Operations Assistant

Job id: 078325. Salary: £32,179 - £35,596 per annum, pro rota, including London Weighting Allowance.

Posted: 07 November 2023. Closing date: 21 November 2023.

Business unit: Faculty of Life Sciences & Medicine. Department: Life Course & Pop Sci School Office.

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

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We are seeking an enthusiastic individual to join the School of Life Course & Population Sciences Professional Services Team as Operations Assistant.

The post holder will play a key role in providing administrative support to the Department of Nutritional Sciences which will include the successful coordination of seminars and departmental meetings. You will provide P.A. support to the Head of Department and work closely with the School HR & Finance and Research Teams, to ensure activities relating to financial processes and research grant management are fully supported.

You will have a proactive approach and possess exceptional organisational, prioritisation and communication skills with the ability to use your own initiative to manage complex tasks and diary arrangements. You will be confident in working independently, as well as being a strong team player.

This post will be offered on an indefinite contract.

This is a part-time post - 60% full time equivalent.

Key responsibilities

Provide high quality personal assistance to the Head of the Department of Nutritional Sciences in respect of diary and correspondence management, assistance with coordinating research grants, research administration and HR, as well as arranging travel and accommodation and reimbursements.

Coordinate Departmental events and Seminars, including assisting visitors, managing room bookings, organising audio visual equipment, catering and confirmation of arrangements to participants and security.

To prepare and support Departmental meetings, including the coordination and distribution of papers, organising events and taking minutes as required.

Build strong working relationships with School staff, students and key partners within and beyond the university.

To support the Head of Department and School HR team with recruitment campaigns and management of staff’s contracts.

Assist with the local dissemination of information issued by the School’s core team and university central teams to the relevant staff and students, providing advice to staff and students on university and external regulations and policies.

Represent the Department of Nutritional Sciences at School meetings.

To maintain shared resources, including stationery and other supplies.

To administer financial transactions (including purchase orders, invoices, sales invoices, expense claims, journals and providing budget reports).

To support tasks that span through the lifecycle of research grant (pre-award and post-award).

To provide general administrative support in line with the grading of the post.

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
- Educated to degree level or equivalent qualification or experience.
- Prior experience of working in an office environment.
- Experience of event organization.
- Numeracy, with proven financial management and basic analytical skills.
- Strong interpersonal and communication skills including motivating, influencing and negotiating with stakeholders.
- Accuracy and attention to detail, with ability to follow and adapt to new procedures and processes.
- Excellent organisational and time management skills, with the ability to prioritise effectively and meet deadlines.
- Proactive with the ability to work independently as well as delivering within a team.
- Positive attitude to work with willingness to learn.
- Committed to equality, diversity and inclusion, actively addressing areas of potential bias.

Desirable criteria
- Experience of working in the Higher Education sector
- Experience of Committee servicing (drafting agendas and taking minutes)

Further information

The School of Life Course & Population Sciences is one of five Schools that make up the Faculty of Life Sciences & Medicine at King’s College London. The School unites over 400 experts in women and children’s health, nutritional sciences, population health and the molecular genetics of human disease. Our research links the causes of common health problems to life’s landmark stages, treating life, disease and healthcare as a continuum. We are interdisciplinary by nature and this innovative approach works: 91 per cent of our research submitted to the Subjects Allied to Medicine (Pharmacy, Nutritional Sciences and Women'