Join our team – Office Administrator

We’re excited to announce that we’re recruiting a new Office Administrator

science made simple and space made simple at our 2015 staff retreat playing team building games!

Science Made Simple at our 2015 staff retreat playing team building games

Posted 15 December 2018

Applications for this post have now closed. All applicants will receive notification whether we invite them to interview or not (after all, it’s only polite).

It’s a 12-month fixed-term, part-time post based in our Cardiff office.

Full details are given below including a job specification and person specification.

Download the application form:

ScienceMadeSimple_application-form_Office Administrator_Dec2018

Please complete and submit by email to


Office Administrator. 20 hours per week, 12-month fixed term contract starting February 2019 with a possibility of continued employment thereafter. The contract is for 44 weeks of the year, with some flexibility offered for the right candidate, but with hours and days of work falling within Mon-Fri 9am – 4pm and school term times. Weeks that will not be worked will be two weeks over Christmas/New Year and 4 weeks in August. Salary is paid evenly over twelve months.

Salary range:

£13,000 – £16,000 pro rata (depending on qualifications and experience) plus benefits (investment in your CPD and an annual staff retreat, contributory pension scheme, additional bank holiday, employee profit-share scheme.)

Deadline for applications: Wednesday 2nd Jan 2019, 5pm

Interviews to be held on 15th/16th Jan 2019 in Cardiff.

Questions not answered here: please email

About us…

Science Made Simple is an award-winning STEM outreach company with a track record of inspiring the next generation of scientists and engineers and being a bridge between researchers and the public. The company’s specialised science communication services reach 60,000 people a year in schools, festivals, and learning outside the classroom, providing public engagement experiences which help to break down barriers between formal learning and day-to-day living. Our aim is to bring science and engineering to all people, regardless of background.

SMS has an impressive track record of helping researchers communicate their work at an appropriate level to a variety of audiences through provision of one-day events to full public engagement programmes for universities, NGOs, and learned societies.

We strongly value the input all our team have in the development of the business as we continue to grow and provide regular opportunities for staff to have a say in how we can improve what we do. Following a 3-month probationary period we can offer access to a contributory pension scheme and a staff profit-share scheme.

About the job….

We are looking to appoint a new member of our team to start as soon as possible from February 2019. The new person will be based at our head office in Cardiff.

This position will require you to work as our office administrator, acting as a receptionist and processing all enquiries and bookings, liaising with our presenters to pass over information and providing admin support. Much of your time will require you to work with telephone and email, and to use our bookings database system (full training will be given). Many of our customers are teachers in schools and staff in universities, so experience of these would be useful.

About you…….

  • Are you great with people?
  • Do you like to be organised and help other team members be organised too?
  • Are you patient and methodical, a good starter and good finisher?
  • Do you have a great phone manner, with clear voice and ability to think on your feet?
  • Are you able to handle multiple tasks?
  • Would you like a job with flexible hours?

If so this job may be perfect for you, and we would love to welcome you to our team!

As with many small businesses you will need to turn your hand to a variety of tasks. This position will give you a great opportunity to learn more about all aspects of running a small business with a chance to expand hours and tasks as the business expands.

science made simple is committed to being an equal opportunities employer and we welcome applications from all sections of the community. We shortlist applications without using personal details to avoid unconscious bias.

Job Specification

Business support roles:

  • Responding to enquiries from customers, phone and email
  • Processing enquiries using our database and calendar systems and following closely our processes, including sending provisional booking forms and confirmation forms
  • Liaising with customers and presenters, from enquiry to delivery of a booking, with customer service as a priority
  • Handling phone calls and answer machine messages
  • Forwarding emails to correct person within our company
  • Supporting presenter staff to schedule work efficiently
  • Proactively contacting customers to encourage repeat business
  • Providing social media support
  • Keeping aware of the wider workplace and using initiative to ensure efficient running and even workloads

Person Specification


  • Organisational and administrative skills
  • Good phone manner
  • Good time management and proven ability with multiple task management
  • Ability to work on your own initiative and as part of a larger team
  • Confident with IT (including skills with email, Microsoft Word and Excel, database, Internet research, Google calendars, social media etc) 


  • Awareness of the broader STEM communication or informal education sector
  • Customer service or business experience
  • Understanding of school and/or university systems
  • Good writing skills
  • Basic social media skills
Questions not answered here: please email