Administrator

Position Overview

Essential Duties and Responsibilities

• Manage calendars, arrange meetings, coordinate appointments, and organise travel and event logistics for assigned programmes.
• Prepare agendas, meeting materials, correspondence, and presentations. Record minutes, maintain action logs, and follow up with responsible staff on agreed deadlines.
• Maintain organised electronic files, contact lists, document templates, and shared resources. Apply consistent naming, version control, access, and retention procedures.
• Support staff onboarding by coordinating induction schedules, system-access requests, workspace arrangements, and required training records with the relevant departments.

• Maintain administrative work plans and trackers for activities, deliverables, and deadlines. Alert program managers to missing information, overdue actions, and scheduling conflicts.
• Act as an administrative contact for internal teams, participating sites, vendors, and community partners. Respond to routine enquiries and direct technical, clinical, financial, or research questions to the appropriate colleague.
• Coordinate logistics for workshops, training sessions, outreach activities, site visits, and program events, including invitations, registration, attendance records, materials, and room or virtual meeting arrangements.
• Support patient or research participant scheduling, reminders, and distribution of approved information where assigned. Refer questions about eligibility, consent, treatment, or clinical concerns to authorized staff.

• Prepare purchase requests, obtain quotations, track orders, and maintain supply and equipment inventories in accordance with institutional procedures.
• Process and track invoices, expense claims, travel reimbursements, and other payment requests through approved channels. Check supporting documentation and follow up on missing information.
• Maintain expenditure and commitment records to support budget monitoring. Assist program managers and finance staff with reconciliation, routine financial summaries, and identification of discrepancies.

• Enter and update administrative information in approved databases, spreadsheets, and program systems. Check records for completeness and accuracy and resolve routine discrepancies with the responsible team.
• Compile activity records, attendance figures, training logs, and other approved information for progress reports, funding reports, and program reviews.
• Track agreements, required forms, approvals, and reporting dates. Route documents for review and signature and maintain current, accessible records.
• Help prepare documentation for audits, monitoring visits, project closeout, and records archiving under the direction of program leadership.

• Handle personal, clinical, research, staff, and financial information discreetly and securely. Follow institutional confidentiality, data protection, and information-sharing procedures.
• Use approved systems and communication channels, maintain appropriate access permissions, and promptly report suspected errors, information-security concerns, or other administrative risks.
• Identify opportunities to simplify administrative processes, improve record quality, and reduce delays. Help maintain written procedures and implement agreed improvements.
• Provide administrative cover and other related support consistent with the role, training, and program priorities.

• Associate or bachelor’s degree in business administration, office administration, health administration, or a related field.

• At least two years of relevant administrative, office coordination, or program support experience.
• Strong organizational skills and attention to detail, with the ability to prioritize tasks, track deadlines, and support several activities or projects concurrently.
• Clear written and verbal communication skills and a professional, helpful approach when working with colleagues, partners, patients, or research participants.
• Proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint, and confidence using shared calendars, virtual meeting platforms, and electronic filing systems.
• Ability to maintain accurate records, work with routine numerical and financial information, and learn institutional purchasing, finance, and program systems.
• Sound judgement, discretion with confidential information, and the ability to work independently within established procedures while seeking guidance when needed.

• Experience in a university, healthcare organization, research unit, public health service, or community program.
• Experience supporting grant-funded projects, purchasing, expense processing, budget tracking, or reporting deadlines.
• Experience coordinating meetings, events, staff onboarding, patient appointments, or research participant visits.
• Familiarity with electronic health records, research administration systems, project-management tools, or institutional finance and procurement platforms.