Operations Administrator (12 month FTC)

Ellison Institute of Technology; Town of Oxford; On-site; CAD 56,000 - 65,000; Full time

Benefits offered by this job

Salary £30–35k

Travel allowance

Bonus

Pension

Private Medical Insurance

Life Assurance

Income Protection

Employee discounts

Cycle to Work

Nursery Salary Sacrifice

Electric car scheme

Family Planning

Neurodiversity support

Coaching & Therapy

Job summary

Ellison Institute of Technology (EIT) in Oxford is seeking an experienced Operations Administrator to provide reliable, high-quality behind-the-scenes support in a fast-paced environment. You will help manage competing milestones, priorities and deadlines with discretion, communicate with colleagues and external contacts, and use administrative and digital skills to support effective ways of working.

You will contribute to coordinating and delivering team projects, maintaining information across

Qualifications

• Experience delivering high-volume admin and project coordination under deadlines.
• Autonomous and exceptionally organised with multiple projects and tight timelines.
• Excellent attention to detail and data accuracy.
• Experience using databases/CRMs and reliable data entry.
• Technically proficient and quick to learn new MS Office tools.
• Strong written and verbal communication, representing the organisation well.
• Discretion and understanding of data privacy requirements.

Responsibilities

• Support the Operations Manager and Operations Coordinator in their roles.
• Provide general administrative support across the team, including meeting scheduling and note-taking.
• Support multiple functional areas during peak periods as directed by priorities.
• Identify and implement improvements to admin processes and workflows.
• Track timelines and tasks in project management tools and update stakeholders.
• Collaborate to administer, test, and improve systems during UAT sprints; maintain CRM and data accuracy.
• Conduct data collection and research to facilitate continuous improvement.
• Help create, review and maintain team guides and workflow documentation.
• Assist with recruitment, onboarding and training for volunteers and temporary staff.
• Coordinate planning and logistics for meetings and events.

Skills

Administration

Project coordination

Organisational skills

Data entry

MS Office

Communication

Discretion

Data protection awareness

Tools

CRM systems

Asana

Jira

Salesforce

MS Excel

Job description

Join us at EIT:

At the Ellison Institute of Technology (EIT), we’re on a mission to translate scientific discovery into real world impact. We bring together visionaryscientists, technologists, engineers, researchers, educators and innovatorsto tackle humanity’s greatest challenges in four transformative areas:

• Health, Medical Science & Generative Biology
• Food Security & Sustainable Agriculture
• Climate Change & Managing CO₂
• Artificial Intelligence & Robotics

This is ambitious work - work that demands curiosity, courage, and a relentless drive to make a difference. At EIT, you’ll join a community built on excellence, innovation, tenacity, trust, and collaboration, where bold ideas become real-world breakthroughs. Together, we push boundaries, embrace complexity, and create solutions to scale ideas from lab to society. Explore more at www.eit.org.

Your Role:

The Education & Scholarships team is seeking an experienced and highly organised Operations Administrator to provide reliable, high-quality behind the scenes support in a busy and fast-paced environment. The Operations Administrator will play a key role in managing competing project milestones, priorities and deadlines with accuracy and discretion, communicate confidently with colleagues and external contacts, and use their administrative and digital skills to support effective ways of working.

The Operations Administrator will contribute to the coordination and delivery of team projects, help maintain accurate information across various systems, and support the development and testing of new processes.

Your Responsibilities:

• Support the Operations Manager and Operations Coordinator in their roles.
• Provide general administrative support across the team, including meeting and scheduling, note taking and ensuring actions are recorded, and preparing resources.
• Provide support across the team, supporting different functional areas during peak period and as directed by the programme priorities.
• Identify and implement improvements to administration, processes, and operations across the programme, including maximising the use of technology and software.
• Support project tracking and maintenance, helping to ensure that timelines, tasks, and deadlines remain on track, in project management tools, whilst communicating updates to relevant stakeholders.
• Collaborate with the team and third parties to administrate, test and improve systems during UAT sprints (following scriots), including maintaining the CRM database and ensuring key data is kept up to date.
• Conduct research as necessary, including the collection of data and feedback to facilitate continuous improvement.
• Support the creation, review and maintenance of team guides, including best-practice guidance and workflow documentation.
• Support the recruitment, onboarding and training processes for both volunteers and temporary workers.
• Support the planning and logistics for meetings and events.

Essential Skills, Qualifications & Experience:

• Proven administration and project coordination experience in a busy team, delivering high-volume output to deadlines.
• Autonomous and exceptionally organised with the ability to balance multiple projects in a fast-paced environment, staying on top of deadlines and deliverables.
• Excellent attention to detail.
• Experience using databases/CRMs and able to reliably and accurately check and enter data.
• Technically proficient – confident learning new systems; excellent MS Office skills
• Strong verbal and written communication and interpersonal skills, able to represent an organisation and its values, particularly over email.
• Sensitivity, discretion, and an understanding of the legal requirements when handling personal information and data.

Desirable Skills, Qualifications & Experience:

• Experience working in a start-up environment with adaptable skills to accommodate a range of different duties.
• Experience supporting or administrating Salesforce.
• Experience using project and task management tools (Asana and Jira) to organise projects, track timelines and manage outstanding actions.
• Experience supporting software testing, including user acceptance (UAT) by following user stories and test scripts.

Our Benefits:

• Salary: £30,000 - £35,000 (dependent on experience) + travel allowance + bonus
• Enhanced holiday. Our annual leave allowance is 25 days plus 8 bank holidays and an additional 3 days between Christmas and New Year. You will also have the opportunity to purchase an additional 5 days annual leave in January and July.
• Pension - Employer contribution 7.5%, minimum employee contribution 5%
• Life Assurance.
• Income Protection
• Private Medical Insurance as standard for you, your partner and any dependents. Including hospital Cash Plan
• Employee discounts
• Electric car scheme
• Nursery Salary Sacrifice scheme
• Cycle to Work Scheme
• Family Planning
• Neurodiversity support including advise and assessments
• Coaching & Therapy services

Working Together – What It Involves:

• This is a fixed term role for 12-13 months which we are looking to hire as soon as possible.
• You must have the right to work permanently in the UK for the duration of the Fixed Term Contract, with a willingness to travel as necessary.
• You will live in, or within easy commuting distance of, Oxford (or be willing to relocate).
• Due to the nature of the role, you will need to have an enhanced DBS check in place for this role which we will apply for you on your behalf