About the University

We have one simple promise – to make a positive impact. Through our ground-breaking research, teaching excellence and commitment to sustainable living, we are changing lives for the better.

The University of Derby is a modern university with a modern outlook. Everything we do is driven by delivering excellence and opportunities for our students, our staff and our region.

We have some of the best university facilities in the UK and achieve outstanding results for our teaching and research and have been awarded Gold in the prestigious Teaching Excellence Framework (TEF) 2023 – making it one of the top universities in the country recognised for its outstanding student experience and student outcomes.

Financially strong and seriously ambitious we offer our employees an inclusive culture that centres itself around staff wellbeing, where you can be confident you will receive all the help and encouragement you need to build a rewarding career with lots of opportunities to enhance your skills.

About the College/Department

The External Relations department brings together student recruitment, marketing, PR, social media, profile and reputation management, development and fundraising, alumni relations and stakeholder engagement into one dynamic, expert function. The team is responsible for telling the University’s story in the UK and internationally – shaping how we are seen, understood and experienced by our audiences.

From creating compelling messaging and content across campaigns, digital channels and events, to building influential partnerships and driving sustainable income, External Relations delivers complex, high‑impact work that is central to the University’s success. Our work supports growth, strengthens trust and reputation, and makes a significant contribution to the University’s long‑term ambitions.

About the role

We are seeking a highly organised and proactive Senior Administrative Assistant to join our External Relations Department. This varied and rewarding role will provide comprehensive administrative support to the Director of External Relations and the wider External Relations portfolio, helping to deliver an outstanding experience for internal and external stakeholders.

You will coordinate a wide range of activities including diary and correspondence management, travel arrangements, visitor management, room bookings, minute taking, financial administration, recruitment support, event coordination and project administration. Acting as a key point of contact for internal colleagues and external stakeholders, you will demonstrate exceptional communication and customer service skills while managing competing priorities in a fast-paced environment. You will also play an important role in maintaining and enhancing the systems used across the Directorate, including databases, spreadsheets, diary and email management systems, and the External Relations intranet site, contributing to continuous improvement initiatives and more efficient ways of working.

We are looking for someone with excellent organisational skills, strong IT capability, attention to detail and the confidence to work autonomously, using initiative to resolve issues and support the successful delivery of External Relations activities.

Anticipated interview date: Friday 25th September 2026

About You

You will be exceptionally organised with excellent attention to detail and able to manage a varied workload while meeting deadlines in a fast-paced environment. A confident communicator, you will possess strong written and verbal communication skills and be comfortable building effective relationships with colleagues, customers and external stakeholders.

You will have experience providing high-quality administrative support within a busy office environment and be able to work independently, using your initiative to resolve issues and respond to queries effectively. Strong IT skills are essential, including confidence in using Microsoft Office applications, databases and digital systems. Above all, you will be passionate about delivering outstanding customer service, committed to continuous improvement, and motivated to identify smarter, more efficient ways of working that enhance both team performance and the stakeholder experience.

Principal accountabilities

To provide a high-quality customer service to both internal and external customers and colleagues, handling enquiries and responding to requests in line with timescales agreed, via telephone, email or in person.

To provide first line contact support to staff using accessing External Relations services, identifying trends in queries and scoping improvements to services.

To ensure the External Relations processes are being accessed and used effectively in line with protocols and guidelines, this may involve creating new documents, maintaining trackers, supporting internal audits, as determined by the Director.

To undertake project work, research information and create draft documents, developing project plans, servicing meetings, preparing briefing papers, following up on actions.

To develop and maintain mechanisms for the recording, updating and retrieval of information and provision of data, operating with a high level of attention to detail¸ including use of Customer Relationship Management (CRM) systems.

Co-ordinate appointments, arrange and organise meetings, as appropriate.

To maintain, review and update information held on the intranet site.

To provide cover for the administrative support for External Relations project work, which includes seeking, researching and interpreting key data, managing communication, producing project timelines (e.g. Recruitment campaigns) and assisting the team with a range of internal events and meetings.

To support the Director and their teams to market and promote our services to ensure maximum participation in events, such as open days.

To follow the financial regulations to raise purchase requisitions, track orders and invoices ensuring effective and accurate records to be able to provide a full picture of spend against budget for a defined area.

To maintain a highly professional and people centred approach, including role modelling the University’s values & behaviours.

Provide support for key University and Departmental events e.g. Recruitment Events, Clearing, Enrolment and Awards Ceremony, Away Days, Strategy Days.

Person specification

Essential Criteria

Qualifications

GCSE or equivalent Maths and English (Grade C minimum or equivalent)

A Levels (or equivalent experience)

IT related qualification up to Level 3 (or relevant demonstrable experience)

Experience

Experience of working in a busy customer service environment

Previous administrative/office experience

Skills, knowledge and abilities

IT literate - i.e., can use key functions on all core/intermediate Microsoft packages to a high standard, Excel, Outlook, Word and PowerPoint

Ability to manage confidential and sensitive information

Ability to demonstrate a strong customer service ethos

Ability to consistently produce accurate written communication that is well structured

Excellent communication skills both written and verbal

Ability to work in a team and proactively

Accuracy and attention to detail

Ability to react positively to frequently changing priorities and deadlines, and deal with unforeseen circumstances

Business requirements

Willingness to work flexibly at weekends as required and be responsive to business needs and customer expectations (will require some late/evening/weekend work)

Willingness and flexibility to travel and work between University sites in a cost effective and timely manner

Ability to work outside of normal working hours (including some evenings and weekends), to support the business during key University events, such as Graduation, Clearing and Open Days

Benefits

Generous annual leave entitlement of 38 days inclusive of bank holidays and concessionary days (pro rata)

Local Government Pension Scheme

Suite of holistic wellbeing benefits and support including family-friendly policies, generous sick pay provision and comprehensive Employee Assistance Programme

Access to a variety of staff discounts at high street retailers

Discounted onsite gym

Cycle to Work scheme

A flexible working environment

A commitment to personal and professional development