Administrative Assistant (Meetings, events, and Communications)

We are seeking an Administrative Assistant to join the Kennedy Institute of Rheumatology. The Kennedy Institute runs a busy schedule of external and internal seminars, together with management and faculty meetings, social events, and special events such as institute retreats and meetings with advisory boards and other high profile visitors. The Administrative Assistant will have lead responsibility for the scheduling and administration required to ensure the smooth running of these and other meetings and events at the Institute. They will ensure arrangements are correctly made and communicated to all concerned. The role additionally involves provision of general administrative and communications support including handling a range of tasks for the Director’s office, Strategic Projects and Events Manager, and across the Institute as a whole; assisting the Institute Receptionist, including providing reception cover for any absences.

In this role you will be responsible for managing the organisation of meetings, seminars and events by acting as a first point of contact for general enquires, assisting in producing and maintaining the schedule for all meetings and events, and leading on the administrative arrangements (such as developing agendas, organising travel and accommodation and organising event catering). You will also produce and maintain sources of information such as the department’s social media, website and reports to assist the NDORMS Communications team. You will also assist the Director’s EA with the Director’s travel arrangements and expense claims and other general tasks, which may include correspondence and deputising in their absence.

You must hold GCSEs (or equivalent) at a grade C or above in Maths and English, have the ability to organise events and make administrative arrangements and hold experience of managing administrative processes. You must have previous experience of working as part of a team in a busy office and be able to demonstrate good communication and interpersonal skills. You must have the ability to work independently, with minimum supervision, and a willingness to resolve situations, as well as knowing when to refer issues to others.

An education to A level standard (or equivalent) and experience of reception or customer-facing work are desirable.

This role does not meet the criteria for sponsorship under the Skilled Worker visa under the UK Visa & Immigration points-based system. We are therefore unable to offer sponsorship for this role.

Due to the nature of the research at the Kennedy Institute of Rheumatology, this job will require additional security pre-employment checks:

The closing date for applications is 12 noon on Friday 12 September 2025. Applications for this vacancy are to be made online. You will be required to upload a CV and supporting statement as part of your online application. Please quote 181623 in all correspondence.