NJ14-146
UCL ADVANCES
Job Description & Person Specification:
DECIDE OFFICE ADMINISTRATOR
Background Information
UCL – a university, a community, a world-class reputation …
UCL is one of the UK’s leading universities, a world-class multidisciplinary research and
teaching institution, whose staff and former students have included 26 Nobel Prize
winners. Founded in 1826, UCL was the first university in England to admit students
regardless of race, religion or gender. It continues to thrive on the creativity and diversity
of its community which today comprises 10,000 staff, 13,000 undergraduates and 9,000
graduate students from 130 countries across the globe.
Constitutionally part of the federal University of London, UCL is in practice an
independent university, with an annual turnover of over £800 million. Its 70 departments
span arts and humanities, social and historical sciences, law, architecture and the built
environment, engineering sciences, mathematical and physical sciences, life and clinical
sciences, and medicine. UCL includes academic units as diverse as the UCL Slade
School of Fine Art, the UCL Bartlett School of Architecture and the UCL Institute of Child
Health, which is associated with Great Ormond Street Hospital.
75% of UCL’s departments received ratings of ‘excellent’ in national teaching quality
reviews carried out between 1993 and 2001 and 60 departments achieved top (grade 5
and 5*) ratings in the 2001 Research Assessment Exercise. As a result of its track
record, UCL receives substantial funding from government and charities, and more than
£250 million is currently being invested in state-of-the-art facilities for cutting-edge
research and teaching. Situated at the heart of one of the world’s greatest cities, UCL’s
historic central campus in Bloomsbury is within easy reach of several rail and
underground stations, the Eurostar terminal and Heathrow airport.
UCL Advances
UCL Advances, UCL's centre for entrepreneurship and business interaction, helps
anyone who wants to learn about, start or grow a business. It’s primary role is to promote
a culture of entrepreneurship on campus and engagement with entrepreneurs and small
businesses beyond UCL’s boundaries. It works to support start-ups and small businesses
across London by helping them to access the technical and business expertise of UCL’s
staff and students through a series of programmes to help support ambitious young
companies.
UCL Advances is affiliated with UCL Enterprise, which provides UCL’s structures for
engaging with business for commercial and societal benefit.
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www.ucl.ac.uk/advances
www.ucl.ac.uk/enterprise
Programme Summary
IDEAL – Innovation Digital Alliance London – is a unique innovation centre that provides tailored
support, strategic acceleration programmes and high-calibre mentors. Created by Cisco, DC
Thomson and UCL, IDEAL is breaking ground for start-ups looking to grow and commercialise
their business. Find out more at http://www.idea-london.com/
2. The Role
Job Title
DECIDE Office Administrator
Reporting to Project Manager
Location
IDEALondon, 69 Wilson Street LONDON EC2A 2BB & UCL Advances, 90
Tottenham Court Road, London, W1T 4TJ one day a week
Main Duties and Responsibilities:
This role needs someone who is willing and able to completely own the IDEALondon space, to
make sure it always looks it’s best & that everything works as it should.
Principal Responsibilities:
• Develop a complete understanding of how everything within the space works &
communicate this with others as necessary
• Maintain tidiness and cleanliness within the workspace throughout the day – as well as
within the storage and stationary cupboards – particularly keeping an eye on meeting
rooms & kitchens
• Cleaning oversight and point of contact
• Property management liaison – day to day point of contact with the landlord
• Report on any maintenance issues and following these up as appropriate
• Building security liaison – handling the access list & levels to ensure that access is only
given to those who should have it
• Order stationary, consumables and other supplies and responsible for the same (stock
levels, inventory, ect.)
• Ensure procedures are followed using existing ones if possible and generating new ones
where needed
• Establish appropriate filing systems
• On-board newcomers
• Collection of all documentation and information needed when registering at IDEALondon
• Data entry and reporting ensuring the existing data in the database is accurate
Reception:
• Man the reception desk, welcome visitors & inform the appropriate person of their arrival
1. Maintain up-to-date list of all those in IDEAL at any given point in time
2. Maintain up-to-date contact list of all companies and people in IDEAL
• Maintain communication with main reception in terms of who is expected to arrive and at
what time
• Act as initial point of contact for all enquiries. External and internal customer queries are to
be treated quickly, thoroughly and with politeness and courtesy. Where necessary in
consultation with the Programme Manager, ensuring customers’ needs are ascertained
and met in the appropriate communicative format
1. Inbound queries from website via email
2. Telephone queries
3. Generic events & room booking queries
4. ISD issues (wifi, telepresence, printer, telephones, login, email, etc)
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Develop and maintain a full and up to date knowledge of all UCL Enterprise & IDEAL
services & partnerships, their applications and benefits so as to ensure that all enquiries
are directed to the most appropriate person to answer
Maintain meeting room calendars, arrange meeting rooms & catering (for IDEAL staff not
innovators) as required
Sort through post and ensure it is distributed to the correct person
Loaning out and collecting cables / adaptors & maintaining inventory list up to date at all
times
Remain abreast of “soft” information such as innovators birthdays, personal issues that
may affect their companies performance, holidays planed, etc.
Finance
• Get information on businesses to set them up as new customers or service providers
• Create electronic invoices and credit notes and send out as appropriate
• Work together with the Programme Manager on expenditure monitoring and forecasting
• Compile the financial report quarterly and ensure all documents related to financial
reporting are up-to-date
• Collect, file & process receipts for expenses & other claims and deal with any queries
• Trouble shooting on any queries related to invoices, credits, expenses, etc. and
discussing with the Departmental Administrator and / or the Programme Manager any
anticipated problems
Other
• Assist with events, which may take place outside of regular office hours
• To continue to develop skills and knowledge in work practices, policies and procedures
• To undertake other tasks as appropriate as directed by the DA and Programme Manager
• Adhere and comply with the provisions of the College’s Health and Safety Policy
• Any other duties as may be reasonably expected and which are commensurate
with the level of the post
• Carry out any other duties as are within the scope, spirit and purpose of the job as
requested by the line manager or Head of Department/Division.
• Actively follow UCL policies including Equal Opportunities policies and be expected to
give consideration within their role as to how they can actively advance equality of
opportunity and good relations between people who share a relevant protected
characteristic and people who do not share it.
• Maintain an awareness and observation of Fire and Health & Safety Regulations.
This job description reflects the present requirements of the post, and as duties and
responsibilities change/develop, the job description will be reviewed and be subject to
amendment in consultation with the post holder.
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Person Specification: Knowledge, Skills and Attitude Required
Essential
• Be a problem solver, proactive, highly organised, adaptable, efficient and detail orientated
• Be able to work on own initiative, with minimal supervision and calmly under pressure
• Be able to manage and prioritise a busy workload to deadlines
• Have excellent communication skills both written and oral, and be able develop effective
working relationships
• Strong interest in digital SME’s and the startup culture in London
• Enjoy working with technology & able to rapidly pick up on how to use new digital work
tools
• Tact and discretion in the handling of highly confidential and sensitive information
• Applicants must have a minimum of 3 A level passes or equivalent
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Desirable
Experience of working in a commercial environment, particularly a small business
Experience of administration and finance
Understanding of how things work within a Higher Education Institution
Experience of taking minutes/notes of meetings
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