Skip to content

Project Administrator

The post holder will be responsible for the efficient management of all administration relating to the STEM Ambassadors project and supporting the work of our Area Leads and Project Leader.

This post will be based within the Institute of Education at the University of Worcester, although some regional travel may be occasionally required. The STEM (Science, Technology, Engineering & Maths) Administrator will be required to deal with a wide range of external contacts including but not limited to STEM Ambassadors, businesses, educational establishments and voluntary organisations. The role is varied and requires a high degree of professionalism, confidentiality, commitment and use of initiative.

*Applications are welcomed from people who would be able to commit to a minimum of 30 hours a week over 4 days.

For an informal discussion about the position please contact Zoe Chesher



Closing date: Sunday 27 Aug 2017

Reference number: IE1706 - 3366

Job details

Job details

Band 3: £16,289 - £17,898
Full time 37 hours. Flexi-time working available*
As soon as possible
Fixed term contract ending 31/03/18
Responsible to
Academic Support Unit Manager & Team Leader
Responsible for
Interview date
To be confirmed

Institute of Education

Explore the Institute of Education

“Our high quality programmes provide innovative and intellectually stimulating teaching, producing the very best professionals to support children, young people and their families.”

Ann Jordan, Head of Institute



The University of Worcester has been appointed as the STEM Hub for the Local Authority areas of Birmingham; Solihull; Sandwell; Dudley; Walsall; Wolverhampton; Coventry; Warwickshire; Herefordshire and Worcestershire. We will be working with STEM Learning Ltd and in collaboration with a wide range of partners—across formal and informal education settings, and beyond—to ensure that all young people have the opportunity to understand fully the opportunities and possibilities available to them through pursuing and achieving their STEM subjects. 

The Hub will have a particular focus on supporting and developing volunteer STEM Ambassadors, collaborating closely with local employers to support STEM Ambassadors and related activities and working with an increasing variety of local STEM partners (including Science Centres, Museums, CREST Local Coordinators & Link Schemes, and youth groups) to mobilise and further develop the ways in which volunteers are used. 

As a result, an exciting opportunity has arisen for a committed, enthusiastic and experienced administrator to support the team delivering the project across the West Midlands. This post is key to the successful delivery of our vision for the STEM Ambassador Hub programme across the region.

Main duties

Main duties

1. To act as point of contact for the full range of internal and external contacts, to include:
• STEM Ambassadors
• Senior Managers
• Local businesses
• Local organisations such as museums and youth groups.
• Schools, Colleges and Higher Education Institutions
• Local Education Authorities
• STEM Learning
• Volunteer organisations 

2. To provide a full administrative support service to the STEM Project Manager and STEM Area Leads, and other colleagues contributing to the project. 

3. To update the STEMNET database to ensure it is accurate and current at all times. This may necessitate attending occasional off-site training outside the usual working hours. 

4. To set up and maintain appropriate internal databases and records to support the project and complement the STEM Learning database. 

5. To monitor progress against agreed targets, and provide information and reports as required, including financial information related to project expenditure and income. 

6. To produce and update promotional documents, course/event materials and newsletters, and co-ordinate print runs when required, ensuring compliance with the STEM Learning and University of Worcester branding guidelines at all times. 

7. To co-ordinate mailings by post and email using internal and external database information, and keeping records as appropriate. 

8. To assist with the organisation of STEM Ambassador induction events and local networking events (preparation and distribution of materials, room/venue bookings, catering bookings etc.), attend and set up and run welcome desk and conduct ID checks for DBS clearance. This may necessitate occasional off-site training outside the usual working hours. 

9. To ensure that information is available in an accessible format and regularly updated on the dedicated STEM Hub pages on the University of Worcester website, including links to STEM activity providers and the STEM Ambassadors programme as appropriate. 

10. To order, maintain and monitor stationery and promotional materials specifically required for the STEM project. 

11. To organise meetings (preparation and distribution of agendas, invitations, room/venue bookings, catering bookings etc.), attend and take minutes as required, and ensure timely circulation and follow-up action if necessary. 

