Operations Officer (Education) (maternity cover)
We are looking to appoint to the post of Operations Officer (Education) in the School of Life Course and Population Sciences. This is an exciting role within the School, that will provide operational leadership and support across education related administrative processes in a diverse academic environment. Reporting to the School Manager, and with oversight and operational responsibility for education related activity in the School, this role will appeal to an personable, high-performing, experienced administrator.
This role involves working collaboratively with the School Manager, School Lead (Education) and the School Academic Lead (Postgraduate Research), and colleagues across the Faculty.
The successful candidate will:
• Support PGR students and supervisors during student recruitment, induction, progression, and assessment, liaising with the Centre for Doctoral Studies, registry, and Education Support Services
• Promote student welfare and a positive student experience and support innovations to improve the student experience across the School and Faculty
• Promote and develop education and training initiatives within the School (linked to KHP Institutes/CAG where appropriate), working closely with the School Lead (Education)
• Support and deputise for the School Lead (Education), and School PGR Lead and, working with the School Manager in the development of future thinking/ plans regarding education provision
• Provide advice and guidance and, where appropriate, training on university policies, processes and where required, source information and support for colleagues to facilitate their work
• Use, maintain and promote university-wide systems, ensuring efficient processes are in place to maintain high quality data, providing training to colleagues as required in order to ensure accurate data are maintained and accessible
• Have a broad and in-depth knowledge of HE polices, processes and systems, work with all School/Faculty staff to solve problems and provide solutions, efficiently and effectively
• Prepare communications, draft presentations, briefing documents and background materials as required
• Prepare and support meetings, boards, and committees, including the coordination and distribution of papers and taking notes or minutes, as required
• Support the planning and organisation of events and projects, including visiting delegations
• Foster a stimulating, innovative and inclusive cultural environment across the School enabling students and staff to thrive and develop, ensuring that processes and policies are visible, accessible and transparent
• Participate in cross-School/ Faculty/ university projects and initiatives. priorities.
This post will be offered on an a fixed-term contract for 12 months or on return of the substantive postholder
This is a part-time post - 60% full time equivalent / 21 hours per week
Work closely with the School Manager, the School PGR Lead and the School Lead (Education) to ensure research support for the School:
• is aligned the wider Faculty and university education support functions
• is professional, well-executed and timely
• is compliant with university policies
• adopts best practice.
• Work with the School Manager, the School Lead (Education) and School PGR Lead to support the selection process, induction, progression and assessment of postgraduate research students in the School, in collaboration with the Education Support Services team, registry and the Centre for Doctoral Studies, ensuring payment of student stipends is completed, progression meetings are set up and recorded, and where appropriate act as the School liaison point in relation to academic misconduct or disciplinary cases
• Act as the first point of contact for all School staff and students for PGR issues, including pastoral care, resolving and responding to problems and queries quickly
• Develop a detailed understanding of the School’s education offer, research profile and facilities
• Project manage and support education and training initiatives within the School, working closely with the School Lead (Education), and collaborating with the Schools Communications & Engagement Officer and Faculty Communications & Marketing team to promote these programmes
• Support the School Manager and School Lead (Education) with the preparation of the School’s submission to the Teaching Excellence Framework
• Support the School Lead (Education) and other academic colleagues in the growth of distance learning provision, the development of new short/CPD course provision, outreach and work experience programmes, liaising with King’s Professional & Executive Development and other colleagues in the Faculty and more broadly in the university, ensuring that each proposal progresses through all the necessary approval processes prior to development and launch
• Research and prepare cases for suspension of regulations on behalf of supervisors of PGR students for consideration by the School
• Provide local guidance and training on education matters, such as the interaction between a colleague’s area of responsibility, the wider education programme and roles in the undergraduate, PGT or PGR programmes within the School
• Assist the School Manager, School Technical Manager and the School Lead (Education) and/or School PGR Lead, on the day-to-day deployment of programme-related resources, to solve immediate problems, assessing and managing risk and ensuring contingency plans are in place for all resource-based decisions
• Provide administrative support for visiting students, Erasmus+, outreach programmes including work experience, and summer work experience projects
