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Departmental Support Officer

3 months ago

London, Greater London, United Kingdom King's College London Full time
Job description


The role is the first point of contact for all Departmental issues, and will involve providing coordination and support to the Departments, their Heads and their activities.

The role is a key interface with the academic community and essential for maintaining a positive academic staff experience.


As well as handling enquiries for the Department, the post holder will provide administrative support including co-ordination of departmental recruitment activities, helping manage the department's workload allocation model, organisation of departmental events and seminars, co-ordination and minute taking at meetings, supporting the Heads of Departments' internal and external activities and monitoring and acting as pre-approval for all departmental staff personal research allocations and monitoring the Departmental budget.

The postholder will be a key part of the Staff Experience team and wider Operations team. The post reports to the Head of Staff Experience and Heads of Departments.


The school has 7 departments, each with a vibrant research community and programme of activities including seminars, funded projects and engagement with policymakers, practitioners, and other scholars from within and beyond King's College London.

The role holder will work primarily with a specific department but will also form a "one team" approach with a wider team of DSOs to support faculty wide department administrative and operational activities and goals.

This post will be offered on an indefinite contract

This is a full time post

Key responsibilities

  • To be the first point of contact for all Departmental issues by providing coordination and support to Departments, the Heads of Department, other Departmental leaders and their department's activities.
  • To support the work of the Head of Department in managing relationships internally and externally and provide project management as required.
  • To work with the Head of Staff Experience, the Heads of Department and the Workload Planning Manager to manage the recruitment, onboarding and induction of new academic staff and also to work closely with the Research Manager and Principal Investigators to manage the recruitment of research staff. This may include the drafting of job descriptions and adverts as appropriate, making interview arrangements (including the recruitment of the internal panel members and external experts), contractual paperwork, checking eligibility to work in the UK.
  • To work with the Head of Staff Experience, Heads of Department and the Workload Planning Manager and Heads of Department to enter, maintain and check academic staff workloads on the workload system.
  • To monitor financial performance against budgets and planning targets ensuring adherence to financial projections in consultation with the Head of Department and Faculty Business and Strategic Projects Manager.
  • To manage the daytoday department finances and staff personal research allocations, troubleshooting and escalating issues and problems.
  • To assist the Faculty Business and Strategic Projects Manager in the deployment and management of departmental resources including space, IT equipment and specialist resources.
  • Develop and improve support to Departmental colleagues by eliciting and responding to feedback, identifying and implementing new ways of working through close working with Head of Staff Experience.
  • To ensure that all work is carried out in a professional and timely manner, with appropriate confidentiality and sensitivity.
  • To maintain an uptodate knowledge of the Data Protection requirements
  • To act as evacuation marshal, DSE assessor and first aider for the Faculty as required
  • To contribute to a culture of professionalism and customer service
  • To commit to own personal development and training
  • To undertake any additional duties that may reasonably be required by the Head of Department and/or Head of Staff Experience including project management, organising seminars, maintaining staff web pages, organising and minuting departmental meetings.
  • 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

  • Educated to degree level or equivalent experience
  • Excellent working knowledge of Microsoft packages and confidence in learning new systems
  • Excellent communication skills including the ability to draft documents, lead and contribute to meeting with a range of stakeholders
  • Excellent numerical and data management skills with the ability to extract, analyse and present complex numerical data to enable effective, data driven decisions
  • Excellent organizational and time management skills, with the ability to prioritise effectively and work to tight deadlines
  • Extensive experience of administration, preferably in an ac