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Job id: 087325. Salary: £43,205 - £50,585 per annum, including London Weighting Allowance.

Posted: 04 April 2024. Closing date: 21 April 2024.

Business unit: Social Science & Public Policy. Department: School of Security Studies School Office.

Contact details: Mr Kieran Bird. Kieran.bird@kcl.ac.uk

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

Job description

The School of Security Studies (SSS) is a dynamic hub of multi-disciplinary scholarship that seeks to address the most pressing issues facing our world today. With a two established Departments across two campus locations, a new dedicated Institute, the King’s Institute for Applied Security Studies (KIASS) recently created to focus on professional and online education, together with consultancy and third stream income activities, this is an important moment for the School.  We wish to appoint a Deputy School Business Manager to play a crucial role in the smooth running of our School & work closely with staff throughout the Research Centres.   If you are an outstanding individual, who loves working with a variety of people, and have a track record in managing large budgets, supporting HR processes and are looking to advance your career, this role is for you. Staff with experience of project management and/or creating and implementing new processes for financial monitoring, planning and reporting and particularly encouraged to apply.  The role will report to the School Business Manager. 

You will: 

  • assess current processes and procedures for reporting, monitoring and management of all income not captured through research grants or tuition fees including making recommendations for a new single approach to all non-research/tuition fee income and expenditure and implement this approach. 
  • manage and provide business support services (finance, estates, and HR) for students and staff within SSS in relation to all activities not classed as research grants or residential tuition fee income. 
  • work closely with the School Business Manager & other function leads to ensure a co-ordinated approach and deputise when required. 
  • support and co-ordinate the data collection for Athena SWAN submission(s), evaluating collection mechanisms, identifying data sources and undertaking collection, reporting and analysis of data. 
  • be expected to identify gaps in information, and conduct analyses to solve/resolve problems and issues with short-term consequences. 
  • put forward recommendations on managing more complex situations, having regard to their impact and consequences. 

This post will be offered on an indefinite contract 

This is a full-time post. Based at the Strand campus, with hybrid work pattern, minimum 3 days on campus per week

Key responsibilities

With particular responsibility for activity not classed as research or residential teaching: 

  • To oversee non-pay budgets, together with the School Business Manager, to ensure compliance with university financial policies and regulations. This will also include providing accurate financial advice and timely guidance to stakeholders across the school, and liaison with central departments across the university. 
  • To manage and support the school’s financial processing including purchasing, invoicing, expenses claims and asset management. 
  • To work across the school to ensure compliance with HR regulations and policies (such as monitoring of visas, employment of bought-in staff including Graduate Teaching Assistants, managing fixed-term contracts, occupational health matters, etc.), liaising with HR and providing guidance as necessary. 
  • To support the School Business Manager to oversee the recruitment process, including the preparation of job packs, arranging advertising, interviews and induction, liaising with key School staff and HR as necessary. 
  • To support the Head of School, Head of School Administration, School Business Manager, and Heads of Department in implementing HR processes across the school, such as induction, probation, promotions, performance development review, recognition pay, etc. 
  • To manage, and report on, local space and infrastructure matters including the allocation of space, resource requirements, minor estates work, obtaining estimates and the advising on long term space requirements. 
  • To support and contribute to the School Business Team in Finance, HR, H&S, risk assessment and business continuity processes.  
  • To manage members of the business support team and ensure efficient human resource utilisation.  This will include setting objectives, taking into account the goals of the School and Departments, and allocating work appropriately with due regard for ability and experience.   
  • To work with the School Business Manager to develop the business support service and ensure standard operating processes and procedures are in place and are complied with.  This may include assessing and interpreting needs and trends to develop the business support service. 
  • To manage and contribute to ad-hoc projects.  
  • To take responsibility for the provision and/or dissemination of relevant Faculty and School-level policy and procedures, in accordance with college regulations. 
  • To regularly communicate information clearly and precisely, including clarification of non-routine matters. The job holder will have to routinely decide what and how best to communicate information and to choose an appropriate method of delivery and employ techniques to ensure understanding. 
  • To manage the school risk assessment and business continuity processes. 
  • To act as the School’s Safety Officer, attend relevant H&S Committees ensuring that all staff receive appropriate training in the use of equipment and facilities and that all staff are aware of the need to report accidents and incidents. To act as a fire marshal and ensure that the School has sufficient fire marshals & First Aiders in place. 

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.

Essential criteria

1.     Educated to degree level or equivalent relevant work experience 

2.     Excellent knowledge of (university) policies and procedures including financial regulations. 

3.     Proven ability in managing multiple large and complex budgets. 

4.     Demonstrable project management skills 

5.     Excellent oral and written communication skills with an ability to engage effectively with a range of stakeholders, both within and outside the organisation  

6.     Experience and comprehensive understanding of HR processes and procedures 

7.     Experience of working in an administrative environment within the HE sector 

8.     Ability to prioritise workload in a busy environment 

9.     Experience of space management including commissioning minor works 

10.   Emerging experience of line managing others  

Desirable criteria

1.     Relevant qualification in Business Management  

2.     Demonstrable experience of strategic planning and policy development 

3.     Experience of managing and leading change