Business Support Officer job at KINGS COLLEGE LONDON

job description

The Institute of Psychiatry, Psychology and Neuroscience is one of Europe’s leading mental health and neuroscience research institutes with strong translational and clinical links with our partners KHP – South London and Maudsley, King’s

College Hospital and Guy and St. Thomas NHS Trusts. It is a faculty of King’s College London.

The Director of the School of Neuroscience is looking for a confident, highly skilled and experienced Business Support Officer. The post holder will provide high quality support to the Principal, Head of School Administration and other relevant stakeholders.

The incumbent will provide administrative support in selected areas of the business function including finance, procurement, human resources, information and data management and projects.

The incumbent must have excellent interpersonal communication, organizational and time management skills, with the ability to multi-task and balance competing priorities.

The position is offered on a full-time, open-ended contract with a salary of £33,114 per annum including London weighting allowance.

This position will be offered on a permanent contract.

This is a full time position

Main responsibilities

• Coordinate the completion of a variety of administrative tasks in support of business for the Principal of the School and the Director of School Administration

• To facilitate executive administrative support, as required

• To ensure electronic filing systems are maintained (and retained in accordance with GDPR)

• Ensure information is disseminated via local internet, SharePoint pages and mailing lists (which are kept up to date)

• To ensure compliance with King’s financial procedures, acting as local subject matter expert to service users on internal procurement financial processes

• Work with the Head of School Administration, to coordinate budgets, expenditures, identify efficiencies and follow-up actions

• Coordinate and lead local administrative support for various HR processes such as recruitment, probation, promotion, PDRs as required.

• Oversee activity in support of visitor staff onboarding processes, inductions and onboarding as required, ensuring proper application of procedures and compliance

• Assist the Principal/Head of Administration in coordinating local space and infrastructure issues, managing succession issue resolutions, or supporting activities

• Provide administrative support to the School Principal and (Head of School Administration) as required

• Keep the school principal’s electronic diary up to date. Organize relevant aspects of meetings and appointments, coordinate invitations from MS teams for calendars if necessary

• Provide support to school committee meetings chaired by the school principal (or director of school administration, if applicable), including planning meetings, preparing documents, action logs and taking minutes

• Produce presentation material including excellent use of Word, Excel and Powerpoint

• Use initiative and creativity to solve less frequent problems, without guidance/supervision

• Act as the first point of contact for the Head of School more generally, and serve as an executive support assistant to the Head of School

• Respond directly to inquiries where possible or forward them to the appropriate faculty member

• Liaise with faculty academic and administrative colleagues (or other senior staff within the University) on behalf of the Head of School

• Source information from the web, HEFCE, government reports, and internal information gathering as needed to support school-level initiatives or projects

• Gather responses to policies and documents, including preparing school responses for faculty and university inquiries

• Draft and distribute school-level updates on behalf of the Head of School and Head of School Administration

• Support the organization and planning of events and activities at the school level, remotely and in person

• Participate in school-wide and faculty-wide culture, diversity and inclusion initiatives

• Maintain effective working relationships with King’s Health Partners and other external organizations when liaising on behalf of the School Principal

• Have an involvement in special projects, including: managing and coordinating small projects (with supervision), including managing budgets, deadlines and deliverables, etc. within the School or to help prepare submissions to outside organizations.

The above list of responsibilities may not be exhaustive and the post holder will be required to undertake the duties and responsibilities reasonably expected within the scope and classification of the post.

Please note

This job description reflects the main activities of the position. Daily activities and responsibilities will be determined by school priorities and needs and will inform specific goals and tasks to be undertaken. These school priorities and needs will be informed by the current IoPPN redesign. As a result, there may be shifts in job focus and the job holder is expected to recognize this, take a flexible approach to work and be willing to participate in training.

Skills, knowledge and experience

Essential criteria

1. Level A diploma or equivalent

2. Excellent computer skills including MS Office

3. Excellent interpersonal skills, ability to interact with a wide variety of people in a professional and assertive manner

4. Experience in office administration and management

5. Excellent organizational and time management skills with the ability to multi-task and balance competing priorities

6. Adaptable, flexible, proactive, methodical

7. Meeting organization and note-taking skills

Desirable criteria

1. Experience in office administration and management in a higher education/health-related/research-related environment

2. Undergraduate degree or equivalent

3. Committee administration experience

4. Diary management