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Job id: 086873. Salary: £37,332 - £42,099 per annum, including London Weighting Allowance.

Posted: 27 March 2024. Closing date: 30 April 2024.

Business unit: Faculty of Life Sciences & Medicine. Department: SCMMS School Office.

Contact details: Dina Parekh. dina.parekh@kcl.ac.uk

Location: St Thomas' Campus. Category: Professional & Support Services.

Job description

This is an exciting opportunity to join the dynamic Professional Services team in the School of Cardiovascular and Metabolic Medicine & Sciences at King’s College London.

We are seeking to appoint an experienced and highly motivated administrator that will work across two functions: providing support to the School’s HR & Finance operations and day-to-day activities at your local site, which is currently at St Thomas Hospital.

The time of the successful candidate will be equally split between these two areas.

The HR & Finance functions consists in the operational needs during the course of the employee life cycle and financial management within the School.

The local St Thomas‘ site includes personal support to one  Professor, ordering office supplies, room booking and other general administrative duties.

This role is highly varied and will suit a motivated and energetic candidate with excellent organisational and communication skills who can work accurately, with close attention to detail in a busy environment with tight deadlines.

It would be advantageous to have some working knowledge of HR Database also experience with MS Office including Excel, SharePoint and MS Teams.

This is a full time post (35 Hours per week), and you will be offered an indefinite contract.

Key Responsibilities

  • Work closely with the School’s HR & Finance Manager, members of the Professional Services team and academics, providing support for HR Administration, recruitment, visiting appointments, processing claims and invoices
  • Provide administrative support to a Professor  including diary management, email mailbox management and other support functions.
  • Provide day-to-day support for operations activities in the local section.
  • To build and maintain effective relationships with academic and professional services staff across the college, acting as first point of contact for any queries from staff and colleagues in the section, 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 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 have a broad and in-depth knowledge of Faculty and university policies, process and systems, work with all School/Faculty staff to solve problems and provide solutions efficiently and effectively.
  • To administer financial transactions (including purchase orders, invoices, sales invoices, expense claims, journals) and monitoring non-pay and research award budgets
  • To take responsibility for planning and organising events/ functions and projects, including planning and organising visits by external/international delegates.
  • To prepare and support meetings, boards, and committees, including the coordination and distribution of papers, organising events and taking notes or minutes, as required.
  • Facilitate an inclusive culture and ethos working with academic, research and other professional services staff and colleagues external to King’s.
  • Participate in cross-School/ Faculty/ university projects and initiatives for collaborative, development and networking opportunities

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. Understanding HR matters and employee lifecycles.
  3. Demonstrate high administrative skills including diary management, purchasing and personal assistance support and financial reporting.
  4. Good analytical and problem-solving skills
  5. Excellent verbal and written communication skills with experience of building an effective network across a complex organisation
  6. Experience and good understanding of using MS Office applications including complex databases and management information systems.
  7. Experience of working with college guidance and policies and complex information
  8. Accuracy and attention to detail
  9. Ability to work under pressure in a busy environment, multitask and deal with competing demands.
  10. Ability to maintain confidentiality

Desirable criteria

  1. Ability to prioritize and meet tight deadlines
  2. Experience of managing general administration and operational processes understanding Higher Education and complex contracts and arrangements
  3. Good customer services and interpersonal relationships

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.

Interviews are due to be held on 22nd and 23rd May 2024.

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.