Operations Officer

3 weeks ago

London, United Kingdom King's College London Full time

Job id: 084686. Salary: £37,332 - £42,099 per annum, including London Weighting Allowance.

Posted: 16 February 2024. Closing date: 10 March 2024.

Business unit: Faculty of Life Sciences & Medicine. Department: Basic & Medical Biosci School Office.

Location: Guy's Campus. Category: Professional & Support Services.

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This is an exciting opportunity to join the Professional Services team in the School of Basic and Medical Bioscience at King’s College London. We are seeking to appoint an Operations Officer who will have responsibility for supporting the delivery of services underpinning the business functions in the School which includes HR, finance, procurement and school wide improvement projects.

The post holder will be based at Guy’s Campus and work closely with the School Manager, the School HR and Finance Manager and our departmental operations officers. The role will support the development of improved systems and processes for business operations within the School, as well as HR processes at every stage of the employee lifecycle and financial transactions and processes. You will support other school/department-wide projects as required and provide ad hoc operational support across the School.

This post will be offered on an indefinite contract.

This is a full-time post (35 hours a week).

Following the training period, this post is available as a full time on campus post, a hybrid working post(with 60% on campus 40% remote working), or with flexible working in agreement with the line manager.

Key responsibilities

Work closely with the School’s core team and other Professional Services staff, to provide support for School-wide business operations

Support projects aimed at improving business operations delivery across the School, including development and maintenance of SharePoint

To build and maintain effective relationships with academic, research and professional services staff across the college, acting as first point of contact for both School staff and colleagues in central directorates, including by participating in college networks

To use and support the School 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 provide advice, guidance and, where appropriate, training on university policies and processes across all operations, sourcing information for colleagues to facilitate their work

To provide monitoring and support across the employee lifecycle (for example recruitment, induction, probation, appraisals).

To monitor and support financial transactions across the school (including budget monitoring, purchase orders, invoices, sales invoices, expense claims, journals and year end management)

To provide ad hoc administrative support across different departments

Support PGR finance, liaising with the Operations Officer (education) where appropriate.

To deputise for the School HR & Finance Manager and School Manager where appropriate

To take responsibility for planning and organising events/ functions and projects,

To prepare and support school meetings, boards, and committees, including the coordination and distribution of papers, organising events and taking notes or minutes, as required.
- 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 relevant experience
- Experience of a wide range of administrative processes including HR and financial management.
- Highly numerate with proven financial management and analytical skills, with experience of managing complex financial information
- Excellent verbal and written communication skills with experience of building an effective network across a complex organization.
- IT literate and experience and good knowledge of using complex databases, management information systems and Excel
- Accuracy and attention to detail with ability to maintain confidentiality
- Ability to work under pressure in a busy environment, multitask and deal with competing demands.
- Excellent data management and document control skills
- Ability to work independently and as part of a team

Desirable criteria
- Experience of working in a higher education institute or research environment
- Experience of developing and implementing operational process improvements
- Experience of managing complex SharePoint sites.
- Experience of Committee servicing, events organisation

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