Operations Officer

London (Greater)
£32,676 - £37,297, including London Weighting Allowance
18 Jun 2021
End of advertisement period
25 Jul 2021
Academic Discipline
Life sciences, Biological Sciences
Contract Type
Full Time

Job description
The School of Cancer & Pharmaceutical Sciences is looking for an Operations Officer to provide high quality administration and operational support to the academics, researchers and PhD students based on our Denmark Hill Campus. The Operations Officer will be a member of the School Professional Services Team working collaboratively to ensure that work is delivered consistently across the School. 
The position is varied and involves supporting a range of functions such as HR, Finance and Research Grant Administration as well as organising and planning local resources and initiatives such as seminars, meetings and events. The role can be fast-paced with short deadlines, and the successful candidate will need to be able to handle multiple tasks, plan their own time well, and have excellent communication skills. 
This post will be offered on an indefinite contract  
This is a full-time - 100% full time equivalent

Key responsibilities

  • The post holder is a member of the School’s professional services team, providing high quality operations and administrative support to academic staff on our Denmark Hill campus. They will also support initiatives and activities required by the location and as directed by their line manager: 
  • Provide professional, accurate and efficient day-to-day operational support for academic activities, colleagues, and students, working closely with the School’s professional services core team 
  • Establish strong working relationships and network within the School and across the Faculty, University, and relevant external bodies, to gather and disseminate information, coordinate and deliver the required support  
  • Build an understanding and expertise in university systems and policies, ensuring compliance with regulations – including, but not limited to General Data Protection Regulation - monitoring safe working practice, completing risk assessments where required and adapting the working environment to reduce the level of hazard  
  • Deputise for line manager as appropriate 
  • Service School committees and other groups as required 
  • Plan and organise meetings, events and projects, working with information from various sources of different levels of complexity 
  • Manage own workload, pattern of work and resources, responding to changing priorities and an evolving environment/context, maximising the efficiency of the support being provided, resolving problems as they arise  
  • Use well-developed analytical skills to identify trends and patterns, in order to assist in work prioritisation and planning  
  • Problem solve using a systematic and timely approach, making decisions independently, using agreed guidelines, that have an impact of up to a year and occasionally being required to resolve predictable, longer term problems 
  • Communicate complex information, both orally and in writing, synthesising and presenting complex information in a clear and precise manner  
  • Manage/ supervise the installation, monitoring and maintenance of equipment, systems and software, with control over small budgets, stocks/stores equipment and supplies, ensuring an efficient use of resources 
  • Provide advice/ guidance and, where appropriate, training to colleagues on systems and processes, helping them to make decisions, providing feedback and identifying further training and development needs  
  • Facilitate an inclusive culture and ethos across the School teams, ensuring that Professional Services staff work in partnership with academic staff in departments/ centres/ institutes and Professional Services colleagues in the Faculty team and functional networks 
  • 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 and working   
  • Participate in cross-School/ Faculty/ university projects and initiatives 
  • Engage actively in Continuing Professional Development and training initiatives 

The post holder will report to the School Research Manager. 
The detail on tasks and responsibilities of the post will be provided in the job work plan, which will form the basis of the discussion during the post holder’s probationary review and subsequent PDR discussion. 
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 

  1. Minimum level 4 qualification, e.g. higher apprenticeship, HNC or other Level 4 award, plus relevant work experience OR Considerable knowledge and skills gained through work experience in a relevant post, demonstrating development through progressively more demanding work  
  2. Evidence of an active commitment to skills/career development   
  3. Have extensive administrative/operations experience with an in-depth knowledge of a range of practices, methods and procedures and have a good eye for detail 
  4. Have experience of complying with complex regulations/procedures e.g. GDPR 
  5. Solutions-focused self-starter, with excellent planning and organisational skills, an ability to manage competing priorities and who can work with minimal supervision  
  6. Good communication, orally and in writing, along with strong interpersonal and influencing/behavioural skills 
  7. Good computer skills including Microsoft Office packages 
  8. A broad understanding of effective approaches to train and teach individuals in methodologies and techniques  
  9. Proactive and responsive to internal contacts in immediate area and across King’s and contacts outside the university (e.g. suppliers, colleagues in other HE institutions) in order to build relationships  
  10. A commitment to an excellent student experience and concern for staff and student wellbeing, along with a commitment to equality, diversity and inclusion  
  11. Highly numerate with proven financial management and analytical skills to underpin strategic financial strategic decisions and procedure. 
  12. Excellent people skills, able to build rapport with colleagues. 

Desirable criteria 

  1. Ability to supervise/advise junior team members and give feedback on performance levels, providing training/coaching where necessary  
  2. Experience of servicing committees 
  3. Able and willing to provide support beyond core hours, as required 
  4. Experience of financial planning and implementation, including preparing budget, financial profiling, preparing business cases and plans, and monitoring key performance indicators, budgets and risks 

Further information
The recruitment process will involve a test and panel interview.