Business Support Officer

4 weeks ago

London, United Kingdom King's College London Full time

Job description

The School of Politics and Economics are seeking a hard-working, enthusiastic and motivated individual who is committed to providing an excellent service to staff and students. The Business Support Officer forms part of our Business team and has a key role in supporting the management of the School’s finance and purchasing, space planning & facilities, HR procedures, and other School and department activities except programme administration. This is an ideal opportunity to develop an understanding of the wide range of processes involved in running a School and offers a good foundation for a career in higher education administration. There are numerous training and development opportunities available, supported by our College and Faculty.

The successful applicant must be well organised, with strong all-round communication skills, a keen eye for detail, along with excellent minute taking and IT skills. They must have the proven ability to balance competing priorities under pressure of tight deadlines and a high workload. The post-holder will work both as part of a team and independently, with responsibility for multiple departments. An interest in working in a Higher Education environment is essential.

This post will be offered on a full-time, fixed term contract until 31st August 2023.

Key responsibilities
- To be a key point of contact for service users providing a fast and efficient service
- To act flexibly in undertaking the variety of administrative duties in the business function
- To provide executive administrative support, including diary management
- To develop and maintain electronic and manual filing systems in accordance with GDPR
- To act as a committee or meeting secretary should the local area require it
- To give administrative support and/or run a range of general and ad-hoc projects
- To respond to both internal and external enquires
- To liaise across King’s to clarify information and obtain services as required
- To support the business function’s efforts to ensure data integrity
- To be aware of and act in accordance with King’s Financial Procedures
- To undertake a range of procurement activity in accordance with King’s Financial Procedures
- To provide advice to service users on financial processes
- To routinely identify areas where expenditure could become more efficient
- To actively audit budget codes and transactions to ensure correct allocation and management
- To provide administrative support for various HR processes, such as recruitment, probation, promotion, and recognition pay
- To undertake activity in support of the visiting staff process, onboarding and offboarding and GTA management as required
- To be responsible for local space and infrastructure matters such as ensuring common areas are presentable, reporting issues and ensuring their resolution
- To undertake activity to help ensure that staff, visitors, and PhD students have appropriate space and equipment, liaising with Estates and Facilities and IT as appropriate
- To act as a Display Screen Equipment (DSE) Assessor
- To act as an Evacuation Marshall
- To provide general administrative support for health and safety
- To provide general administrative support for business continuity and risk management
- 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

1. Educated to A-level or equivalent

2. Excellent IT skills, including MS Office, SharePoint, databases, written communication skills, with a high standard of English

3. Excellent oral and interpersonal skills

4. Excellent organisational and time management skills

5. Excellent attention to detail and high degree of accuracy

6. Experience of office administration

7. Experience of dealing with budgetary and financial processes

8. Ability to work both independently and as part of a team, dealing with a wide variety of people in a professional and confidently

9. Ability to demonstrate a commitment to equality, diversity, and inclusion

10. Well-motivated and an approachable attitude

Desirable criteria

1. Administrative qualification

2. Experience of committee administration

3. Experience of current H&S legislation for an office environment

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