Senior Administrative Assistant

University of Derby; Kedleston; On-site; GBP 27,000 - 35,000; Full time

Job summary

The University of Derby is seeking a highly organised Senior Administrative Assistant to support the Director of External Relations and the broader External Relations portfolio. The role delivers comprehensive administrative support, coordinating diaries, travel, visitors, rooms, meetings and project administration.

You will manage financials, event coordination and communications, while maintaining efficient systems and delivering excellent customer service in a fast-paced environment.

Qualifications

• IT literate with proficiency in core Microsoft Office applications.
• Strong written and verbal communication with high accuracy.
• Experience providing high-quality administrative support in a busy office.

Responsibilities

• Diary and correspondence management for the Director and team.
• Travel arrangements and visitor management for events and meetings.
• Room bookings, minute taking and financial administration.
• Recruitment support, event coordination and project administration.
• Maintain and improve intranet and databases; support continuous improvement.

Skills

IT literacy

Microsoft Office

Excel

Outlook

Word

PowerPoint

Education

GCSE Maths and English

IT qualification Level 3

Job description

£26,981 to £28,213 per annum (for exceptional performers, there is scope for further progression up to £34,643.75 per annum)

Onsite
This role will be based on site, primarily in the named location.

We have one simple promise – to make a positive impact. Through our ground-breaking research, teaching excellence and commitment to sustainable living, we are changing lives for the better.

The University of Derby is a modern university with a modern outlook. Everything we do is driven by delivering excellence and opportunities for our students, our staff and our region.

We have some of the best university facilities in the UK and achieve outstanding results for our teaching and research and have been awarded Gold in the prestigious Teaching Excellence Framework (TEF) 2023 – making it one of the top universities in the country recognised for its outstanding student experience and student outcomes.

Financially strong and seriously ambitious we offer our employees an inclusive culture that centres itself around staff wellbeing, where you can be confident you will receive all the help and encouragement you need to build a rewarding career with lots of opportunities to enhance your skills.

The External Relations department brings together student recruitment, marketing, PR, social media, profile and reputation management, development and fundraising, alumni relations and stakeholder engagement into one dynamic, expert function. The team is responsible for telling the University’s story in the UK and internationally – shaping how we are seen, understood and experienced by our audiences.

From creating compelling messaging and content across campaigns, digital channels and events, to building influential partnerships and driving sustainable income, External Relations delivers complex, high‑impact work that is central to the University’s success. Our work supports growth, strengthens trust and reputation, and makes a significant contribution to the University’s long‑term ambitions.

We are seeking a highly organised and proactive Senior Administrative Assistant to join our External Relations Department. This varied and rewarding role will provide comprehensive administrative support to the Director of External Relations and the wider External Relations portfolio, helping to deliver an outstanding experience for internal and external stakeholders.

You will coordinate a wide range of activities including diary and correspondence management, travel arrangements, visitor management, room bookings, minute taking, financial administration, recruitment support, event coordination and project administration. Acting as a key point of contact for internal colleagues and external stakeholders, you will demonstrate exceptional communication and customer service skills while managing competing priorities in a fast-paced environment. You will also play an important role in maintaining and enhancing the systems used across the Directorate, including databases, spreadsheets, diary and email management systems, and the External Relations intranet site, contributing to continuous improvement initiatives and more efficient ways of working.

We are looking for someone with excellent organisational skills, strong IT capability, attention to detail and the confidence to work autonomously, using initiative to resolve issues and support the successful delivery of External Relations activities.

Anticipated interview date:Friday 25th September 2026

You will be exceptionally organised with excellent attention to detail and able to manage a varied workload while meeting deadlines in a fast-paced environment. A confident communicator, you will possess strong written and verbal communication skills and be comfortable building effective relationships with colleagues, customers and external stakeholders.

You will have experience providing high-quality administrative support within a busy office environment and be able to work independently, using your initiative to resolve issues and respond to queries effectively. Strong IT skills are essential, including confidence in using Microsoft Office applications, databases and digital systems. Above all, you will be passionate about delivering outstanding customer service, committed to continuous improvement, and motivated to identify smarter, more efficient ways of working that enhance both team performance and the stakeholder experience.

