Business Support Administrator - Maternity Cover

Purpose of the post

We require the services of an experienced and highly organised Business Support Administrator who will be a key member of the HDR UK team.

The post holder will be responsible for managing complex diaries, coordinating meetings and activities, and ensuring the smooth day-to-day operation of the technology team. They will organise Technology team meetings, including away days, and coordinate travel, accommodation, and logistics to support the effective delivery of the team’s priorities.

By building strong working relationships, anticipating business needs, and providing efficient administrative support, the Business Support Administrator will play a key role in enabling the Technology leadership and wider team to operate effectively and achieve their strategic objectives.

Main responsibilities

• Provide proactive executive and administrative support to the Interim Chief Technology Officer and the Technology Strategic Advisor.
• Manage complex diaries, prioritising appointments and coordinating meetings with internal and external stakeholders.
• Ensure all information relating to diary entries (e.g. contact information, meeting history, attendees, and telephone numbers) are recorded accurately
• Monitor and respond to emails where appropriate and in a timely manner
• Ensure all information relating to diary entries (e.g. contact information, meeting history, attendees, and telephone numbers) are recorded accurately
• Monitor and respond to emails where appropriate and in a timely manner
• Accurately formatting letters, emails and other correspondence as required
• Manage logistics for all travel, book flights, train tickets, taxis, accommodation, meeting venues
• Co-ordinate team meetings and activities including room bookings, invites, preparation of agenda and circulating papers
• Assist in the planning of team events by booking venues, compiling responses, and helping to ensure the smooth running of the event.
• Provide administrative support for invoicing and expenses as and when required
• Provide administrative support to the wider Technology team, working closely with finance and procurement teams and other Business Support Administrators.
• Build effective working relationships across HDR UK and with external stakeholders, maintaining confidentiality and exercising sound judgement.

Planning and Organising

Plan and coordinate multiple activities, balancing competing priorities while supporting the Technology leadership and wider function. The post holder will work independently, adapting to changing priorities to ensure effective delivery. The postholder will when required travel to team away days to provide on-site support to their smooth delivery.

Problem Solving

Use initiative and sound judgement to resolve administrative issues, manage competing demands and identify when matters should be escalated.

Decision Making

Make day-to-day operational decisions relating to diary management, meeting coordination, travel arrangements and administrative activities, escalating more complex issues where appropriate

Experience

• Significant experience working in a similar role with both diary management and wider administrative responsibilities
• Significant experience of working with senior level stakeholders across a wide range of sectors
• Excellent attention to detail, spelling, grammar
• The ability to be highly organised, self-motivated and prioritise workload effectively
• Strong verbal and written communication skills
• The ability to handle confidential information appropriately, with sensitivity and discretion
• The ability to work as part of a team and on own initiative
• Experience of working to tight deadlines with the ability to multitask whilst maintaining a high degree of accuracy
• Experience of accurate report writing, and preparing high-quality correspondence
• Proficient IT skills, in using Microsoft 365 applications (Outlook, Word, Excel, PowerPoint and Teams), as well as other online platforms
• Proven ability to handle confidential information with discretion and professionalism.
• Experience organising meetings, events, travel and accommodation, including coordinating logistics for team wide events.

Dimensions

• This is a 0.8 FTE role. Travel in the UK may be required to partner organisations.
• HDR UK is a national institute, and our activities take place across the UK

Please note, as we are a UK-based organisation,  applicants must be living in, and eligible to work in, the UK. We are unable to sponsor or take over sponsorship of an employment Visa at this time. 

We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.

We politely request no contact from recruitment agencies or media sales. We do not accept speculative CVs from recruitment agencies nor accept the fees associated with them.

For more information, please download the Job Description