Administrative Coordinator

About the Role

Informal Queries

• For informal queries about the role, please contact Caroline Whitehouse (Operations Manager) at c.whitehouse.1@warwick.ac.uk.

Flexible Working 

• We will consider applications for employment on a part-time or other flexible working basis (e.g. job share), despite the position being advertised as full-time.
• We welcome applications from candidates seeking a minimum of 29.2 hours per week (0.8 FTE).

The School of Engineering is seeking an additional Administrative Coordinator to join the Staff Administration Team. This is a newly created role, reflecting the team’s need to deliver increasingly complex, cross functional work across the School.

You will be leading on a broad range of People related administration across the employee lifecycle:  from recruitment through to midlife processes (e.g.: academic progression, staff reward and performance schemes) through to leaving. You will be expected to become an expert in these cycles; navigating the University’s processes and policies to effectively deliver People related administration, plus guide and advise colleagues, including senior leaders, to enable them to do the same.

Alongside recruitment activity, you will be sharing in the planning, implementation and evaluation of the annual cycle of staff administration support. This includes work that has a more project based element (e.g.: Graduate Teaching, Workload Model). We would also look to you to support other professional services staff teams within the School at busy times or to cover colleague absence.

Much of the team’s work is shaped by the needs of senior managers, Academics and the School’s Executive Team.  You’ll need to alleviate their pressure by working autonomously, using your knowledge, influence and confidence to guide them, anticipate requirements and make appropriate decisions. You won’t be unsupported though; this role is managed by the Operations Manager, works closely alongside another Administrative Coordinator, and is assisted by an Administrative Assistant(s) who’ll you line manage and develop.

The role also offers the chance to contribute beyond the immediate team. You’ll help build and contribute to informal networks of colleagues in similar roles in the eight departments that form the Science and Engineering (S&E) hub.  These networks are being established to share good practice (including with colleagues from central professional service areas, e.g. People), with the aim of developing more consistent approaches and processes across departments in the S&E hub. Your contribution to supporting and championing this approach, and offering support to other departments in the S&E hub on an occasional basis, will be key to its development and success.

With distinct areas of ownership, and a wide remit, this is an impactful role that offers a great opportunity to take your first step into line management, and have a taste of project based work.

For details on the experience and skills required, please refer to the job description (link here).

About You

You will bring experience from a busy, customer-focused environment and be ready to take the next step into a role with greater ownership, independence and variety. This is not a micromanaged, processing paperwork from behind a desk role: you’ll need to be visible in the School, build relationships, understand our customers’ needs and requirements, and take ownership to deliver a responsive and high-quality service.

That’s why interpersonal strengths are just as important as your administrative experience. We are looking for someone who is proactive, positive and confident, with excellent communication skills to influence, support and guide others diplomatically yet effectively. As the role is closely connected to the daily life of the School, you will need to work on campus for at least 60% of the working week, including every Wednesday, to provide a reliable presence from our office, which is open daily.

Whilst we need you to be independent, self-motivated and resourceful, the ability to get on with others – colleagues, customers and stakeholders – is important as you will be a part of a supportive and collaborative team. You will play a significant role in the forming and development of an updated Staff Admin team, helping us strengthen how the team supports the wider School. You may also have opportunities to contribute across other professional services areas within the School and the wider S&E hub. You must have a collegiate attitude and approach, proactively seek ways to foster, build and nurture relationships, and be willing to contribute to not only the success of your immediate team but the wider School and University community.

About the Department

The School of Engineering is one of the leading unified engineering schools in the UK. This role is based in our Staff Administration Team on the University’s campus in Coventry. Our beautiful green campus, rich with wildlife, is close to bustling cities and outstanding transport infrastructure connecting us to major UK and international destinations.

We're home to award-winning research and teaching facilities, and to renowned entertainment and leisure venues such as the Warwick Arts Centre and the Sports and Wellness Hub that offer staff discounts and offers.

The School of Engineering is committed to the principles of the Athena SWAN Charter, which recognises work undertaken to address gender equality, representation and progression for all staff working in an academic environment. The School currently holds the Athena SWAN Gold award and the University holds an Institutional Silver award. Further information about the work of the School in relation to Athena SWAN can be found at the following link; Athena SWAN - School of Engineering - University of Warwick.

How to Apply

To apply please complete your essential personal details and attach a CV and cover letter by the closing date and time stated.

We will review applications throughout the advertising period and may contact shortlisted candidates before the closing date. We therefore encourage interested applicants to submit their application as early as possible. We reserve the right to close this vacancy early should we receive a sufficient number of suitable applications.

Please ensure your CV includes your most recent employment experience along with any additional relevant experience and education history.

Your cover letter should detail your motivation for applying for the role as well as detailing how you meet the essential and desirable criteria.   

The interviews will be held on a date to be confirmed.