Administration and Systems Officer

Job number
**COO01303**
- Faculties
**Chief Operating Officer (COO) Team**
- Departments
**Property Division**
- Salary or Salary range
**£46,614 per annum**
- Location/campus
**White City Campus - Hybrid**
- Contract type work pattern
**Full time - Fixed term**
- Posting End Date
- **23 Nov 2025**

Fixed Term Role from 2nd February to 31 October 2026
**About the role**:

At Imperial College London, our Property Division is undergoing a bold transformation to support Imperial’s 2030 ambitions. Are you passionate about administration and systems? Are you friendly, confident, and outgoing with plenty of enthusiasm and a can-do attitude? If so, we have an excellent fixed term (February-October 2026) opportunity for an independent and motivated individual to join our Property Division Central Administration Team.
You will be joining the Team for a nine-month, fixed term appointment to support the Manager with Administration and Systems across the many Departments that form the Property Division. The duties are extremely varied however you will predominantly support the implementation of the Great Service Programme replacing current systems across Imperial.
**What you would be doing**:

You will be the first point of contact for technical support and advise to staff across the Division, responsible for determining office technology resource requirements and their purchasing and implementation. You will work closely with the ICT Department and act as a Departmental IT Contact.
You will support the implementation of the Great Service Programme which will involve system integration testing and leading on organisation of the training provision for all staff across the Property Division.
You will be responsible for the implementation and development of current and new office systems and procedures to support the Division ensuring they are both effective and up to date in meeting their requirements. You will work closely with staff at all levels, providing advice, solutions to queries, support, and expertise to all Property Division departments.
You will support the Divisional Administration Manager in providing a day-to-day professional administrative support service across the Division, in particular human resource functions, such as recruitment, payroll and financial support and deputise in their absence.-**What we are looking for**:

- Knowledge of current Imperial systems, processes and procedures would be an advantage
- Relevant experience in an administrative / business-related discipline
- Ability to demonstrate appropriate knowledge and previous experience of office administration in a similar role within a pressurised team
- Previous experience of managing, developing and training staff
- Proven experience in recruitment and HR processes and procedures
- Proven experience in progressing multiple tasks alongside each other, and the flexibility to respond effectively to changing demands and priorities
- Experience of using databases to store, manipulate and retrieve information
- Experience in liaising and working effectively with a wide range of staff on all levels and external customers
- Excellent communications skills, both written and verbal, to present and deliver information in an appropriate manner
- Ability to plan and prioritise and manage a workload without supervision and to meet tight deadlines
- A pro-active and flexible approach to work with the ability to adapt to changing situations in a considered and calm manner and to work well under pressure
- Be highly organised with an eye for detail and accuracy
- A high degree of computer literacy, particularly detailed understanding and demonstrable experience of Microsoft Office, Excel, PowerPoint, Word and Outlook
**What we can offer you**:

- At Imperial, our values—respect, collaboration, excellence, integrity, and innovation—guide everything we do. You’ll be part of a supportive and forward-thinking team, working on projects that directly contribute to the safety and wellbeing of our community.
- Benefit from a sector-leading salary and remuneration package (including 41 days’ annual leave and Imperial closures, and a generous pension scheme).
- Access to a range of workplace benefits including a flexible working policy from day one, generous family leave packages, on-site leisure facilities and cycle-to-work scheme.
- Interest-free season ticket loan schemes for travel.
- Be part of a diverse, inclusive and collaborative work culture with various staff networks and resources to support your personal and professional wellbeing.
**Further information**:

This is a full-time post working a minimum of 35 hours per week on a fixed term period from 02.02.26-31.10.26. The role is hybrid with a minimum of two days on-site, Tuesday and Friday predominantly but will require flexibility, and based at our White City Campus, London W12 7FP. Travel to all Imperial Campuses and locations will be required.
_ _** Closing date: Midnight on Sunday, 23 November 202