teams in the School.

  • To oversee the allocation of IT equipment to staff and students, reporting problems to the IT Service Desk when necessary, and advising the Departmental Manager and Research and Finance Manager of requests for new purchases.

  • To understand and abide by the School's regulations and legislation regarding data protection, freedom of information and recorded student information, for example Inclusion Plans.


  • To provide administrative support for the orientation and welcome of new undergraduate and postgraduate students, including assisting with preparing copy for and editing selected welcome and orientation materials including student handbooks.

  • To support the Communications Officer and other members of the professional services team in delivering the communications strategy by contributing to an engaging and relevant social media presence for the Department, including drafting copy for online communications and publicity for events, seminars and receptions as required, and using Hootsuite to schedule Tweets.

  • To assist the Communications Officer with updating and maintaining the Departmental Website at busy times and during periods of staff leave.

Planning and Organizing Resources

  • To support the PSS Team as required with the organisation of departmental events, receptions and seminars and annual conference.

  • To help the programme managers with planning and delivering a range of career events, in virtual or campus-based settings.

  • To support the Department's alumni programme by assisting the External Engagement Officer with organising a range of activities and events, and assisting with the production and distribution of email newsletters.

  • To support the Programmes Administrator with the organization and delivery of a range of online and on campus student social events.

  • To maintain accurate, efficient paper and electronic financial records for areas of departmental funding as required by the Departmental Manager and Research and Finance Manager, processing claims in a timely manner and periodically advising on budget status.

Initiative and Problem Solving

  • To prioritise own workload and proactively consider methods of supporting degree programme administration.

  • To develop and maintain links with colleagues to share and formulate best practice, for example by providing support for colleagues' innovations and strategic developments and assisting with the dissemination of these within and outside the Department.

  • To be willing to develop skills and programme knowledge to offer cover for other members of the Department's professional services team during periods of absence, e.g. annual leave.

If you would like to find out more about this position, please upload your most up to date CV. We will contact all short-listed candidates.

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

By applying for this role your details will be submitted to Adecco. Our Candidate Privacy Information Statement explaining how we will use your information is available on our website.

To speak to a recruitment expert please contact Essanjo Jorge