Operations and Communications Assistant

Job description

The Institute of Psychiatry, Psychology & Neuroscience (IoPPN) at Kings College London has a vacancy for the role of Operations and Communications Assistant in the Faculty Office. The position is an exciting opportunity to get involved in a range of activities that are important for the smooth running of the Faculty, with a focus on communications and health, safety & wellbeing (HSW).    

The postholder will report to the Head of Technical Services, and also work closely with the Head of Communications and the Health & Safety Manager. They will provide administrative support to these managers, contributing to  some key functions in the Faculty’s central professional service teams and taking responsible for a variety of tasks to assist colleagues working in these teams.  

The role requires excellent organisational and communication skills, with the ability to engage effectively with stakeholders. The postholder will manage their own workload and be responsible for the timely and optimal delivery of their duties. 

The post is based on the Denmark Hill Campus in Camberwell with flexibility for hybrid working, though may require travel to other campuses of King’s College London as required. 

Find out more about IoPPN at   https://www.kcl.ac.uk/ioppn/about

This post will be offered on an indefinite contract. 

This is a full-time post

Key responsibilities

Work with the Head of Communications and the Press & Communications team to:   

• Log media enquiries and coverage.
• Create daily and weekly reports for team and IoPPN intranet.
• Maintain the Institute’s image library.
• Make minor web edits.
• Create content for social media, posting photos, news, and event highlights.
• Upload events to the King’s Events Hub and/or the Faculty listings on the intranet.
• Assist with the organisation and delivery of Institute events.
• Compile the weekly News & Events newsletter.
• Create slides/presentations.
• Assist with general research/fact-finding as required.

Work with the Faculty H&S Manager to: 

• Communicate and promote health, safety & wellbeing (HSW) information within the Faculty.  
• Assist with the maintenance and editing of the faculty HSW intranet pages and SharePoint site. 
• Support the Faculty safety inspection programme and produce summary reports. 
• Organise local HSW training and events. 
• Monitor the Faculty accident and incident reporting system, to track outstanding actions and produce summary reports. 
• Act as the Health and Safety representative for the Faculty offices. 
•  Liaise with HSW colleagues in the Faculty and across the university. 

Work with the Head of Technical Services to: 

• Support several Faculty committees, working groups and ad-hoc meetings. 
• Provide end-user support for the Faculty’s absence management software. 
• Liaise with the Sustainability team at King’s to promote sustainability initiatives in the Faculty. 
• Contribute to other Faculty projects as 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  

1.       Educated to A-level standard or equivalent qualifications/experience. 

2.       Experience of working in an administrative role, supporting formal meetings, taking minutes and producing reports. 

3.       Excellent time management and organisational skills, with the ability to prioritise workload and manage deadlines. 

4.       Excellent oral and written communication skills. 

5.       Excellent interpersonal skills with the ability to engage with a wide range of people in a professional and tactful manner. 

6.       Excellent IT skills and proficient use of Microsoft Office applications.  

7.       Proactive and flexible approach with the ability to work independently and as part of a team. 

8.       Knowledge of and commitment to Diversity & Inclusion. 

9.       Willing to learn new skills and undertake training as required. 

Desirable criteria

1.       Educated to degree level or equivalent qualifications/experience. 

2.       Experience of working in Higher Education or similar environment. 

3.       Talent for creating engaging digital content for social media, websites and presentations. 

4.       Knowledge of Health & Safety legislation, policies and procedures. 

5.       Experience of organising events.