£10.55 per hour plus £1.27 holiday pay
Advertising End Date
05 Dec 2021

Role & Department Overview

The Partnerships and Business Engagement Team in the Faculty of Science and Technology at Lancaster University is seeking an outstanding candidate for the post of Administrative Support Officer to work on the Greater Innovation for Smarter Materials Optimisation (GISMO) project.

GISMO is a £4.4m project, part financed by the European Regional Development Fund and aims to engage over 250 innovative SMEs in the Cheshire and Warrington in the chemicals, aerospace, automotive, energy, applied healthcare, and life sciences sectors; solving industry-driven challenges through innovations in smart materials.

Lancaster University

Lancaster University is among the best in the UK. Top 10 in three main league tables, we also have a TEF Gold rating for teaching and we're highly ranked in international league tables such as the QS World Rankings. We're proud to have been named International University of the Year by The Times and The Sunday Times Good University Guide 2020. Lancaster is also ranked 3rd in the UK for graduate-level employment in the Complete University Guide 2020. From the facilities you need on campus, to the historic city on your doorstep, Lancaster is made for learning.

This position will provide marketing support (creating marketing collateral, co-ordinating website and social media content and delivery of online and in-person seminars) and administrative support (co-ordinating purchases, managing timesheets and preparation of quarterly financial and performance returns) to the project.

Applications to be made via CV and cover letter, of which the latter should display an appropriate rationale for applying to the position.
Start Date: 3rd January 2022
End Date: 31st March 2022
Hours per Week: 36.5 hours per week
Location: both on campus and remote working

Job Description

Major Duties:

You will be based in the cTAP Building to provide support to the GISMO project team. The post is part funded by the European Regional Development Fund (ERDF) and the following areas cover the major duties:

Marketing and Event Coordination

  1. Assist with marketing campaigns and contributing to marketing and project recruitment e.g. following up enquiries and providing information.
  2. Contribute to the GISMO project’s digital presence through social media channels and updating the website as appropriate.
  3. Create and distribute promotional materials.
  4. Assist with the planning and delivery of GISMO seminars, events, exhibitions and functions with clients and stakeholders. This will involve administering registrations, addressing attendee queries and ensuring the collection and maintenance of robust audit proof event and attendance records as required by ERDF.


  1. Provide a full administration and clerical support service for the GISMO project.
  2. Take responsibility for the co-ordination/administration of project documentation relating to all purchases for the project team, including graduate researchers
  3. Co-ordinate the collection of academic and researcher timesheets for ERDF project claims.
  4. Ensure all client information is kept up to date through the completion of appropriate forms, visit reports, databases and other related administration.
  5. Work with the Programme Manager and Project Administrator on prioritised tasks as required.
  6. Input company information to the project SharePoint system
  7. Assist in the recruitment of students to industry placement positions, by creating job descriptions, placement adverts, supporting interviewing processes and student selection. 
  8. Assist with output collection, filing of robust, audit-proof supporting evidence and reporting.
  9. Assist the Programme Manager and Project Administrator with the preparation of quarterly returns for funding including the preparation of detailed numeric funding outputs and relevant file notes.
  10. To answer enquiries professionally, politely and with proactive attitude to take messages where appropriate and follow up on them accordingly.
  11. Carry out any other duties appropriate to the grade of the post as required by the Programme Manager or nominated representative e.g. minute secretary for project management meetings, work based projects, report writing etc.

Person Specification


  • Excellent communication and interpersonal skills with a proven ability to deal with queries and build relationships with people from different backgrounds and at all levels both within and external to the university.
  • Experience of creating and delivering business marketing content on social media and websites.
  • Experience of following and/or developing administrative processes in a busy environment.
  • Experience of prioritising workloads to meet competing deadlines without close supervision.
  • Ability to work in a team and have a flexible approach to tasks.
  • Excellent attention to detail and effective numeracy and literacy skill (GCSE Maths and English).
  • Experience of using Microsoft Office applications including excellent Excel skills for data manipulation.


  • Experience of organising and planning seminars, events, exhibitions and functions with clients and stakeholders.
  • Experience of using other IT systems including financial, web editing and/or project management packages.
  • Experience of accurately maintaining physical and electronic systems for audit purposes, including interrogation and analysis of data for reporting.
  • Experience of processing financial claims with excellent attention to detail.
  • Experience of administration for European Regional Development Fund projects, or equivalent funding.

Applications to be made via CV and cover letter, of which the latter should display an appropriate rationale for applying to the position.

Please note: Unless specified otherwise in the advert wording, this role is only open to individuals living in the UK
You are required to submit a cover letter to support your application. Applications without a cover letter will not be considered.
Under the terms of this work, we endeavour to provide the advertised number of hours however, hours are not guaranteed and that work may cease if there is a fall in demand.
Adverts that display a closing date should be treated as a guide. We reserve the right to close the vacancy once we have received sufficient applications, so we advise you to submit your application as early as possible to prevent disappointment. 

Help and advice on making applications can be found on the Lancaster University Careers pages. Visit www.lancaster.ac.uk/careers.