Postgraduate Office Administrative Assistant - Two Permanent Posts

The University of Cambridge is one of the world's oldest universities and leading academic centres. If you're looking for a new challenge and would like excellent benefits, extensive learning opportunities and a stimulating working environment in return for your skills and contribution, there could be a job here for you.

The Faculty of Mathematics is seeking two proactive individuals to join our professional services team as Administrative Assistants within the Postgraduate Office. The successful candidates will be part of a growing team of dedicated administrators whose focus is on the delivery of high-quality support for all aspects of postgraduate education.

At postgraduate level, the Faculty of Mathematics currently offers three doctoral (PhD) programs, one research MPhil, one taught MPhil and Part III of the Mathematical Tripos (MMath/MASt). In October 2024, the new Part III/MPhil programme in Quantitative Climate and Environmental Science will admit its first cohort of students. The work of the Postgraduate Office covers all aspects of the student journey from recruitment and application, through support for course delivery and current students, to examination and award of degree. The range and scale of operational activity (~570 current students, ~1900 applications processed and ~50 PhDs examined in 22/23) and the people-facing nature of this work, make for a busy and varied workload.

Reporting to the Postgraduate Office Manager, the successful applicants will be required to provide administrative support to the Faculty's taught Master's programmes; taking overall responsibility for progressing work in their assigned area(s). The Postgraduate Office team supports one another in the delivery of their work. At peak times the role holders will be expected to work flexibly to support consistent delivery of service across all courses and areas.

The Postgraduate Office is one of several shared services that support both the Department of Applied Mathematics and Theoretical Physics, and the Department of Pure Mathematics and Mathematical Statistics, the others being IT, HR, Facilities, and the Undergraduate Office. The Postgraduate Office team works closely with all other shared service teams, the two separate Departmental finance teams, as well as many offices and individuals across the collegiate University.

You will have:

  • experience of working in an administrative context, including maintaining office systems and procedures;

  • demonstrable ability to progress a variety of administrative tasks concurrently, and to prioritise workload and meet deadlines;

  • the ability to thrive in a team environment and to work closely and collaboratively with others;

  • the ability to communicate effectively both orally and in writing; you will possess the skills needed to interact with a range of professional service staff, administrators, academics and postgraduate students (both current and prospective);

  • experience of, or the ability to learn, the University's electronic admissions and records systems, as well as possessing a high level of competency in standard software packages and tools (e.g. Word, Excel, Outlook, web editing)

Experience in higher education administration and in particular postgraduate admissions and course delivery would be an advantage.

Click the 'Apply' button below to register an account with our recruitment system (if you have not already) and apply online.

This will route you to the University's Web Recruitment System, where you will need to register an account (if you have not already) and log in before completing the online application form.

In the Suitability for the Role section, please indicate how your skills and experience meet the selection criteria as described in the Further Particulars, providing relevant examples to illustrate this. The contact details of two professional referees should also be included. Informal enquiries or requests to arrange a site visit may be directed to Sarah Dodd, Deputy Departmental Administrator (Education) - via email at or at

Interviews are expected to be held in w/c 4 December 2023.

Please quote reference LF38615 on your application and in any correspondence about this vacancy.

The University actively supports equality, diversity and inclusion and encourages applications from all sections of society. We particularly welcome applications from candidates from a BME background for this vacancy as they are currently under-represented at this level in our Department.

The University has a responsibility to ensure that all employees are eligible to live and work in the UK.

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