12. To organise travel arrangements for the STEM Area Leads and Project Leader ensuring requests for train tickets, hire cars, accommodation etc. are submitted to the appropriate University administrator in good time. 

13. To contribute effectively to the work team, and to the Academic Support Unit as a whole. This may include periodically undertaking reasonable additional duties commensurate with the grade of the post, and will include contributing to team objectives. 

14. To carry out all duties in accordance to the Data Protection Act and University of Worcester guidelines. 

*Maintain personal and professional development to meet the changing demands of the job; participate in appropriate training activities and encourage and support staff in their development and training. 

*Take steps to ensure and enhance personal health, safety and well being and that of other staff and students. 

*Carry out these duties in a manner that promotes equality of opportunity and supports diversity and inclusion, and takes into account the University's commitment to environmentally sustainable ways of working.


Person specification

Person specification

Please provide evidence of how you meet each of the essential criteria.

Essential Criteria: 

1 Previous experience of a busy administrative role. 

2 Ability to communicate confidently and effectively with a range of audiences, including senior managers, external professionals, tutors and national organisations, both orally and in writing. 

3 Ability to maintain the highest standards of professionalism, as representative of the STEM programme and the Institute of Education. This includes the need to use excellent judgement, and to deal effectively with confidential, contentious and sensitive issues with integrity and discretion, and in accordance with the requirements of the Data Protection Act. 

4 Ability to operate effectively under pressure and to deal with frequent interruptions, and work to tight deadlines. 

5 Excellent organisational skills, with the ability to prioritise and manage a varied workload efficiently and working to deadlines. 

6 Able to show initiative and confidence in executing duties, and willing to contribute ideas to promote effective and efficient working practices. 

7 Excellent time management skills. 

8 Excellent ICT skills including Word, Outlook, Access and Excel. Confident in using social media and contributing to the preparation of web content. 

9 Experience of using bespoke databases or the ability to quickly learn how to use new database software. 

10 Ability to process financial information accurately and promptly, including provision of reports. 

11 Ability to work effectively under own initiative with minimum supervision, as well as being a willing and pro-active team member. 

12 Willingness and ability to travel to external training and meetings, with sufficient notice, as required. 

13 A flexible approach to work, with a willingness to work evenings and weekends on occasion. 

Desirable Criteria: 

1. Experience of supporting the organisation of events. 

2. Previous experience of working with projects. 

3. An understanding of the purpose of STEM Learning. 

4. Experience of producing promotional literature and/or newsletters and adhering to brand guidelines. 

Applications from Non EEA Workers:

Prospective applicants are advised to ensure that they are eligible to work in the UK without restriction. 

Prospective applicants in points-based system immigration routes should assess their circumstances against the published criteria, which are set out on the GOV.UK website at  

Visit for more information on how you can use a qualification from outside the UK to meet the requirements of the immigration rules. 

Unspent convictions, cautions and bind-overs

The University is strongly committed to the fair treatment of its staff and potential staff, regardless of race, gender, religion, sexual orientation, responsibility for dependants, age, physical/mental disability or offending background. 

In line with the University's policy on the Recruitment of People with a Criminal Record, shortlisted candidates are required to provide information of any unspent convictions, cautions and bind-overs. Applicants are advised to seek independent advice if there is any doubt about the status of a previous conviction, caution or bind-over. Disclosures will only be considered at the point when an offer of employment is made. The existence of a criminal record will not in itself prevent you from gaining employment. 

This is a description of the job as it is presently constituted. This job description is intended to enable a flexible approach to be offered working across the University as required. It is subject to review and amendment in the light of changing needs of the University and to provide appropriate development opportunities. Members of staff are expected to participate fully in discussions about changing requirements and it is the University's aim to reach agreement to reasonable change. If agreement is not possible, it reserves the right to require changes to the job description after consultation with the individual concerned.


Apply for this job