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Job description
This is an exciting opportunity to join the Professional Services team in the School of Basic and Medical Bioscience at King’s College London. We are seeking to appoint an experienced and highly motivated administrator to provide support to the School and specific support to St John’s Institute of Dermatology. This role is available on a fixed term basis to cover maternity leave, the successful applicant can be appointed on a secondment basis if preferred.
The post holder will work closely with the Head of Department, School HR & Finance Manager, School Research Manager and the Core Team to provide efficient operational support to staff and students in the Department. They will support research operations, acting as first point of contact on research administration and HR enquiries. They will support staff recruitment campaigns and implement the School’s and College’s HR processes at every stage of the employee lifecycle. They will be responsible for supporting research administration through the whole life cycle of research grants (from application to closure, pre- and post-award).
They will support research and non-research financial transactions within the Department, monitoring budgets and processing invoices and expense claims, and support other school/department-wide projects as required. The post holder will work closely with colleagues to provide high quality general administrative support to the Department/School, as required.
This role is highly varied and will suit a candidate with excellent organisational skills who can work accurately, with close attention to detail in a busy environment with tight deadlines. They will have excellent communication skills and be able to develop good working relationships with the School’s academics and researchers as well as King’s Human Resources, the Faculty’s Management Accounts Team and the Research Management & Innovation Directorate.
This post will be offered till the 19th June 2023.
This is a full-time post – 100% full time equivalent.
Key responsibilities
• Work closely with the School’s core team and other Professional Services staff in the Department, to provide local support for research grant applications, post-award management, local staff and student recruitment campaigns, processing claims and invoices and provide support to department for HR and finance operations.
• Provide day-to-day support for operations activities in St John’s Institute of Dermatology
• Provide diary management and administrative support to HoD
• provide advice and guidance and, where appropriate, training on university policies, processes and where required, source information and support for colleagues to facilitate their work
• To build and maintain effective relationships with academic and professional services staff across the college, acting as first point of contact for both department staff and colleagues in central directorates, including by participating in college networks
• To use and support the departmental and university electronic record systems, ensuring data are accurate and consistent across all data sources, responding to information requests from staff and central functions, being mindful of data protection
• To provide advice, guidance and, where appropriate, training on university policies and processes across all operations, sourcing information for colleagues to facilitate their work
• To monitor and manage the employee lifecycle (for example recruitment, induction, probation, appraisals) and process all HR transactions (contract extensions, contract variations, end of contract, resignations)
• To support Department staff with all tasks that span through the lifecycle of a Research Grant (Pre-award and post-award)
• To administer financial transactions (including purchase orders, invoices, sales invoices, expense claims, journals) and monitoring non-pay and research award budgets
• Support PGR finance, liaising with the Operations Officer (education) where appropriate
• To deputise for the School HR & Finance Manager and School Research Manager where appropriate
• To maintain shared departmental resources, including stationery and other supplies and equipment such as printers
• To take responsibility for planning and organising events/ functions and projects, including planning and organising visits by external/international delegates across the department.
• To prepare and support departmental meetings, boards, and committees, including the coordination and distribution of papers, organising events and taking notes or minutes, as required
The above list of responsibilities may not be exhaustive, and the post holder will be required to undertake such tasks and responsibilities as may reasonably be expected within the scope and grading of the post.
Skills, knowledge, and experience
Essential criteria
1. Educated to degree level or relevant experience
2. Experience of a wide range of administration processes including HR and/or research grant management
3. Highly numerate with proven financial management and analytical skills
4. Excellent verbal and written communication skills with experience of building an effective network across a complex organisation
5. Experience and good knowledge of using complex databases, management information systems and Excel
6. Experience of managing complex financial information
7. Accuracy and attention to detail with ability to maintain confidentiality
8. Ability to work under pressure in a busy environment, multitask and deal with competing demands.
9. Excellent data management and document control skills
10. Experience of diary management
Desirable criteria
11. Experience of working in a higher education institute or research environment
12. Experience of managing research grants and/or university finance and an understanding of the HE funding environment
13. Experience of implementing Human Resources processes
14. Experience of Committee servicing, events organisation
Candidates are strongly encouraged to specifically address the essential criteria outlined in the Person Specification in their covering letter.
Further information
Applications from qualified candidates wishing will be considered.
About the Faculty
School of Basic and Medical Biosciences
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