Academic Administrator

Deadline: 28 March 2024

Overview and Application Details

We are looking to appoint a bright, hardworking, and enthusiastic Academic Administrator to ensure the effective and efficient delivery of all aspects of our academic programmes, which includes our Diploma in Integrative Healthcare. We are a small but passionate team working in a dynamic, friendly and supportive environment.

The role is for 30 hours per week. Hours can be worked flexibly but must include core meetings and teaching days (including three Saturdays per academic year). We are based in Pill, just outside Bristol at the beautiful Ham Green House, surrounded by beautiful gardens. Parking is free, bus connections work well and covered bike storage is accessible.

If you like a varied job role and have previous experience working in an education setting, do get in touch and become part of the movement for change, supporting NCIM’s mission to transform healthcare to a broader more inclusive model!

Contract: permanent
Hours: 30 hours per week
Salary: £21,450 (pro-rata), (£26,812.50 – full-time)
Benefits: flexible working hours, workplace pension, 20% discount on NCIM services, free parking.

Please send your CV and covering letter to our BDOM: chantal.enders@ncim.org.uk
Application deadline: Monday 25 March 2024
Interview date: Thursday 28 March 2024


The National Centre for Integrative Medicine (NCIM) is a not-for-profit social enterprise with a vision to support the transformation of healthcare to a broader Integrative Medicine (IM) model that combines conventional, lifestyle and holistic approaches to improve health and wellbeing, for clinicians, clients, and communities.

NCIM has four pillars of delivery:
  • Wellbeing: Consultations and courses with our Integrative Clinical team, online and in-person
  • Education: IM qualifications and CPD for healthcare professionals
  • Community: Creating social impact through funded workshops and low-cost appointments
  • Membership: Transforming healthcare together through our Society for Integrative Healthcare

Our wellbeing and community services support access to a wide range of integrative healthcare approaches with a multidisciplinary Integrative Clinical team. Fundraising activities and partnerships with like-minded charities means we can offer low-cost and free-to-access courses (dependent on funding available).

Education is also a key part of NCIM’s mission to create change. As an accredited teaching centre, we deliver a range of education programmes for healthcare professionals, including a two-year master’s Level 7 Diploma in Integrative Healthcare and Foundation and Advanced Training in Medical Homeopathy. We have also just launched a third year, with a focus on research and setting up in practice.

In 2023, NCIM started working in strategic partnership with the Health and Wellbeing Trust (HWT), a charity that is passionate about widening access to Integrative Healthcare and shares many of NCIM’s values. Together, we are fundraising and working with partnership organisations to activate the eLearning platform which offers a range of accredited Integrative Healthcare courses, with the aim of being the go-to platform for healthcare professionals and interested members of the public who want access to affordable, high-quality, accredited courses with experts in their field.

Job Purpose

As part of the NCIM Core Team, the Academic Administrator is the main point of contact for all enquiries for our NCIM academic programmes. With support from the Academic Director and Modular Leads, the post holder provides administrative, co-ordination, event management and clerical support to ensure the effective and efficient delivery of all aspects of our academic programmes, which now have an international reach.

The post holder is an integral part of the academic team and will liaise with a wide range of healthcare professionals across our academic programmes. The main responsibilities include managing learner year groups from enrolment through to graduation and fellowship, co-ordinating communication with all students, working closely with the Modular Leads to create tutorial and teaching timetables, contributing to development of policies and procedures providing support to teaching staff, co-ordinate communication with learners, and ensure that promotional materials for our education programmes are developed and shared with the right audiences.

This post reports to the Business Development and Operations Manager, works closely with the Chief Executive, Academic Director and wider academic team, as well as other members of the core team (Clinical Services Manager, Clinical Services Administrator, Finance Manager, Digital Marketing and Communications Manager).

Key Responsibilities
  1. To lead on the administration of all our academic programmes (e.g. communications, enquiries, enrolment, invoicing, event management and tutor liaison)
  2. To provide administrative support to academic meetings and assist in the planning, development and evaluation of all academic courses
  3. To assist in the development and maintenance of the online Virtual Learning Environment
  4. To support the academic team with the accreditation process
  5. To maintain detailed Learner Records
  6. To support the marketing and promotion of all aspects of our academic programmes, which includes promotional material, social media, open evenings, brochures, connecting to marketing contacts, website updates
  7. To help in the planning and coordination of any exams that will be undertaken by healthcare professionals, ensuring they run smoothly
  8. To attend and coordinate all teaching days (for in person training, this may also involve the transportation of course materials, display material, banners teaching aids and textbooks)
  9. To support financial management of the academic programmes, with support from the Finance Manager:
    A. Ensure all fees for the courses are correctly invoiced and paid for
    B. Ensure bursaries are invoiced and recorded
    C. Manage online and card payments
    D. Keep detailed records of bookings / payments and keep the Finance Manager up to date on income / expenses
  10. To be responsible for the sale of educational materials including books as and when appropriate
  11. To provide additional administrative support to the NCIM core office as required

Whilst the purpose of this role should remain constant, the duties and responsibilities may vary according to the needs of the organisation. The job holder should therefore retain a flexible approach to the duties and responsibilities and be prepared to undertake such tasks as may be required.

Key Area Essential Desirable
Education & Training
  • Minimum Undergraduate degree level or equivalent
  • Evidence of CPD, i.e. administration software training
  • High standard of verbal and written communication
  • Organisational skills
  • Event management Skills
  • Experience and aptitude for administrative support
  • Excellent computer literacy and typing ability
  • Database and spreadsheet management
  • Basic DBS check
  • Safeguarding Level 1 training
  • Experience of working in an academic setting
  • Use of online marketing tools, e.g. Mailchimp, Sender, Canva
  • Experience with WordPress websites
  • Understanding pf office and administrative procedures
  • Awareness and understanding of social enterprise
  • Understanding of small business operations
Personal Attributes
  • Able to build and maintain relationships at all levels
  • Accountable and able to use initiative and take responsibility
  • Able to maintain confidentiality
  • Willing to work as part of a team
  • Able to remain calm under pressure and prioritise workload
  • Methodical and logical approach to performing tasks
  • Honest and reliable
  • An awareness of and interest in Integrative Medicine