Part Time KTP Centre Administrator (0.6FTE)

Job Summary

Our Knowledge Transfer Partnership (KTP) Centre is a joint initiative between Robert Gordon University, the University of Aberdeen, University of the Highlands and Islands, Abertay University, University of Dundee and the James Hutton Institute to support the development of Knowledge Transfer Partnership funded projects between industry and the Universities. The Centre was established in 1997 and has supported over 250 innovative partnerships.

We are currently recruiting for two 0.6FTE Centre Administrators to complete our team, (21 hours per week, normally 7 hours Tue, Wed, Thu). Your role will be to provide high level and frontline administrative and financial support to the Centre’s operations. This will involve coordinating project governance meetings and papers, monitoring project expenditure and financial spreadsheets, minute taking, diary management, booking of travel/accommodation, purchasing supplies, managing invoices, updating the Centre’s social media channels/webpage, and other administration duties.

You will be required to attend and represent the KTP Centre at project meetings on Company premises at various locations across the UK, and a driving licence or access to independent means of travel is required. Our office is located on Robert Gordon University’s Garthdee campus in Aberdeen and our team of seven staff work on a hybrid basis.

In keeping with RGU's commitment to work/life balance you will have the opportunity to work from home for a portion of the working week and also benefit from a generous pension scheme, 46 days annual leave (including statutory days) an onsite nursery and sports centre, as well as a range of voluntary health and travel benefits. 

Job Description

RESPONSIBLE TO: KTP Projects Coordinator

RESPONSIBLE FOR: N/A

PURPOSE OF POST: To provide high level administrative and financial support for the KTP Centre and to represent the KTP Centre at KTP Project Meetings

PRINCIPAL DUTIES:

• To coordinate and attend KTP project governance meetings (LMC) as a representative of the KTP Centre, to present the project financial statement and to take minutes of meetings.
• To act as named point of contact for nominated KTP projects, responding to queries from academic and company representatives, Knowledge Transfer Advisers, University professional services teams and the KTP programme sponsor, Innovate UK.
• To liaise with University Finance representatives and KTP project teams to ensure appropriate expenditure and reporting of project finances in line with funders’ grant terms and conditions.
• To liaise with University HR, company partners and KTP project leads, regarding KTP Associate employment matters, including salary levels and visa requirements.
• To carry out Centre secretariat duties including minute taking, confirming meeting arrangements, travel and accommodation in relation to KTP Centre staff.
• To coordinate external affiliate member invoicing processes including calculation and communication of project billing schedules.
• To provide a secretarial and financial (using PECOS and Cedar) support service to the KTP Centre Manager and wider team, providing both business and administrative support.
• To organise and maintain files, handle office communications, source information, collate statistics and procure office supplies.
• To organise and arrange KTP Associate seminars in the North of Scotland.
• To represent the KTP Centre at events such as exhibitions, conferences and seminars.
• To edit and update the KTP Centre website and social media channels.
• To carry out any other duties as required by the KTP Projects Coordinator or KTP Centre Manager.

 

Person Specification

ESSENTIAL REQUIREMENTS

Qualifications and Professional Memberships

Higher or equivalent Secretarial or Business Admin qualifications and/or experience.

Knowledge and Experience

General bookkeeping knowledge

Competent minute taker

Experience of, and confidence in, liaison with both internal and external stakeholders, at all levels

Significant experience in office environment

Experience of diary management, meeting organisation and booking of travel and accommodation

Microsoft Office skills

File Management

Other

Accuracy and attention to detail.

Willingness to travel to attend KTP project meetings at Company locations. The majority will fall within the North of Scotland but may extend to the rest of the UK.

Occasional additional hours when the business requires.

 

DESIRABLE REQUIREMENTS

Knowledge and Experience

Experience of being able to influence without authority

Experience at industry/academic interface

Experience with Cedar/PECOs Financial systems

Experience of marketing, social media / website management and copy writing

Experience with graphic design tools such as Canva

Knowledge and experience of the Knowledge Transfer Partnership programme

Other

Full UK driving licence

Behaviours

Behaviour 1: Communication

Ability to receive, understand and convey both straightforward information, and information requiring careful explanation, in a clear and accurate manner.

Behaviour 2: Liaison and Networking

Experience of circulating information in an accurate and timely manner; working across team boundaries to build and strengthen working relationships; leading and developing internal networks to pursue a shared interest.

Behaviour 3: Service Delivery

Experience of exploring and adapting a service to meet customers expectations and also identifying ways of improving standards.

Behaviour 4: Planning and Organising Resources

Experience of planning, prioritising and organising your own work or resources to achieve agreed objectives.