Administrative Assistant (76945-0925)

For informal enquiries, please contact Olivia Joyce (Administrative Coordinator) at Olivia.joyce@warwick.ac.uk

Previous candidates need not apply

Full time (36.5hours) permanent position.

The School of Engineering is seeking a proactive and organised Administrative Assistant to join our Staff Administration Team.

This role is extremely varied with no two days being the same. Being based within a small team, it offers you the opportunity to work on activities and processes independently, and autonomously from start to finish. You will take ownership of key administrative processes, with a particular focus on recruitment and HR support. This involves managing end-to-end recruitment processes for both permanent and temporary staff, acting as a key liaison for hiring managers, HR teams, and candidates.

In addition, you will provide high-quality administrative support to senior colleague, including the School’s Research Cluster Leads and Directors of Teaching. This includes servicing Committees, taking minutes, coordinating and attending meetings as well as supporting key academic events.

This role is based in our Staff Administration Team within the School of Engineering on the University’s campus in Coventry. Whilst we currently offer hybrid-working arrangements, the successful candidate will be expected to work a minimum of the first three months of their appointment onsite full time. After this, due to the nature of this role, it is expected that the post holder will be required to work on campus a minimum of 80% of their time on a team rota. Additional days in the office may be required at busy times, or to cover colleague absence.

You will be a proactive, highly organised and experienced administrator, ideally gained within a Higher Education or HR environment. Excellent communication skills are essential, with the ability to interact effectively with a diverse range of people, both internally and externally. A customer centric approach, with a commitment to delivering excellent customer service, is required.

You will have experience supporting senior staff, demonstrating influencing skills and appropriate levels of assertiveness to do so. A resilient attitude, combined with a collaborative team approach, is crucial. You should be able to work independently and use your initiative to solve problems, as well as manage competing priorities under pressure. You should also demonstrate a willingness to contribute to a positive and collaborative team culture, both within the immediate and wider School administrative teams.

A high level of accuracy and attention to detail, combined with flexibility, is needed to manage a wide range of administrative tasks, with time management and organisational skills being needed to prioritise workload and deliver to deadlines.

Due to the nature of the role, you will be handling confidential and sensitive information and dealing with difficult situations. You must demonstrate the ability to do this with diplomacy, tact and empathy.  Understanding of equality, diversity and inclusion (EDI) issues as they impact on areas of recruitment and administration is essential.

For details on the experience and skills required, please refer to the job description attached as a PDF below.

The School of Engineering is one of the leading unified engineering schools in the UK.

We offer competitive salaries on a grading structure that provides annual incremental progression, plus a generous annual leave entitlement (26 days per annum for this role, plus four customary shut down days over Christmas, and eight statutory bank holidays).  As well as competitive salaries we offer attractive pension schemes with excellent employer contributions, and various staff recognition awards. We are also committed to helping you to fulfil your potential through a range of career development opportunities.

This role is based in our Staff Administration Team.

within the School of Engineering on the University’s campus in Coventry.

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 

We are a world-leading research-intensive university founded in 1965. We are ranked 67th in the world and 10th in the UK. 92% of our research is rated world-leading or internationally excellent.*

Find out more about us on our website.

* QS World University Rankings 2024, Research Excellence Framework 2021

CLOSING DEADLINE: Wednesday 22nd October 2025 at 23:55 (BST)

To apply, please click "Apply" below and submit an application form by the closing deadline. You will be asked to include a CV and a cover letter.

Your CV should include:

• Your education and employment history (including your most recent employment).
• Any other relevant experience (e.g. volunteering, extracurricular, etc.).

Your cover letter should explain:

• Your motivations for applying to the role.
• Using examples, how you meet the essential and desirable criteria detailed in the job description (PDF attached below).

All essential criteria must be met by candidates who are invited to interview.

For guidance on writing a cover letter, see here.

• Interview Date: To be confirmed 
• Start Date: As soon as possible

Please note application forms must be submitted before the stated deadline - you will not be able to submit after 23:55 (even if you opened the form earlier). Only applications submitted via our official careers portal (warwick-careers.tal.net) will be considered.

We provide a comprehensive range of benefits, including:

• An attractive pension scheme.
• 26 days holiday plus University Christmas closure.
• Generous parental/adoption leave policy.
• Onsite childcare facilities.
• Excellent learning and development opportunities.

We recognise the importance of a healthy work/life balance and offer access to flexible working arrangements. Find out more about our flexible working arrangements.

We are proud to be a Living Wage employer.

Equality, Diversity, & Inclusion

Warwick is committed to fostering a diverse, inclusive and respectful community where everyone can thrive. We welcome applications from all backgrounds, cultures, and communities, and actively encourage candidates from underrepresented groups to apply.

Find out more about our Social Inclusion work at Warwick.

Find out more about our awards and accreditations.

We are also one of the six founder institutions of the EUTOPIA European University Alliance.

Safeguarding & DBS

The University of Warwick is committed to safeguarding and promoting the welfare of all those we work with.

• Roles involving regulated activity are subject to a Disclosure and Barring Service (DBS) check at the appropriate level, in line with the DBS Code of Practice.
• The University will ensure that anyone subject to a barring order does not undertake any work with the barred group (children and/or adults).
• All employees, volunteers, and partners are expected to share our commitment to safeguarding.

Rehabilitation of Ex-Offenders

The University will not discriminate against applicants who make a disclosure relating to a conviction.

Disclosures at application stage are only visible to the DBS team, not to hiring panels. This ensures fairness and removes bias from the shortlisting process.