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Administrator

Key roles and responsibilities

Learning and Development

  • Provide administrative support to the Learning & Development team, including:
    • Using our learning management system to:
      • Create, upload and manage courses
      • Manage learners
      • Manage accreditations and cyclical learning
      • Track attendance and completion rates
      • Run regular and ad-hoc reports on training
    • Responding to learner requests and troubleshoot issues in a timely manner
    • Sending out invitations, reminders, and pre-work
    • Managing attendee lists
    • Booking individual and group training, as requested, including logistics and travel arrangements
    • Managing the fortnightly training calendar
    • Carry out research for suitable L&D providers, and contact/liaise with them, as required

Administration and office management

  • Be responsible for the smooth running of company offices and home offices of the team, including but not limited to:
    • Monitor and replenish office supplies, equipment and housekeeping items
    • Ensure the Oxfordshire office is kept tidy and well maintained, discussing maintenance needs with a director, as necessary
    • Liaise with landlords, cleaners, and other suppliers and contractors, as required
    • Support with health and safety requirements, for example with monthly monitoring of fire alarms and other checks
  • Provide administrative support to the wider team, including ordering and making payments for equipment, furniture, subscriptions, memberships

Contracts and subscriptions

  • Arrange and track freelancer contracts, ensuring all are up to date and other requirements are met (e.g., policies signed off)
  • Coordinate mobile phones and contracts for team members
  • Work with the IT lead to manage tracking and payment of software subscriptions

Meetings

  • Make arrangements for meetings, including booking of meeting rooms/venues, catering, registrations, accommodation and travel
  • Organise all logistics for the annual, all-team, 2-day company meeting
  • Organise and book travel arrangements (UK and worldwide) for the team, including but not limited to:
    • Ensure most cost-effective options are booked
    • Complete and communicate international travel forms
    • Research travel arrangements, visas, and vaccinations
    • Record travel for insurance and environmental records

Other tasks

  • If required, organise other health and safety-related risk assessments
  • Undertake any other task, as reasonably required
  • Follow company procedures with respect to administrative and project-related tasks. To include, but not limited to, daily completion of Paprika timesheets, and timely and accurate folder/file housekeeping.
  • Liaise with team members, clients, healthcare professionals, contractors, and any other relevant third parties in a professional, courteous, and efficient manner.
  • During your day-to-day work and internal and external interactions, champion adherence to Aspire’s Values. Where you notice others not adhering to our values, act on this by raising with a more senior member of the Aspire team.

Aspire Scientific: Vision and Values

Culture

  • We care for our team by fostering a people-first culture of trust, transparency, and flexibility that actively encourages a healthy and sustainable work–life balance.

Talent

  • We recruit, invest in, and retain outstanding people. We provide the resources and ongoing training and development opportunities to nurture talented, stable teams who excel at what they do.

Excellence

  • We develop successful client partnerships through excellence in medical writing and communication, underpinned by therapy area knowledge, industry expertise and a commitment to best practices.

To apply, please send us your CV and cover letter