• Raise awareness and arrange training on the university’s e-learning platform (Keats) amongst colleagues and students
• Provide support to the implementation and roll-out of initiatives to improve the student experience
• Engage with initiatives that support and enhance student welfare
• Support student committees and events including the postgraduate symposia
• Establish and maintain procedures for visiting and summer students, ensuring all relevant checks and assessments are made and recorded
• Provide local support as required including meeting coordination, reception support, assisting visitors, managing room bookings – including organising audio visual equipment, catering and confirmation of arrangements to participants and security
• Build strong working relationships with School staff, students and key partners within and beyond the university
• Assist with the local dissemination of information issued by the School’s core team and university central teams to the relevant staff and students, providing advice to staff and students on university and external regulations and policies, including for example General Data Protection Regulation, interpreting and explaining these as required, and complying with all regulations and policies in own work
• Represent the School at School meetings, and occasionally represent the School at Faculty/ university meetings, participating in working groups as appropriate
• Work closely with Schools Communications & Engagement Officer and Faculty Communications & Marketing team to promote and raise the profile of the education and research of the School
• Create an ethos of collaboration and collegiality, establishing effective communications and relationships, and encouraging staff to work in partnership with colleagues across the university, to eliminate potential barriers, enhance collegiality and develop best practice through actively contributing to King’s initiatives, including professional networks
• Act as a champion of new and existing IT systems, supporting training and the use of standard processes and procedures, maximising the benefits of the standard operating environment and university systems
• Support the School’s core team in providing data requested by Faculty and university teams for inclusion in appropriate submissions, surveys and annual reporting processes
• Service committees as required
• Facilitate an inclusive culture and ethos across the School teams, ensuring that Professional Services staff work in partnership with academic staff in departments/institutes and Professional Services colleagues in the Faculty team and functional networks
• Actively engage with the School and Faculty’s contribution to the King’s Vision 2029 and Education strategy
• Contribute to cross-School/ Faculty/ university initiatives
• Undertake any other reasonable duties and projects as requested by the post holder’s line manager/s. These will include School-specific duties, for example supporting specialist Centres, liaising with external bodies etc to underpin the School’s core activity.
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
1. Educated to degree level or relevant experience
2. Proven commitment to ongoing skills development
3. Proven Professional Services skills gained within the Higher Education sector and a detailed knowledge the regulatory, policy and procedural context along with the challenges and opportunities faced by the sector
4. Detailed understanding of education provision in Higher Education institutions, the regulatory context and best practice
5. Highly numerate with proven financial management and analytical skills to underpin strategic financial decisions and procedure
6. Experience of building an effective network across a complex organisation and with external stakeholders
7. Experience of using complex databases and management information systems
8. Ability to work under pressure in a busy environment
9. Commitment to good practice and following process/procedure
10. A commitment to equality, diversity and inclusion, actively addressing areas of potential bias
1. Knowledge of research practice and policy in health (bioscience/medicine)
2. Experience of financial planning and implementation, including preparing budget, financial profiling, preparing business cases and plans, and monitoring key performance indicators, budgets and risks
3. Committee servicing
Whilst working within the framework agreed with the post holder’s line manager/s, the post holder is expected to manage their own workload and is expected to be flexible in anticipating and responding to shifting and competing demands on their and the wider team’s time. It is expected that the post will work with minimum regular supervision but will refer to their line-managers for advice on issues which fall outside existing regulatory or policy frameworks.
Please note :
This job description reflects the core activities of the post. There may be changes in the emphasis of duties and it is expected that the post holder recognises this, adopting a flexible approach to work and willingness to participate in training. Day-to-day activities and responsibilities will be determined by the School priorities and needs, and will inform specific objectives and tasks to be undertaken by post holders.
As this is a generic job description to be used across the Faculty of Life Sciences & Medicine, if changes to the post become significant, the line manager of the post holder is to discuss potential amendments to the job description with Human Resources, in liaison with the Faculty.