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 staff within St John’s Institute of Dermatology.  

The postholder will work closely with the Head of Dept, School Professional Services team and colleagues across the University to contribute to the smooth running of the department.  

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 on an indefinite contract. 

This is a part-time  post - 50% full time equivalent; 2.5 days a week.

Key responsibilities

•         To provide smooth and efficient day-to-day operational support to staff and students in the  St John’s Institute of Dermatology working closely with the Head of Department and the School’s core team 

•         Provide diary management and administrative support to the Head of Department.  

•         Provide general assistance with HR processes throughout the employee life cycle, escalating complex queries where appropriate. 

•         Provide general support for departmental research and non-research finance and procurement activities, escalating complex queries where appropriate. 

•         To take responsibility for planning and organising events/ functions and projects, including planning and organising visits by external/international delegates. 

•         Support local dissemination of Departmental, School and University information and communications. 

•         To prepare and support meetings, boards, and committees, including the coordination and distribution of papers, organising events and taking notes or minutes, as required. 

•         To maintain shared resources, including stationery and other supplies. 

•         To use and support the departmental and university’s electronic record systems, ensuring data are maintained accurately and consistently across all data sources, responding to information requests from staff and central functions, being mindful of data protection. 

•         To prepare communications, draft presentations, briefing documents and background materials as required. 

•         To undertake research and data analysis when required to inform decisions and work priorities. 

•         To act as the primary point of contact for support services, arranging maintenance of shared and allocated office equipment and other resources including printers. 

•        To build and maintain effective relationships with academic and professional services staff across the college, including by participating in college networks. 

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.       Experience of undertaking and completing tasks which require organizational skills and a wide range of administration processes. 

2.       Excellent interpersonal skills with the ability to interact responsively with a diverse range of stakeholders. 

3.       Experience of the use of MS Outlook for diary and inbox management.  

4.       Excellent verbal and written communication skills with experience of building an effective network across a complex organisation. 

5.       Experience of Committee servicing and/or events organisation. 

6.       Accuracy and attention to detail with ability to maintain confidentiality. 

7.       Ability to work under pressure in a busy environment, multitask, and deal with competing demands. 

8.       Excellent data management and document control skills, including experience of using MS Excel to handle and track data and strong MS word skills 

9.       Strong numeracy skills and ability to analyse complex numerical data. 

Desirable criteria

1.       Experience of working in a higher education institute or research environment 

2.       Experience of supporting research grants and/or HR processes 

3.       Experience of budget management 

Further information

About the Faculty: https://www.kcl.ac.uk/lsm/index.aspx

About the School Basic and Medical Biosciences: https://www.kcl.ac.uk/lsm/schools#bmb