Department Administrator

2 weeks ago

London, United Kingdom Imperial College London Full time

We are seeking a Department Administrator to support the research carried out in the Department of Infectious Disease Epidemiology at Imperial College London.

The Department of Infectious Disease Epidemiology, headed by Professor Neil Ferguson, carries out research into all aspects of infectious disease epidemiology and is one of the largest and most well-known departments in this field. It fosters interdisciplinary research in the study of infectious disease, using approaches ranging from mathematical studies of transmission dynamics and disease control, molecular epidemiology and pathogen evolution, to field programmes of research in disease control. The Department is located across the St. Mary's Hospital and White City campuses of Imperial College London.

The staff of the Department carry out world class research (and provide advice to governments) on a wide range of infectious diseases and pathogens, which in recent years have included COVID-19, HIV and AIDS, pandemic influenza, major bacterial and fungal diseases, antibiotic resistance (e.g. MRSA), BSE, vCJD, Foot and Mouth Disease, SARS, Ebola, Zika, bioterrorism and a variety of parasitic infections. The Department houses state of the art parallel processing computational facilities for large database analysis and mathematical model development.

**Duties and responsibilities**:
Key duties and responsibilities include the following:

- To work with the Department Manager, academic staff and the Joint Research Office, regarding contract negotiations, and pre and post award administration of Department-held grants, including the monitoring of project budgets, project set up, project reporting and project closure.
- To liaise with and assist the Department Manager to monitor awarded grants and manage budgets effectively, provide timely updates and maintain detailed records.
- To be proactive in liaising with academic staff regarding spend on their grants.
- To liaise with Department staff and students, and Finance, regarding expenses, advances and invoices to ensure the smooth running of the Department and its research spend.
- To deal with enquiries from a range of organisations including students, academic and administrative staff within the Department, School, Imperial College, staff of other UK and overseas institutions, and external contacts and clients.
- To lead on/or assist staff with the organisation of and arrangements for UK and overseas meetings, workshops, visits, training events, conferences, posters and presentations.

**Essential requirements**:
Qualification:

- Educated to A-Level standard or equivalent.

Experience and skills:

- Experience of administrative work and financial processes within a Higher Education setting, ideally within a scientific area.
- Experience and knowledge of external grant funding bodies.
- Experience monitoring project budgets, financial reporting, processing invoices and expenses.
- Experience making international travel arrangements for groups and individuals.
- Experience of interpreting financial data and working with budgets.
- Ability to work independently and as part of a multidisciplinary team.
- Ability to prioritise and manage a high volume of work in order to meet deadlines.
- Ability to work under pressure, whilst maintaining a high degree of accuracy.
- Excellent organisational skills and attention to detail.
- The initiative and enthusiasm to take part in all aspects of assisting with the operation of a busy office ensuring a high standard of work is maintained in a friendly and welcoming atmosphere.

**Further information**:
This post is full time and open-ended.

The College is currently trialling a Work Location Framework until early 2023. Hybrid working may be considered for this role and the role holder may be expected to work 60% or more of their time onsite, with 40% the minimum time spent onsite. The opportunity for hybrid working will be discussed at interview.

**Documents**:

- JD Department Administrator - DA Final.pdf

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