Department Administrator

Venesky-Brown’s client, a public sector organisation in Stirling, is currently looking to recruit a Department Administrator for a contract until 18th December 2026 on a rate of £14.27/hour (PAYE). This role is hybrid and will be 28 hours per week
 
Responsibilities  
 

– Coordinate day-to-day administrative, event and operational matters (ordinary centre business).
– Act as a day-to-day point of contact for team members on administrative and operational queries, directing requests to the appropriate process or resource. 
– Maintain records of colleague’s outputs and activities to support annual reporting. 
– Provide logistical support for seminars, workshops, conferences and visiting researcher stays (room bookings, welcome materials, travel/expense processing, catering arrangements and equipment booking). 
– Arrange transport and collection for visiting speakers and researchers (e.g. from train stations or airports) as required. 
– Maintain an inventory of shared equipment and room supplies, ensuring items are documented and available to borrow and return. 
– Process visiting researcher paperwork and Associate member applications as instructed. 
– Maintain the Centre’s shared inbox, calendar, and Teams/SharePoint sites. 
– Support meeting scheduling and take minutes as required. 
– Update existing content on the website and internal communication channels, as directed by the Centre Director. 
– Provide day-to-day administrative support, including diary support, correspondence and general office administration. 
– Process invoices, expense claims and reimbursements through Agresso (training will be provided). 
– Support monthly budget reporting and reconciliation, escalating queries to the Director or Finance as needed. 
– Support seed funding administration, tracking expenditure against awards. 
– Act as first point of contact for the Director, handling and resolving matters within your remit, redirecting others appropriately, and escalating to the Director only when necessary. 
– Support HR-related administrative processes (e.g. contract paperwork submission) as directed. 
– Maintain accurate Centre records (financial, research administration and team-related) in accordance with data protection legislation and policy, escalating data protection or freedom of information queries to the Director or Information Governance team as appropriate. 
– Work flexibly to support Centre events and conferences, including occasional non-standard hours as required. 
– Assist with collating publications and engagement data ahead of reporting deadlines. 
– Demonstrate a proactive approach to personal development, undertaking training relevant to the role. 

 
Essential Skills: 
 
– Qualifications — Educated to a minimum of HND level, or equivalent professional experience. 
– Knowledge & Experience — Proven experience in a busy administrative environment; experience of financial administration or processing (e.g. invoices, expenses, budget records) using a finance or ERP system; experience using Microsoft Office applications, particularly Excel; experience managing sensitive/confidential information with tact and discretion. 
– Skills & Attributes — Excellent organisational and time-management skills, with the ability to prioritise a varied workload independently; strong written and oral communication skills; sound judgement and the ability to identify when to escalate an issue; ability to work flexibly and collaboratively within a small team. 
 
Desirable Skills: 
 
– Knowledge & Experience — Previous experience in Higher Education administration; experience using Agresso specifically; experience supporting research grant administration or reporting. 
 
If you would like to hear more about this opportunity please get in touch.