PA to the Institute Director

Job Title: PA to the Institute Director
Location: Manchester (M13)
Sector: Admin & Secretarial
Job Type: Temporary (3 months+)
Working Hours: Full-time, Monday to Friday
Pay Rate: £15.19 per hour
 
About the Role
We are currently seeking a proactive and highly organised Institute PA to join a busy academic institute in Manchester. This is a key administrative role, supporting the Institute Director and leadership team to ensure the effective day-to-day running of the Institute.
The successful candidate will be responsible for high-level diary management, the coordination of meetings and events, and the organisation of complex travel arrangements for the Institute Director. In addition to supporting the leadership team, the role involves a range of administrative responsibilities across finance, estates, and general office processes.
This is a great opportunity for an experienced PA or senior administrator who thrives in a fast-paced environment and enjoys working across a variety of tasks and stakeholders.
 
Key Responsibilities
 
Operational Support
 

• Provide comprehensive diary management for the Institute Director
• Organise and coordinate meetings, events, and visitor programmes
• Arrange complex UK and international travel and accommodation
• Maintain accurate records and office systems in line with data protection legislation
• Minute-taking and servicing of meetings, including arranging catering
• Support academic-related admin such as probation and promotion processes
• Assist with gathering information for research applications, publications, and teaching materials
• Respond to general queries and provide guidance on processes and procedures

 
Finance Administration
 

• Raise purchase orders and manage invoices using internal finance systems
• Coordinate purchasing of IT equipment, software, and other goods
• Support with expense claims, card payments and finance-related queries
• Track and coordinate expenditure for Institute-related events

 
General
 

• Liaise with estates, IT, and professional services colleagues as needed
• Promote and follow all University policies and procedures, especially around health and safety and information governance
• Maintain a professional, discreet, and proactive approach in all tasks
• Provide occasional cover for the Institute Administrator role

 
Essential Experience and Skills:
 

• Experience providing PA support to senior staff, including diary and travel management
• Strong administrative background with excellent organisational and multitasking skills
• Confident working with finance systems and coordinating purchases
• Comfortable coordinating events and supporting office processes
• Excellent written and verbal communication skills
• Able to handle sensitive information with discretion and professionalism
• A team player with a flexible and responsive approach
• Good IT skills, with a willingness to learn new systems
• Commitment to equality, diversity, and providing excellent service

 
Desirable:
 

• Working knowledge of systems such as Oracle, iProc, Key Travel, Discoverer, JobTrain, or Eventbrite
• Experience working in a university or large public-sector environment

To Apply:

If you meet the requirements and are available for an immediate start, please send your CV to cathryn.smedley@pertemps.co.uk