Operations Officer

1 month ago

London, United Kingdom King's College London Full time

Job description

St John’s Institute of Dermatology is an internationally renowned clinical, research and educational Institute epitomising the tripartite mission of King's Health Partners, our Academic Health Science Centre, and providing a world class service to 10,000 new patients annually from around the country and the globe with the most complex, challenging skin conditions known to medicine.

The St John’s DermAcademy is a national dermatology education academy based within King’s Health Partners. It seeks to provide dermatology education of the highest quality, which is evidence-based, clinically-focused, and tailored to the specific needs of those who attend our courses (consultant and trainee dermatologists, GPs, junior doctors, nurses, AHPs). Our portfolio of educational courses is delivered by leading clinicians, academics and invited speakers. We are committed to offering high quality, affordable educational events.

This exciting new role has been created within a growing team of the St John’s DermAcademy. We are seeking someone enthusiastic, problem-solving and logístical with a passion for business, communication and education.

This dynamic role will support the DermAcademy management team in delivering an effective business. The post-holder will provide strong day to day logístical, administrative and financial management to enable the delivery and growth of the educational portfolio.

This post will be offered on an a fixed-term contract for 2 years

This is a full-time post, 35 hours per week

Key responsibilities
- Support the DermAcademy Team and continuously review administrative processes and make recommendations for improvement as appropriate.
- Exercise delegated authority on behalf of the DermAcademy Team to resolve day to day management issues.
- Manage implementation and overall management of office systems, control processes and risk management arrangements to ensure effective delivery of service.
- Manage the collection of data so the management have access to timely and accurate information on all key performance indicators.
- Compile reports, trend analysis from the data collected.
- Provide a pivotal communication link
- Cover of DermAcademy Administrator role as and when required including all duties and responsibilities listed within that job description
- Manage and coordinate all mandatory training to ensure full compliance
- Manage annual leave and sickness recording
- Manage incoming and outgoing correspondence on behalf of the DermAcademy, selecting and responding to mail that does not require the senior teams attention
- Manage responses from internal and external sources
- Organise and manage the DermAcademy Team’s diaries, organising meetings internally and externally in accordance with known priorities and agreements.
- Influence, motivate and involve individuals and teams to reach necessary performance targets expectations
- Financial co-ordination and oversight alongside DermAcademy Director
- Costing, pricing and financial planning activity of the courses
- Supporting negotiation of financial contracts with pharmaceutical industry and other relevant groups
- Co-ordinating payment of speakers, venue, support staff, invoicing and collecting course fees
- Arranging reimbursements, travel, accommodation
- Preparing, reviewing and balancing budget sheets with course organisers
- Maintaining DermAcademy educational grant and sponsorship database
- Identifying, developing, recommending and implementing improvements in the financial management
- Coordinating the provision of financial reports and analysis to course directors
- Monitoring and reviewing financial forecasts and ensure that plans are adequately implemented and monitored
- Identifying ways to improve income generation and maximise income from current sources
- Identifying ways to reduce costs and enhance value
- Manage and monitor performance of the admin office support to ensure that the service meets its financial and operating targets
- Monitor and control the use of agency staff to ensure expenditure within resource availability.
- Maintain adequate stocks of stationery and order furniture/equipment, when necessary, to ensure the smooth running of the office.
- Receive and record invoices, arranging authorisation, payment and dealing with supplier queries ensuring that financial procedures are followed.
- 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

Qualifications / training

Essential:
1)Educated to degree level

2) GCSE or equivalent in Maths and English

Desirable:
1) Project management training

Skills / experience

Essential:
3) Proven experience of managing a busy project or as a senior administrator with a significant level of responsibility

4) Experience of financial and budget

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