Job Description 

• To support the business operations of the area in which the role is based, providing direct support to the business team, function, other managers, and relevant stakeholders
• To provide administrative support in selected sub-areas of the business function, which includes finance, procurement, auditing, HR, space, health and safety, business continuity, information and data management and general projects etc.
• To actively contribute to the delivery of the mission and objectives of the faculty’s business function and the broader Business Support Network
• To role model a culture of professionalism with a focus on providing responsive and timely customer service
• To share best practice with colleagues and help promote new ideas for better and more effective and efficient delivery of services

Recently re-founded, the Department of Engineering is rapidly expanding into a world-class research and teaching department. Research currently focuses on robotics, telecommunications and biomedical engineering, but we are looking to establish new research themes.

We offer both undergraduate and postgraduate teaching, with a distinctive approach, combining both traditional teaching methods with modern, project-based learning, catering for the needs of our students and the industries in which they will work.

As a new department we have invested in new laboratories and maker space at the centre of the Strand campus, with more dedicated labs under development.

For more information: https://www.kcl.ac.uk/engineering

Contract

This is an Indefinite contract.

This is a full time position.

Key Responsibilities

• To be a key point of contact for service users providing a fast and efficient service
• To respond to both internal and external enquires
• To act flexibly in undertaking the variety of administrative duties in the business function 
• To provide executive administrative support, including diary management
• 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 liaise across King’s to clarify information and obtain services as required
• To support the business function’s efforts to ensure data integrity
• To update local internet, intranet, and SharePoint pages
• To develop and maintain electronic and manual filing systems in accordance with GDPR
• To attend Business Support Network meetings
• To work flexibly as part of a team, supporting colleagues and other functions in times of high-volume activity
• 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 record assets and inventory
• 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, training 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 Marshal
• To provide general administrative support for health and safety
• To provide general administrative support for business continuity and risk management

To undertake any other duties that might reasonably be required

 
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 

• Educated to A-level or equivalent
• Excellent IT skills, including MS Office, SharePoint, databases
• Excellent written and spoken communication skills, with a high standard of English
• Strong interpersonal skills with ability to work independently and as part of a team
• Strong organisational and time management skills
• Strong attention to detail and high degree of accuracy
• Strong numeracy skills
• Experience of office administration, including budgets and finance
• Experience of using and manipulating electronic resources
• Well-motivated and an approachable attitude and the ability to deal with a wide variety of people professionally and confidently
• Commitment to equality, diversity, and inclusion
• Proactive, methodical, flexible approach with attention to detail

Desirable criteria 

• Administrative qualification
• Experience of committee administration
• Experience of health and safety activity for an office environment