• To provide a high-quality customer service to both internal and external customers and colleagues, handling enquiries and responding to requests in line with timescales agreed, via telephone, email or in person.
• To provide first line contact support to staff using accessing External Relations services, identifying trends in queries and scoping improvements to services.
• To ensure the External Relations processes are being accessed and used effectively in line with protocols and guidelines, this may involve creating new documents, maintaining trackers, supporting internal audits, as determined by the Director.
• To undertake project work, research information and create draft documents, developing project plans, servicing meetings, preparing briefing papers, following up on actions.
• To develop and maintain mechanisms for the recording, updating and retrieval of information and provision of data, operating with a high level of attention to detail¸ including use of Customer Relationship Management (CRM) systems.
• Co-ordinate appointments, arrange and organise meetings, as appropriate.
• To maintain, review and update information held on the intranet site.
• To provide cover for the administrative support for External Relations project work, which includes seeking, researching and interpreting key data, managing communication, producing project timelines (e.g. Recruitment campaigns) and assisting the team with a range of internal events and meetings.
• To support the Director and their teams to market and promote our services to ensure maximum participation in events, such as open days.
• To follow the financial regulations to raise purchase requisitions, track orders and invoices ensuring effective and accurate records to be able to provide a full picture of spend against budget for a defined area.
• To maintain a highly professional and people centred approach, including role modelling the University’s values & behaviours.
• Provide support for key University and Departmental events e.g. Recruitment Events, Clearing, Enrolment and Awards Ceremony, Away Days, Strategy Days.
• GCSE or equivalent Maths and English (Grade C minimum or equivalent)
• IT related qualification up to Level 3 (or relevant demonstrable experience)

Experience

• Experience of working in a busy customer service environment
• Previous administrative/office experience

Skills, knowledge and abilities

• IT literate - i.e., can use key functions on all core/intermediate Microsoft packages to a high standard, Excel, Outlook, Word and PowerPoint
• Ability to manage confidential and sensitive information
• Ability to demonstrate a strong customer service ethos
• Ability to consistently produce accurate written communication that is well structured
• Excellent communication skills both written and verbal
• Ability to work in a team and proactively
• Accuracy and attention to detail
• Ability to react positively to frequently changing priorities and deadlines, and deal with unforeseen circumstances

Business requirements

• Willingness to work flexibly at weekends as required and be responsive to business needs and customer expectations (will require some late/evening/weekend work)
• Willingness and flexibility to travel and work between University sites in a cost effective and timely mannerAbility to work outside of normal working hours (including some evenings and weekends), to support the business during key University events, such as Graduation, Clearing and Open Days
• Generous annual leave entitlement of 38 days inclusive of bank holidays and concessionary days (pro rata)
• Suite of holistic wellbeing benefits and support including family-friendly policies, generous sick pay provision and comprehensive Employee Assistance Programme
• Access to a variety of staff discounts at high street retailers
• Discounted onsite gym
• Cycle to Work scheme
• A flexible working environment
• A commitment to personal and professional development

For further information and informal enquiries regarding the role, please contact Elly Sample, Director of External Relations via [e-mail]

Equity, diversity and inclusion

The University of Derby is committed to fostering an open, inclusive and diverse community where everyone is treated with dignity, fairness and respect. We are committed to advancing equity, diversity and inclusion regardless of age, disability, gender identity, marriage and civil partnership, pregnancy and maternity, race, religion or belief (or none), sex or sexual orientation.

As a Disability Confident employer, we are committed to inclusive recruitment and welcome requests for adjustments throughout the recruitment process. Applicants may choose their preferred title, including 'Mx', and may share preferred pronouns if they wish. We also use anonymised shortlisting to help reduce the potential impact of unconscious bias. For more information on equity,diversityand inclusion at the University of Derby, pleasevisitour website .

We are also committed to promoting academic freedom and freedom of speech and expression within the law, in line with our Code of Practice , and value diversity of thought alongside diversity of backgrounds and experiences.

However you identify, we welcome applications from people whose experiences, perspectives and talents will contribute to our inclusive, supportive and intellectually vibrant community.

Environmental Sustainability

At the University of Derby, we are passionate about embedding sustainability into everything that we do. We aim to bring environmental sustainability into all aspects of the University, including teaching, research and operational activities. In line with the University's strategic framework, we expect all our staff to embed sustainability into their working practices and support the University's objective to reach net zero carbon by 2050.

The University of Derby is committed to safeguarding and promoting the welfare of all our staff, students and children. At the University of Derby, safeguarding is everybody's concern.