Business Support Officer

2 weeks ago

London, United Kingdom King's College London Full time

Job id: 085865. Salary: Grade 4: £32,979 - £ 36,396 per annum, including London Weighting Allowance.

Posted: 06 March 2024. Closing date: 01 April 2024.

Business unit: King's Education. Department: King's Foundations.

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

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Job description

Working at the centre of King’s Foundations, the Business Support Team delivers a human-centred service, continuously ensuring that the team is well organised, effective and efficient.

Departmental business support, including maintaining/auditing departmental inventories, financial support including purchasing and invoicing, IT/Estates support and Health & Safety

Event management: internal and external events and conferences

Human resources support, including pay/expense claims, staff recruitment support, staff induction support

Communications, including managing the team inbox and responding to staff queries, sharing departmental news and events, active use of MS Teams for staff updates

Resources: physical resources for office areas, memberships, licences

This post will be offered on an indefinite contract. This is a full-time post - 100% full time equivalent

Key responsibilities

General

To work within the Business Support principles and responsibilities to deliver a pro-active, approachable service.

Act as a key point of contact for King’s Foundations Staff providing a friendly, efficient and professional service, including reception cover.

Ensure all users are aware of, and abide by, appropriate College and Faculty policies including use of IT, copyright compliance, equal opportunity regulation, health and safety and fire evacuation regulations and local or department guidelines and procedures relating to acceptable use of the Centre’s facilities

Ensure that staff and visitors, have appropriate space and equipment, liaising with Estates and Facilities and IT as appropriate.

Act as a Health and Safety Officer.

Embrace the core values and responsibilities of the Business Support team to provide a service that is not only proactive but also personable and accessible.

Departmental business support

Support the administration of day-to-day departmental financial transactions, including purchasing, invoicing, records reconciliation, expense claims, maintaining comprehensive electronic and hard copy records and escalating any problems to senior staff.

Resolve issues with departmental resources by working closely with colleagues throughout the College such as IT or AV services, Facilities and Estates, HR, Finance and other academic departments.

Undertake a range of procurement activity in accordance with King’s Financial Procedures, including managing physical resources, ordering and receiving deliveries.

Provide advice to departmental staff on financial processes.

Deliver efficient administration of meetings, including scheduling meetings according to the annual meetings calendar, servicing (note-taking or formal minuting) and supporting Chairs with follow up activity.

Organise department events such as staff socials and Away days, including liaison with organisers, outside speakers, compiling risk assessments and ground support on event days.

Provide general administrative support for health and safety compliance

Staff Communications

Deliver King’s Foundations all-staff communications and information areas

Manage the team mailbox, triaging and responding to staff queries in a timely and professional manner

Maintain and communicate information about the department on the notice boards, within staff handbooks, on departmental web pages, intranet, MS Teams and through staff newsletters

Human resources

Support new starter induction for teaching and professional services staff, including GTAs, acting as a point of reference for queries and advising them on the College procedures and referring them to appropriate College services and contacts (e.g. Security, HR, IT)

Assist with the recruitment of staff, ensuring recruitment processes and guidance are followed.

Maintain electronic and manual filing systems in accordance with GDPR.

With the Senior Business Support Officer, process pay and expense claim forms and manage local staff records

Communication and networking

Develop excellent relationships with key internal and external stakeholders

Participate in departmental, Centre, campus and college-wide fora and networks as appropriate, covering for colleagues as required

Participate in and contribute to Business Support Network meetings

Communicate effectively following King’s Communications Guidance ensuring inclusive and accessibility styles are adopted.

Regularly communicate with Business Support team, the King’s Foundations Executive team, all King’s Foundations staff, CIEL colleagues and other teams across King’s College as required.

Teamwork

Contribute to the overall professional services team, to planning and delivering professional s

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