At a Glance
- Tasks: Support planning and delivery of an exciting international staff exchange programme.
- Company: Lancaster University, a leading institution fostering global collaborations.
- Benefits: Gain valuable experience, develop skills, and work in a dynamic environment.
- Other info: Opportunity to work with diverse teams and make lasting connections.
- Why this job: Be part of a unique project that enhances international research collaboration.
- Qualifications: Strong communication, IT skills, and project management experience required.
The predicted salary is between 30000 - 40000 £ per year.
RES are seeking to recruit a Staff Exchange Administrator to help support the planning and delivery of a week-long visit to Lancaster in September 2026 by colleagues from Sunway University as part of the exchange programme. They may also support ongoing virtual activities between Lancaster and Sunway Universities in the run-up to the event.
Tasks will typically include:
- Working closely with the Lancaster project lead - Dr Mandy Dillon, and the Lancaster core team on the planning of activities for the Sunway visit.
- Booking rooms on campus across that week.
- Organising catering - through the university catering system but also liaising with local eateries on campus and possibly in Lancaster to book tables etc.
- Booking hotel accommodation for the Sunway visitors in Lancaster.
- Arranging in-country transfers to and from the airport.
- Liaising with various university staff to ensure they are invited to meet the visitors and are aware of the arrangements for the week.
- Acting as a first point of contact for the Sunway visitors regarding the event and responding to queries (email and TEAMS).
- Arranging local transportation (e.g. minibus hire, bus passes) as required.
- Supporting Dr Dillon and the project team to meet regularly with Sunway University colleagues by arranging regular online meetings.
- Helping to create a Lancaster guide and map for our visitors which contains useful information for their stay.
- Administrative support for other project-related activities as required.
You are required to submit a cover letter to support your application. Applications without a cover letter will not be considered.
Please note: Unless specified otherwise in the advert wording, this role is only open to individuals living in the UK. 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.
Requirements:
- Current Lancaster University student or staff member, must be available up to September 2026.
- Excellent communication skills, able to effectively communicate with a wide range of people both within and outside of the university.
- Competent IT skills (Microsoft Word, Excel, Teams and Outlook).
- Competent project management skills (e.g. ability to book rooms, catering, consider timings).
- Reliable and able to meet deadlines.
- Available to work from 9am with advance notice (due to the time difference between the UK and Malaysia).
- Accurate, organised and methodical approach to work.
- A team player. Able to liaise with staff, provide updates and take on appropriate actions as directed by the project lead.
Desirable:
- Previous experience supporting a multi-day event.
Working in this role will help develop the following skills and experience:
- Collaboration
- Creativity
- Curiosity
- Emotional Intelligence
- Exercising Professional Judgement
- Flexibility
Research and Enterprise Services (RES) is a professional Lancaster University department supporting the generation of income through research projects and research-related commercial activities. Within RES we are currently leading a British Academy Project in partnership with Sunway University's Research Support Office, based in Malaysia. This exciting project is a two-year comprehensive staff and knowledge exchange programme which aims to deepen understanding and capacity within both institutions to effectively manage international research collaborations.
administrator employer: Lancaster University
At Lancaster University, we pride ourselves on fostering a collaborative and inclusive work environment that empowers our staff to thrive. As a Staff Exchange Administrator, you will play a vital role in facilitating international connections, with opportunities for personal and professional growth through hands-on project management experience. Our supportive culture, combined with the vibrant campus life in Lancaster, makes this an exceptional place to work for those seeking meaningful and rewarding employment.
StudySmarter Expert Advice🤫
We think this is how you could land administrator
✨Tip Number 1
Get to know the team! Before your interview, do a bit of research on Dr Mandy Dillon and the Lancaster core team. Understanding their roles and how they fit into the project will help you connect during your chat and show that you're genuinely interested.
✨Tip Number 2
Practice your communication skills! Since this role involves liaising with various staff and visitors, it’s crucial to demonstrate your ability to communicate effectively. Try role-playing common scenarios you might face, like responding to queries or arranging meetings.
✨Tip Number 3
Show off your organisational skills! Bring examples of how you've successfully managed events or projects in the past. Whether it’s booking rooms or coordinating catering, having specific stories ready will make you stand out as a reliable candidate.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets seen. Plus, keep an eye on the closing date and submit your application early to avoid missing out on this fantastic opportunity!
We think you need these skills to ace administrator
Some tips for your application 🫡
Craft a Compelling Cover Letter:Your cover letter is your chance to shine! Make sure to highlight your communication skills and project management experience, as these are key for the Staff Exchange Administrator role. Tailor it to show how you can support the planning and delivery of the Sunway visit.
Show Off Your IT Skills:Since you'll be using Microsoft Word, Excel, Teams, and Outlook, it's important to mention your proficiency with these tools in your application. Give examples of how you've used them in past roles or projects to demonstrate your competence.
Be Organised and Methodical:This role requires a reliable and organised approach, so make sure to convey this in your application. You could mention any previous experiences where you successfully managed multiple tasks or events, showcasing your ability to meet deadlines.
Apply Early Through Our Website:Don’t wait until the last minute! We recommend applying as soon as possible through our website to avoid disappointment. This way, you’ll also ensure your application gets the attention it deserves before we close the vacancy.
How to prepare for a job interview at Lancaster University
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the responsibilities of a Staff Exchange Administrator. Familiarise yourself with the tasks mentioned in the job description, like booking rooms and organising catering. This will help you demonstrate your knowledge and show that you're genuinely interested in the role.
✨Show Off Your Communication Skills
Since this role requires excellent communication skills, be prepared to showcase how you've effectively communicated with diverse groups in the past. Think of examples where you’ve liaised with different stakeholders or resolved queries, as this will highlight your ability to connect with both university staff and visitors.
✨Demonstrate Your Organisational Skills
The job involves a lot of planning and organisation, so come ready with examples of how you've successfully managed projects or events before. Discuss your methods for keeping things organised, meeting deadlines, and ensuring everything runs smoothly—this will reassure them that you can handle the demands of the role.
✨Prepare Questions for Them
Interviews are a two-way street, so think of insightful questions to ask about the project and the team. This shows your enthusiasm and helps you gauge if the role is the right fit for you. Ask about the challenges they foresee for the exchange programme or how success will be measured during the event.
