Workplace Administrator

At AQA, we’re committed to advancing education and we’re committed to our people. As the largest provider of academic qualifications in the UK, we mark over 10 million exam papers each year and it’s our people who make this happen.

Administrator – Workplace Team

Permanent

London: £25,600 - £28,300

Office based

Do you enjoy creating a welcoming environment?

Ready to bring your organisational skills to a team that values collaboration and customer focus?

As an experienced administrator, you’ll play an essential role in supporting the Head of Workplace by managing team administration, including reporting, diary and email coordination. You’ll work alongside the Office Manager, occasionally stepping in to help with meeting room setups and covering reception.

We are a multi-site business with newly refurbished offices in Manchester, Milton Keynes, Guildford, and our London headquarters, where you’ll be based. Located in Tavistock Square near Euston, this office is well-connected with transport links, surrounded by popular cafes and even features a rooftop terrace. Travel to our other offices may occasionally be required to support the Leadership Team.

You’ll join a Workplace Team dedicated to an exceptional workplace experience, recognised for excellence through the Team Values Award and known for achieving high engagement scores. This is a respectful, diverse team that values collaboration and mutual support.

What’s in it for you?

• A supportive network of facilities professionals.

• Access to a highly competitive pension scheme (contribute 7%, with AQA adding 11.5%, for a total of 18.5%).

• 25 days of annual leave, rising to 30 with service, plus an extra 4 days over the festive season.

• A varied role with new challenges each day.

• Autonomy to prioritise your workload according to customer needs.

• Access to private medical insurance through BUPA

What will you need to succeed?

• Relevant administrative experience in a high-end office environment.

• Strong organisational skills and resourcefulness (you know where everything is or can find it!).

• A customer-first approach in every aspect of the role.

• Confidence in balancing customer needs with operational demands, with a flexible, can-do attitude.

• Proactivity and sound judgment to support team goals.

• Strong administrative and MS Office skills.

• Ability to work independently and take ownership of your tasks.

• Excellent written and verbal communication skills.

• A mindset for continuous improvement, enhancing processes for efficiency.

• High attention to detail and a commitment to service excellence.

What next?

Upload your CV and tell us a bit about yourself in a cover letter. Applications are reviewed as they arrive, and we may close the advert early if we find the right fit. You can find the full job description on the AQA website—just a click away from getting your application seen.

All applications will receive a response. 

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Recruitment Agencies

We have a preferred supplier list (PSL) in place.

Unsolicited CVs will be treated as a gift. We will not be subject to or liable under your terms and conditions for agency fees.

Full Job Description

Summary

Job title: Workplace Administrator
Business Area: Finance and Corporate Services (FCS)
Department: Workplace
Purpose: Our on-site Workplace Administrator directly supports the Workplace leadership team by providing exceptional admin support including calendar management, travel bookings, meeting agendas, actions and minutes.
This important position maintains the standards of the newly refurbished office, improves engagement and continuous improvement with energy and passion by creating consistent, joyous and courteous moments to anyone that steps foot in the building.
Landscape: The Workplace Administrator is part of a small onsite team who facilitate use of the London office between 8am-5pm. Core hours for this team are between 8am-5pm during the week.
Some travel to the Guildford, Milton Keynes and Manchester offices will be required to support leadership team meetings along with London cover of the site-based Office Manager when on leave.
Reporting directly to the Head of Workplace & Property but with daily interactions with the wider Workplace team based nationally. The role forms part of a well-respected wider Workplace team which boasts one of the highest departments score within AQA in our latest engagement survey.
Key stakeholder relationships with the Workplace Leadership Team, Executive Assistants and Operational Leaders are essential to ensure the smooth operation and delivery of customer satisfaction for our colleagues who use the office space and meeting rooms.
Activities:
Provide day-to-day support to team members including: complex and dynamic calendar management for internal and external meetings, managing travel arrangements and timely completion of expense reports
Coordinate internal and external meetings for the Workplace team. Coordinate agenda and follow up on action items
Build cross-functional relationships with key partners in other departments
Providing a customer centric workplace experience whilst representing AQA in a positive, professional manner
Supporting the London based Workplace Office Manager and cover absence, ensuring the site is serviced to a high standard and ready receive customers each day
Ad-hoc support delivering a high-quality events co-ordination of all collaboration spaces and meeting rooms when required, i.e. setting up of tables, chairs plus first line AV support and building technology assistance along with in-room hospitality provision
Bringing solutions with a concierge mindset by pre-empting customers’ needs and delivering at pace
Being visible and approachable, championing the workplace strategy delivery and leading support and awareness of the building intelligence system
Lead on workplace team social/wellbeing co-ordination, events, campaigns and budgetary management
Administer the Workplace Team ‘shout-out’ programme to maintain departmental recognition of colleague excellence
Administer the conflict of interest process for the Workplace Team
Form part of the onsite emergency team to assist in first aid, incident management in emergencies and business continuity events
Need to know (to be successful in this role, you will need to know):
Have relevant administrative experience in high end office environment
Organised and resourceful (you know where everything is, or are happy to find it!)
Have our customers’ needs front and centre in all aspects of the role
Confident balancing the customers needs and operational demands with flexible aptitude
Have a “step up” mindset: use sound judgement and initiative to deliver
First-rate administrative and PC skills (MS office applications)
Ability to work alone and with autonym
Accomplished communication skills: written and oral
Continuous improvement ethos to develop and enhance processes to build efficiencies
Demonstrate attention to detail and ownership of processes and service delivery