Administrator

Kennedy Memorial Trust is seeking an junior Administrator who can playing a key role in supporting one of the UK’s most prestigious international scholarship programmes. This role is offered on a full-or part time basis, based predominantly from home with travel to London on an occasional monthly basis.

Reporting to: Director of the Kennedy Memorial Trust (KMT)

Contract: Permanent

Hours: Part-time or Full-time, 30 - 37.5 hours per week (flexibility in hours and working pattern available)

Salary: £26,000 - £28,000 FTE

Location: Work from home with monthly travel to London and occasional event attendance.

Applicants must have the right to live and work permanently in the UK. The Trust cannot offer visa sponsorship.

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About the Kennedy Memorial Trust

The Kennedy Memorial Trust is a registered charity (No. 234715) that funds exceptional UK graduates to pursue postgraduate study at Harvard University and the Massachusetts Institute of Technology (MIT). Established as a living memorial to President John F. Kennedy following his assassination, the Trust has supported around 600 Kennedy Scholars since 1966.

In addition to administering one of the UK’s most prestigious international scholarship programmes, the Trust maintains the Kennedy Memorial at Runnymede, Surrey. The Trust is governed by a Board of up to eleven Trustees appointed by the UK Prime Minister, the Presidents of Harvard and MIT, or the President of the United States.

Kennedy Scholars go on to make significant contributions across public service, law, science, technology, education, business, charities, the arts and media.

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The Role

This Administrator role is an exciting opportunity for a self-starter to play a central role in supporting the running of one of the UK’s most prestigious international scholarship programmes. The Administrator will help provide an excellent experience for applicants, Scholars, alumni, Trustees and partner institutions.

The Administrator role with support on the full scholarship cycle which includes providing high quality administrative support to the Director, Scholars and other stakeholders. The Administrator will support on keeping accurate financial and data records, governance, communications, event planning and alumni engagement activities as required.

The role requires someone who has demonstrable experience of providing Administration support, has excellent written skills, can use their discretion, has good attention to detail as well as possessing strong interpersonal skills.

 

DUTIES AND RESPONSIBILITIES

1. Scholarship Administration and Selection

Administer the scholarship application process and selection cycle, including its promotion, application timelines and manage applicant enquiries. Respond promptly and professionally to applicant enquiries via email, phone and online channels.

Prepare longlists and shortlists in consultation with the Director. Provide administrative support to the selection panels, including scheduling scholar interviews and preparing interview packs, briefing papers and secure document folders for panel members.

Work with the Director to communicate selection outcomes professionally and sensitively to applicants.

Support safeguarding, compliance and due diligence processes relating to applicants and Scholars. Maintain accurate records of applicant demographics, progress, decisions and feedback.

2. Scholar Support and Engagement

 

Arrange onboarding for new Scholars, including orientation materials, pre departure meetings, events and information sessions. Maintain FAQs and administrative briefings.

 

Maintain up-to-date Scholar profiles, biographies and photos for the Trust’s website, social media and publications.

 

Facilitate community‑building among current Scholars through sharing news, arranging check‑ins, online meet‑ups and occasional social or academic gatherings.

 

Contribute to the Trust’s pastoral and administrative support of Scholars throughout their studies in the US. Monitor Scholar engagement, academic progress and wellbeing, escalating concerns where appropriate.

 

3. Financial Administration and Reporting

 

Prepare documentation for tuition payments, stipends and approved expenses; maintain timely and accurate payment schedules.

 

 

Provide administrative support to the Director regarding statutory reporting including the Annual Report and Charity Commission returns

 

4. Communications, Outreach and Marketing

 

Draft, edit and publish web content, including scholarship information, news updates, Scholar profiles and stories and application guidance. Maintain FAQ pages and ensure accurate, clear and up to date information for applicants.

 

Support digital communications, including social media posts, email campaigns and website announcements to highlight Scholar achievements and alumni successes. Maintain a database or scholar profiles which are published on the website.

 

Represent the Trust at events such as graduate fairs, widening participation meetings and university visits.

 

Maintain a database of UK Universities and partner organisations who support the Trust to reach the widest possible audience for promoting the scholarship. Build relationships with UK universities, careers teams and relevant networks to promote the scholarship.

 

5. Governance and Committee Support

 

You will work with the Director to provide the scheduling, servicing and administration of Trustee meetings, scholarship panels and standing committees, including the preparation of meeting agendas, briefing materials, papers and securely held meeting papers.

 

Draft accurate minutes of meetings and keep track of deadlines of actions.

 

Maintain governance records, committee membership lists and document archives. Support working groups and sub committees, including document preparation and follow up tasks.

 

Support the Director with the ongoing review and development of policies and procedures to ensure they are fit for purpose.

 

6. Executive admin and other functions

 

You will work with the Director on executive and administrative support, including diary management, correspondence, travel and expenses

 

Undertake other reasonable duties in support of the Trust’s work

 

Maintain accurate records in all internal systems, ensuring high data quality standards.

 

 

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SKILLS, EXPERIENCE AND BEHAVIOURS

 

Essential

·       Proven administrative and organisational experience in any sector

·       Demonstrable high level written skills

·       High level of office software ability

·       During interpersonal skills

·       High level of accuracy, numeracy and attention to detail

·       Able to demonstrate experience of managing competing priorities and meeting deadlines

·       An interest in the work of the Kennedy Memorial Trust

 

Desirable

•           Minimum of a B grade in A level English or a Degree

•           Experience in scholarship administration, or student support

·       `     Experience editing or creating web content

•           Knowledge of higher education and current affairs

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Personal Attributes

•           Highly organised and self motivated

•           Warm, professional manner with a willingness to learn

•           Sound judgement and discretion when handling confidential information

•           Empathic and able to be self-confident when working with scholars and the team

•           Proactive, flexible and comfortable working in a small team

•           Commitment to equality, diversity and inclusion

•           Willingness to invest in ongoing professional development

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HOW TO APPLY

Please submit:

•           A CV

•           A covering letter with a supporting statement (maximum 2 pages) outlining how you meet the role criteria and what you feel you could bring to the Kennedy Memorial Trust

Application deadline: midnight 25th May 2026

A Basic DBS check will be required for the successful candidate.