Science and Technology Facilities Council
Visa Operations Administrator
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UKRI Salary: £25,842 per annum. Band: UKRI Band B. Contract Type: Fixed Term (12 months). Hours: Full-time/ Part Time (minimum 0.8 FTE) (flexible working available). Location: Polaris House, Swindon, Wiltshire - Hybrid working available.
Closing Date: Sunday 16th August 2026.
Employees applying for any opportunity which may mean being away from your substantive role for a temporary period of time, please refer to the Recruitment Policy [https://www.ukri.org/publications/uk-research-and-innovation-recruitment-policy/ukri-recruitment-policy/] for further information in the first instance. If you are made an offer, please ensure you liaise with your Line Manager and the designated HR Team as soon as possible in order that implications of any move are clear and understood, prior to a move taking place.
About the role
UK Research and Innovation (UKRI) is an independent, non-departmental public body, which invests over £6bn per annum in research and innovation. The postholder will work within UKRI Funding Services, covering Visa operations (such as Global Talent Visa and Government Authorised Exchange) and other funding administration tasks. UKRI Funding Services is a dynamic large team that promote coworking, discussion and collaboration to successfully manage awards on behalf of UKRI.
As a UKRI Visa Operations administrator, you will be responsible for administering visa activities that are delivered by the team on behalf of the Research Councils. This includes managing administrative workloads such as:
- Checking applicant eligibility criteria against immigration rules.
- Maintaining accurate, auditable records suitable for reporting.
- Management of mailbox, responding promptly and professionally to emails.
- Checking of grants and awards for suitability.
- Processing of Contact accounts records.
- Data Integrity Management.
- Administrative checks.
The post holder will be expected to learn and apply Global Talent Visa and Government Authorised Exchanged visa knowledge and expertise to facilitate the accurate and effective management of the application process, liaising with partners / customers as required and collaborating with colleagues across UKRI at all levels to provide a professional and proficient service and maximise customer satisfaction.
Activities will depend upon the area that the job holder occupies as agreed with line management, and the role will be supplemented by a number of SMART objectives.
Your responsibilities:
The role requires managing the administration of a number of tasks within the UKRI Funding Services team. The Postholder will be responsible for:
- Administering the GTV and GAE application process, ensuring compliance with Home Office regulations and maintaining the SLA requirements.
- Applying knowledge, skills and expertise to support and have input into UKRI Visa infrastructure.
- Providing clear and concise advice to queries/questions from a variety of collaborators at all levels, including the external community maintaining positive relationships.
- Providing training and support to other members of the team, building, and maintaining positive relationships.
- Embracing changes based upon regulatory or policy requirements e.g., a change to the system, updates from business rules, process changes due to continuous improvement initiatives.
- Ensuring the management of data is compliant with GDPR principles.
- Processing Contact account records, and Data Integrity Management.
- Meeting support, such as arranging meetings, booking meeting rooms and writing up meeting notes.
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Personal Specification
The below criteria will be scored during Shortlisting (S), Interview (I) or both (S&I).
Essential
- GCSE level or above / relevant experience (S).
- Knowledge of what is required to work in a high volume, transactional and supporting organisation or a similar role. (S).
- Experience of working as part of a team (S&I).
- Demonstrable ability to work to agreed targets and deadlines. (S&I).
- The ability to coach and provide support for less experienced staff (S&I).
- Effective organisation and planning skills, including the ability to prioritise and manage complex activities and a varied workload (including conflicting demands) (S&I).
- Good IT skills including experience of using Microsoft Office packages: Excel, Word, Outlook, PowerPoint, and an ability to learn new systems (S).
Benefits
We recognise and value our employees as individuals and aim to provide a favourable pay and rewards package. We are committed to supporting employees' development and promote a culture of continuous learning!
A list of benefits below:
- An outstanding defined benefit pension scheme.
- 30 days' annual leave in addition to 10.5 public and privilege days (full time equivalent).
- Employee discounts and offers on retail and leisure activities.
- Employee assistance programme, providing confidential help and advice.
- Flexible working options.
Plus many more benefits and wellbeing initiatives that enable our employees to have a great work life balance!
For further information on our benefits please see: Benefits of working at UK Research and Innovation (UKRI) [https://www.ukri.org/who-we-are/work-for-us/working-at-ukri/benefits-of-working-for-ukri/]
UKRI is an Equal Opportunity & Disability Confident Employer.
Please apply online, if you experience any issue applying, please contact Recruitment@ukri.org
As this job does not fulfil the UK Government minimum criterion for obtaining sponsored migrant worker status, we will be unable to apply for sponsorship for anyone not eligible to work in the UK. At interview, all shortlisted candidates are required to bring with them identification documents and original documents that prove they hold or can obtain the right to work in the UK. You can check your eligibility here: https://www.gov.uk/check-uk-visa/y
UKRI - UK Research and Innovation
UKRI is an organisation that brings together the seven disciplinary research councils, Research England and Innovate UK. Together, we build an independent organisation with a strong voice and vision ensuring the UK maintains its world-leading position in research and innovation.
Supporting some of the world’s most exciting and challenging research projects, we develop and operate some of the most remarkable scientific facilities in the world. We are pushing the frontiers of human knowledge through fundamental research and delivering benefits for UK society and the economy through world-class research, skills and business-led innovation.
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More information can be found at www.ukri.org.
Choosing to come to work at UKRI means that you will have access to a whole host of benefits from a defined benefit pension scheme, excellent holiday entitlement, access to employee shopping/travel discounts and salary sacrifice cycle to work scheme. For more details, visit benefits of working for UKRI [https://www.ukri.org/about-us/work-for-us/working-at-ukri/benefits-of-working-for-ukri/].
How we support EDI in the workforce
At UKRI, we believe that everyone has a right to be treated with dignity and respect, and to be provided with equal opportunities to thrive and succeed in an environment that enables them to do so. We also value diversity of thought and experience within inclusive groups, organisations and the wider community. For further information, please visit ‘How we support EDI in the workforce’. [https://www.ukri.org/about-us/work-for-us/edi-in-the-workforce/#contents-list]
Disability Confident Employer
As users of the disability confident scheme, any candidate who opts into the scheme and best meets the essential criteria, will be shortlisted for interview. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.
How to apply
Online applications only preferred for this role. Please submit a CV and covering letter which clearly outlines how you fulfil the criteria specified along with your motivation for UKRI and the role. Ensure that the job reference number is included in the filename description of each document uploaded. Note that failure to address the above criteria or submit an application without a covering letter may result in the application not being considered.
UKRI seeks to ensure it creates and maintains a system of openness, fairness and inclusion – a collaborative, trusted environment, which is attractive to and accessible to everyone who is interested in developing their career with us.
Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be rejected and internal candidates may be subject to disciplinary action.
As part of the pre-employment checks there is a requirement to undergo Baseline Personnel Security Screening. BPSS is a pre-condition of employment and failure to achieve it may mean that the employment offer is rescinded. UKRI reserves the right to run, or re-run, security clearance as required during the course of employment.
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