Early Years Administrator

Job number

COO01462

Faculties

Chief Operating Officer (COO) Team

Departments

Property Division

Salary or Salary range

£38,608 - £41,666 per annum

Location/campus

South Kensington Campus - On site only

Contract type work pattern

Full time or Part time - Open ended

Posting End Date

8 Nov 2026

About the role

Are you a dynamic and proactive organised individual? Do you enjoy each day being different from the other? Do you enjoy being hands on active and working with people? If so, we currently have a full-time position for a Departmental Administrator.

We are a busy 210 place Early Years Education Centre with an outstanding Ofsted rating and reputation, and we serve the community of Imperial College London caring for the staff and student’s children.

We are looking to recruit a dynamic administrator with a can-do attitude to support our Monday to Friday day to day operations and work in our busy centre. Due to the nature of the role and environment, working will be onsite only.

Not an ordinary administrative role, but an exciting role that requires multi skills with new learning opportunities to develop new skills. You will be the first point of contact with existing and prospective families. You will liaise and support the Early Years Team and Management and working with external personnel and internal departments to deliver an outstanding service. This is an active role that is multi-faceted with no two days the same.

You will have excellent communication, time management, organisational and interpersonal skills. You will have the ability to record accurate minutes, use Microsoft packages, collect and input data as well as more practical tasks such as centre tours and supporting/ coordinating required and urgent defects and pre-planned maintenance and supporting the wider Team.

What you would be doing

• Work with and support all aspects of the EYEC Administration Office work and associated Team
• Liaise with the Admin Team and EYEC Team to support recruitment
• Set up of new staff on ICT systems, including email and printers
• Ensure the prompt payments of casual worker hours and overtime payments to staff
• Regular and ongoing training with EYEC staff on Microsoft, email, printing and photocopying
• Keeping an internal log of relevant details and update regularly and as required
• Creating and maintaining the office procedures manual
• Maintain and update EYEC records and create databases to streamline administrative systems, by inputting of records on computer system
• Reception/telephone duties: provide an information service for personal callers and telephone enquiries
• Preparation of correspondence and reports as required and improve standard letters and forms
• Calculating and comparing costs for required goods or services to achieve maximum value for money
• Assist the Head of Centre regarding the preparation of annual budget figures

What we are looking for

• Proven previous administrative and/or a relevant vocational qualification
• Communicate effectively with a wide range of staff and external visitors and have excellent spoken and written knowledge of the English language
• Experience of using data bases to store, manipulate and retrieve information
• A high level of accuracy and consistent attention to detail
• Excellent organisational and time management skills and be able to plan and prioritise tasks effectively
• Ability to work and communicate effectively with a wide range of internal personnel and external visitors from various disciplines and backgrounds
• Sound and accurate IT skills (Word, Outlook & Excel)
• Respect for confidentiality, including the integrity and sensitivity of records and awareness of data protection guidelines
• To work collaboratively towards the aims of the Centre and its policies and procedures
• Ability to work flexibly, cooperatively, and independently using initiative
• Ability to demonstrate a knowledge and understanding of safeguarding children
• Ability to learn new skills quickly
• Flexibility and capacity to adapt to the changing demands of the job and ability to learn new skills quickly

Reporting to the Departmental Finance Administrator, you will liaise with the Head of Centre and senior Management Team on all relevant administrative matters affecting the Centre. You will work closely with the Team in a busy environment and be an effective and committed team member with a positive approach to change and delivery of an outstanding service.

The role will require full-time working on site and the hours of work are 35 hours within 08:45-17:15, Monday to Friday.

Safeguarding children is our priority, and all post holders within the EYEC are required to adhere to the EYEC’s Safeguarding children and Whistle Blowing Policy. All post holders will be required to obtain a satisfactory enhanced level Disclosure and Barring check.

What we can offer you

• At Imperial, our values—respect, collaboration, excellence, integrity, and innovation—guide everything we do. You’ll be part of a supportive and forward-thinking team, working on projects that directly contribute to the safety and wellbeing of our community.
• We are committed to creating an inclusive working environment and welcome applications from all backgrounds. We particularly encourage interest from individuals who are underrepresented in our workforce.
• Benefit from a sector-leading salary and remuneration package (including 43 days’ annual leave and Imperial closures, and a generous pension scheme).
• Interest-free season ticket loan schemes for travel.
• Be part of a diverse, inclusive and collaborative work culture with various staff networks and resources to support your personal and professional wellbeing.

Further information

If you require any further details on the role please contact: Tracy Halsey, Head of EYEC – [email protected]

Closing date: at Midnight on Sunday, 8 November 2026

Please note that if we receive a high volume of applications the advert will be withdrawn prior to the closing date.

Available documents

Attached documents are available under links. Clicking a document link will initialize its download.

Please note that job descriptions are not exhaustive, and you may be asked to take on additional duties that align with the key responsibilities mentioned above.

We reserve the right to close the advert before the stated closing date, should we receive a high volume of applications. It is therefore advisable that you submit your application as early as possible to avoid disappointment.

If you encounter any technical issues while applying online, please don't hesitate to email us at [email protected]. We're here to help.

About Imperial

Welcome to Imperial, a global top-ten university where scientific imagination leads to world-changing impact.

Join us and be part of something bigger. From global health to climate change, AI to business leadership, here at Imperial we navigate some of the world’s toughest challenges. Whatever your role, your contribution will have a lasting impact.

As a member of our vibrant community of 22,000 students and 8,000 staff, you’ll collaborate with passionate minds across nine London campuses and a global network.

This is your chance to help shape the future. We hope you’ll join us at Imperial College London.

Our Culture

We work towards equality of opportunity, to eliminating discrimination, and to creating an inclusive working environment for all. We encourage applications from all backgrounds, communities and industries, and are committed to employing a team that has diverse skills, experiences and abilities. You can read more about our commitment on our web pages.

Proud signatory of the Armed Forces Covenant. We welcome applications from the Armed Forces community.

Our values are at the root of everything we do, and everyone in our community is expected to demonstrate respect, collaboration, excellence, integrity, and innovation.