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Job id: 084147. Salary: £37,332-£42,099 per annum, including London Weighting Allowance.

Posted: 08 February 2024. Closing date: 03 March 2024.

Business unit: Executive Portfolios. Department: Business Support.

Contact details: Joe McAleer. Joe.mcaleer@kcl.ac.uk

Location: Strand Campus. Category: Professional & Support Services.

Job description

The Vice-Chancellor’s Office is seeking a highly organised, diligent, and flexible individual who is committed to providing an excellent service to colleagues. The Business Support Officer will work as part of a team that ensures provision of consistent and highly efficient executive support, operations and coordination that in turn ensures leadership at the highest level is able to deliver on the institutional strategy for King’s.   

The post will have a focus on operational support across the Vice-Chancellor’s Office, servicing meetings, and delivery of tasks in compliance with university procedures in finance and procurement, human resources, space and health and safety.

The role-holder will bring close attention to detail, good communication skills, teamwork and professionalism. We're looking for someone who has gained administrative experience, ideally in the higher education sector or an equivalent environment, and is adept at managing competing demands. You will be motivated by the challenges and opportunities facing higher education, highly organised, and flexible in your approach. 

This post will be offered on an indefinite basis and is a full-time post.

Key responsibilities

  • Oversee a range of procurement activity in accordance with King's Financial Procedures, including raising purchase orders and processing expenses.
  • As a local expert on financial processes and systems, prepare monthly reports and support business planning and annual budget processes.
  • Undertake a range of HR duties, including the co-ordination of recruitment, induction and onboarding of new staff.
  • Support local space and infrastructure matters, managing estates issue resolution, and maintaining information for reporting purposes.
  • As Health & Safety representative and departmental first aider, oversee and monitor health and safety induction, training and compliance.
  • As sustainability champion, work with others to ensure implementation of the College sustainability strategy.
  • Arrange internal meetings, including arrangement of venues, materials, catering and AV.
  • Receive and host visitors to the Vice-Chancellor’s Office.
  • Participate in the efficient functioning of the Vice-Chancellor’s Office and work seamlessly within the team, providing cover when necessary and contributing to staff development initiatives.
  • Keep appraised of wider university developments and understand how these might impact or benefit the Vice-Chancellor’s Office.
  • Provide flexible diary, scheduling and meeting support to senior executives in the Vice-Chancellor’s Office.
  • Make travel arrangements for national and international engagements, occasionally last-minute and complex.
  • Liaise with key groups and individuals from the Vice-Chancellor’s Office, senior members of Professional Services and Faculties to secure information or advice that may be required to make effective and efficient decisions.
  • Be a professional first point of contact for colleagues and external visitors, conducting matters with diplomacy, sensitivity, and tact.
  • Provide secretariat support for committees as required, taking minutes, sharing and following up on action logs, and collating papers for discussion.
  • Interact with internal and external contacts who require information, signposting and retrieving information as appropriate.

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 equivalent.
  2. Previous experience in an administrative and/or executive support role.
  3. Excellent IT skills, covering standard Microsoft Office packages, Sharepoint and similar platforms, and willingness to advance these skills.
  4. Ability to work with and manipulate data, e.g. Excel.
  5. Exceptional written, verbal and presentation skills with high attention to detail.
  6. Strong interpersonal skills, ability to interact with a wide variety of people in a professional and assured manner.
  7. Strong organisational and time management skills with the ability to multi-task and balance competing priorities in a busy work environment.
  8. Experience of office administration and management.
  9. Experience of committee support and minute taking.
  10. Proactive approach with the ability to work independently and flexibly, but also as part of a team.
  11. Ability to work confidently and proactively across organisational boundaries.
  12. Commitment to equality, diversity, and inclusion and sustainable environmental practices.

Desirable criteria

  1. Experience in a higher education environment.
  2. Knowledge of the requirements of a committee support function, effective clerking and governance.
  3. Able to generate new ideas and support change management.

Further Information

We pride ourselves on being inclusive and welcoming. We embrace diversity and want everyone to feel that they belong and are connected to others in our community.

We are committed to working with our staff and unions on these and other issues, to continue to support our people and to develop a diverse and inclusive culture at King's.

We ask all candidates to submit a copy of their CV, and a supporting statement, detailing how they meet the essential criteria listed in the advert. If we receive a strong field of candidates, we may use the desirable criteria to choose our final shortlist, so please include your evidence against these where possible.

To find out how our managers review your application, please take a look at our ‘How we Recruit’  pages.

This role does not meet the requirements of the Home Office and therefore we are not able to offer sponsorship for candidates who require the right to work in the UK.