Project Administrator

Project Administrator 2018-05-11T12:33:18+00:00

Reporting into:

  • Project Management Office

Purpose of the Role:

The Project Administrator will work in the project management team and contribute to the successful delivery of a portfolio of projects in IXICO’s clinical trials, research studies and collaborations. This position will undertake a variety of project administration tasks under the direction and work guidance of the Project Management Office. The position will help coordinate administrative activities across the project management functions to help ensure quality and timeliness of project deliverables.

This is a new role for the organisation and requires an individual who has performed similar duties and responsibilities previously in other roles and is able to hit the ground running utilising their knowledge and experience to make the role successful.

Essential Duties & Responsibilities:

  • Assist project team members with administrative tasks to accomplish project deliverables, particularly in the review of project-related documentation
  • Assist project management team with project portfolio management activities, for example in the creation of project documentation templates
  • Collate data for reporting and billing through copy/paste and transcription from other sources
  • Responsible for templates, incorporating agreed changes into the standard templates
  • Set up all project files and folders both electronically and in paper form
  • Work with other departments to ensure timely delivery of information for reporting internally and externally
  • Assist project team members during face-to-face and telephone meetings, tracking internal and external actions when the Project Manager is unavailable due to unexpected circumstances

The Project Administrator may also:

  • Collate, review and compare information/documentation to improve quality and consistency
  • Coordinate of key multi-participant meetings

Qualifications and skills:

  • Educated to up to GCSE level (including Maths and English), HND or equivalent – no further education required
  • A demonstrated interest in clinical and/or clinical research domains
  • Touch typing at 45 + words per minute
  • Demonstrable administration experience including:
    • Very strong using Excel including copy/paste data, importing, exporting between different applications
    • Mail merging with word and excel, including creating templates
    • Working on large spreadsheets (large number of sheets, wide sheets, extensive use of filters)
    • Strong on email communication, using templates, organising into working folders, actioning based on priority and date received
    • Able to do large quantities of data entry
    • Demonstrable experience of using Microsoft Office shortcuts
    • Strong knowledge with Microsoft products (Word, Excel, PowerPoint, etc)
    • Multi-tasker, organized and able to manage time efficiently
  • Organised and able to prioritise across multiple projects and stakeholders
  • Experience of working in an environment governed by SOPs and working within those SOPs
  • Ability to collate, classify and perform simple analysis on information
  • Good written and verbal communication skills
  • Detail and task oriented, with a strong focus on quality
  • 5 years + of previous experience in an administrative role in a professional working environment is essential
  • A passion for admin and a career in administration.

Nice to have

  • Experience of project or study setup
  • Responsibility for templates, reviewing, updating and controlling
  • Life science experience.
  • Experience in more  than 2 companies in an admin role


  • Competitive annual salary depending on experience
  • Enhanced pension contribution
  • 25 day annual leave
  • 5% discretionary annual bonus

How to Apply

To apply for the post listed above please send us your CV and covering letter by email to specifying the role you are interested in.

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