Job Title: PA to the Institute Director
Location: Manchester (M13)
Sector: Admin & Secretarial
Job Type: Temporary (3 months+)
Working Hours: Full-time, Monday to Friday
Pay Rate: £15.19 per hour
About the Role
We are currently seeking a proactive and highly organised Institute PA to join a busy academic institute in Manchester. This is a key administrative role, supporting the Institute Director and leadership team to ensure the effective day-to-day running of the Institute.
The successful candidate will be responsible for high-level diary management, the coordination of meetings and events, and the organisation of complex travel arrangements for the Institute Director. In addition to supporting the leadership team, the role involves a range of administrative responsibilities across finance, estates, and general office processes.
This is a great opportunity for an experienced PA or senior administrator who thrives in a fast-paced environment and enjoys working across a variety of tasks and stakeholders.
Key Responsibilities
Operational Support
1. Provide comprehensive diary management for the Institute Director
2. Organise and coordinate meetings, events, and visitor programmes
3. Arrange complex UK and international travel and accommodation
4. Maintain accurate records and office systems in line with data protection legislation
5. Minute-taking and servicing of meetings, including arranging catering
6. Support academic-related admin such as probation and promotion processes
7. Assist with gathering information for research applications, publications, and teaching materials
8. Respond to general queries and provide guidance on processes and procedures
Finance Administration
9. Raise purchase orders and manage invoices using internal finance systems
10. Coordinate purchasing of IT equipment, software, and other goods
11. Support with expense claims, card payments and finance-related queries
12. Track and coordinate expenditure for Institute-related events
General
13. Liaise with estates, IT, and professional services colleagues as needed
14. Promote and follow all University policies and procedures, especially around health and safety and information governance
15. Maintain a professional, discreet, and proactive approach in all tasks
16. Provide occasional cover for the Institute Administrator role
Essential Experience and Skills:
17. Experience providing PA support to senior staff, including diary and travel management
18. Strong administrative background with excellent organisational and multitasking skills
19. Confident working with finance systems and coordinating purchases
20. Comfortable coordinating events and supporting office processes
21. Excellent written and verbal communication skills
22. Able to handle sensitive information with discretion and professionalism
23. A team player with a flexible and responsive approach
24. Good IT skills, with a willingness to learn new systems
25. Commitment to equality, diversity, and providing excellent service
Desirable:
26. Working knowledge of systems such as Oracle, iProc, Key Travel, Discoverer, JobTrain, or Eventbrite
27. Experience working in a university or large public-sector environment
To Apply:
If you meet the requirements and are available for an immediate start, please send your CV to