Operations Assistant

London (Central), London (Greater) (GB)
£29,127- £32,256 per annum, including London Weighting Allowance
04 May 2022
End of advertisement period
25 May 2022
Contract Type
Fixed Term
Full Time

Job description

We are seeking an enthusiastic individual to join the School of Cancer & Pharmaceutical Sciences Professional Services Team as Operations Assistant.  

The post is located at Waterloo Campus but may also have the opportunity to work from other campuses.


As part of the School Professional Services Team, the post will work closely with Operations Officers and the School’s HR & Finance Manager and Research Manager, to support recruitment, staffing administration, financial processes and research grant management as well as having providing administrative and operations support to our Institute of Pharmaceutical Science.


The successful candidate will harness a proactive and professional approach to work, with the ability to manage a varied workload and to prioritise effectively.

Strong communication and interpersonal skills are essential as the successful candidate will need to collaborate with colleagues across the university to ensure an efficient exchange of information to meet deadlines.


Previous experience of working in an operational administration and/or business services setting would be beneficial


The School has adopted a hybrid way of working for its professional services staff, with each working in the office for at least 60% FTE. The post is based in a busy Department. The postholder will need to be adaptable and have a positive attitude to a workplace.

This is a full-time post - 100% full time equivalent and will be offered on a 12 month fixed term contract.


Key responsibilities

•        To work closely with the School’s professional services team and the post holder’s line manager/s to ensure operational support:  

is professional, well-executed and timely 

is compliant with external regulations and university policies and 

adopts best practice.  

•        To support tasks that span through the lifecycle of research grant (pre-award and post-award) 

•        To support Human Resources tasks including assisting with the preparation of recruitment paperwork and manage the full recruitment process 

•        To administer financial transactions (including purchase orders, invoices, sales invoices, expense claims, journals) 

•        To prepare and support events, meetings, boards and committees, including the coordination and distribution of papers, and taking notes or minutes 

•        To maintain departmental information/resources e.g. SharePoint, Intranet, mailing lists and physical resources 

•        To support office health and safety activities such as DSE assessment and office inspection 

•        To support the Institute of Pharmaceutical Science with initiatives and projects 

•        To provide general administrative support in line with the grading of the post 

•        To build and maintain effective relationships with academic and professional services staff across the college, including by participating in college network 


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.      Vocational qualifications (HNC, NVQ3) or equivalent experience 

2.      Proven administrative skills 

3.      Good working knowledge of Microsoft Office 365, Email, the Internet and databases 

4.      Good numeracy and literacy skills 

5.      Excellent communication skills 

6.      Accuracy and attention to detail, with ability to follow and adapt to new procedures and processes 

7.      Ability to maintain confidentiality 

8.      Ability to work under pressure in a busy environment, multitask and deal with competing demands 

9.      Positive attitude to work with willingness to learn 

10.  Committed to equality, diversity and inclusion, actively addressing areas of potential bias. 


Desirable criteria 

1.      Good awareness of the activities of a University  

2.      Working knowledge of regulations and best practice governing an area of work e.g., General Data Protection Regulations, UK employment regulations to ensure compliance  

3.      Committed to on-going skills development

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