UKLO Office Administrator

UK-Research-and-Innovation-; East Hagbourne; On-site; GBP 29,000 - 36,000; Full time

Benefits offered by this job

Cost of living allowance

30 days holiday

Flexible working hours

Defined pension scheme

Discounts

Job summary

The UK Liaison Office at CERN, part of UK Research and Innovation (UKRI), seeks an Office Administrator on a 23‑month fixed‑term contract. The role requires full‑time in‑person work at CERN with responsibilities across property, visitor coordination, financial processing, and health insurance administration.

Based at STFC RAL before deployment to Geneva, you will support the Head of Office, manage apartments, handle invoices, and act as first point of contact for UK institutes, ensuring

Qualifications

• Demonstrated experience in office administration and supporting teams.
• Proficient with Microsoft Office and basic financial record handling.
• Ability to communicate effectively in English and French, verbally and in writing.
• Attention to detail and proactive problem-solving in a fast-paced environment.
• Strong communication and customer-facing skills.

Responsibilities

• Oversee ~50 local furnished apartments; liaise with letting agencies, concierges, and tradespeople.
• Meet visitors for main intakes/exits and support researchers living abroad.
• Process invoices from multiple suppliers and input data into CERN system.
• Coordinate global health insurance for UKRI-funded students and staff.
• Serve as first point of contact for UK institute visitors to CERN; support Head of Office.

Skills

Office administration

MS Office

Financial records

Bilingual EN/FR

Communication skills

Job description

UKLO Office Administrator

Salary: £30,895 + cost of living allowance.

Contract Type: 23 month fixed term contract with possible extension.

Benefits: 30 days' holiday + 8 bank holidays + 2.5 privilege days + exceptional defined average salary pension + excellent work life balance.

Hours: Full Time/Part Time (minimum 24 hours per week).

Location: Your initial base will be STFC RAL before being posted to STFC CERN Geneva.

Visa restrictions: You must have the right to work in the UK for the duration of the contract to be considered for this role.

Closing date for applications: 23 September 2026.

Interviews will be held remotely on 2 October 2026.

Together, our scientists, technologists, engineers and business support team explore theunknown and turn what they find into work that changes the world around us. Whether it’s sending probes into space or finding new ways to treat cancer, everyone here plays a vital role in making a positive difference to society.

Come and discover how much you can achieve when you’re surrounded by world-leading experts, encouraged to constantly learn and empowered to explore your curiosity.

About Us

The Science and Technology Facilities Council (STFC) is one of Europe’s largest research organisations. By combining world-class facilities with major international collaborations and world-class talent, we drive ground-breaking advances in science and technology.

Based at CERN, STFC’s UK Liaison Office (UKLO) provides critical on‑site support for UK scientists, engineers, and students visiting CERN, while serving as the central link to CERN and STFC administrations.

About the Role

This is a high-profile, responsible position offering unique challenges in a highly stimulating environment. The UKLO team consists of the Head of Office and the Deputy role. The Office is managed by the STFC Particle Physics Department on behalf of the UK Particle Physics community, the office supports over 100 academic students and researchers annually.

This role requires a full‑time, physical presence at CERN and cannot be performed remotely. Daily, in‑person local service delivery is essential to maintain operations and prevent additional organisational costs.

Key Responsibilities:

As part of the UK Liaison Office team:

• Oversee approximately 50 local furnished apartments. Maintain frequent contact with letting agencies, concierges, and local tradespeople to resolve emergency maintenance, furniture, and appliance issues. Attend appointments and follow up on all issues.
• Manage keys and physically meet all visitors for the two main annual student intakes and exits (September and January). Provide guidance and support to help young researchers transition smoothly to living abroad.
• Financial administration duties include processing and paying invoices from multiple suppliers and letting agencies, with all data entered directly into the CERN system.
• Manage the global health insurance provisions for UKRI‑funded students and UK university staff on long‑term attachments worldwide, liaising directly with insurance brokers and UK institutes.
• Act as a first point of contact for UK institute visitors to CERN, providing guidance and support where necessary.
• Support the Head of the office with daily activities.

The following essential criteria will be assessed at shortlisting (S), interview (I) or both (S&I):

• Demonstrable ability to communicate effectively in both English and French verbally and in writing, at a level that enables you to communicate daily with local French/Swiss tradespeople and agencies (S&I).
• A valid driving licence is mandatory to visit rented properties across the Meyrin (Switzerland) and Pays de Gex (France) areas (S&I).
• Proven experience in an office environment, competency in Microsoft Office applications, and practical experience handling financial records or invoicing data (S&I).
• Strong attention to detail with a proven ability to balance conflicting, fast‑moving tasks. Willingness to use initiative, and be proactive when solving problems (S&I).
• Outstanding communication and customer‑facing skills, with a genuine desire to assist others in a supportive capacity (S&I).

Employee Benefits:

A cost‑of‑living allowance is associated with the role while the individual is based at CERN.

We are offering a 23 month position with a whole host of benefits including:

• 30 days' holiday (in addition to 10.5 bank holidays and privilege days).
• Flexible working hours.
• An excellent defined average salary pension scheme.
• Employee shopping/travel discounts.
• Excellent learning and development opportunities.

We are committed to sustaining a diverse and inclusive workforce. We are invested in creating an environment that is welcoming and supportive of all, to help us achieve the highest possible standards in our work and organisation together. In this regard, we encourage applications from under‑represented groups.

UKRI is an Equal Opportunity and Disability Confident Employer.

If you are based outside of the UK, UKRI may cover some of the costs of moving to the UK for the initial period before deployment to Geneva. This should be discussed with the hiring manager during the hiring process.

You will be required to complete an initial period of employment in the UK before being posted to CERN, so candidates must have the right to work in the UK for the duration of the contract to be considered for this role. Visa sponsorship is therefore not provided.

The international posting is subject to meeting host country and UKRI eligibility criteria, and a Global Staff Mobility assessment may be required.