Head of Dept EA

1 day left

London (Greater)
£33,114 - £35,844 per annum, including London Weighting Allowance
17 Jun 2022
End of advertisement period
03 Jul 2022
Contract Type
Full Time

Job description

This is a full-time post which occupies a senior position at the heart of the Child and Adolescent Psychiatry Department’s professional services team. The post is responsible for providing courteous, friendly, and responsive support to our academic and research colleagues. Therefore, the successful candidate must have excellent interpersonal, oral communication and organisational skills with an ability to inspire trust and confidence in colleagues at all levels.  

The role will include advising and guiding members of staff on the implementation of the University’s policies and procedures at the same time as managing a busy workload. S/he will provide high-quality administration supporting academics and their teams within the department to facilitate the achievement of the departmental research and teaching objectives. This role also includes the provision and delivery of executive support to the Head of Department.  

The post-holder will be required to deal with communications and complex diary management to maximise the Head of Department’s effectiveness in her clinical/academic/HoD role.  


The role is essential to the smooth running of the department’s research portfolio and will manage a major portion of this through the full life cycle of the awards (Worktribe and PURE management). The post-holder will provide information, advice, and assistance to the heads of academic teams and principal investigators, and assist with the co-ordination of financial, HR, and administrative aspects of grants and research support accounts.  


The Department is highly cohesive, providing a friendly and supportive environment producing high-quality, high-impact research and education in child and adolescent mental health disorders. The Department will be moving into the new Pears Maudsley Centre in 2023 and is undergoing expansion in terms of academic and professional services staff. The role, and KCL more broadly, offers a range of opportunities for training, personal and professional development, and promotion.  

The School of Academic Psychiatry is undergoing a reshaping exercise which will impact on the Professional Service Staff (PSS) roles and responsibilities.  Therefore, the duties and responsibilities outlined in this document may be subject to amendments.   

Short-listed candidates will be invited for interview on 21st June ‘22.


This post will be offered on an indefinite contract 

This is a full-time post - 100% full time equivalent 



Key responsibilities

  • Executive support to the Head of Department. The post-holder will be responsible for the effective and efficient day-to-day management and organisation of the Head’s activities and business including proactive management of the Head’s electronic diary.  
  • Support department academics with their Worktribe management – costings, budget setup, standalone budgets and any other related tasks
  • Interpret funders’ costing policies and provide guidance to investigators in the pricing of grant applications to ensure maximum cost recovery.
  • Liaison with both internal and external stakeholders with tact and sensitivity, responding to requests for information or assistance which may include being the first point of contact for advice regarding complex issues.
  • Support the Head of Department in embedding compliance with all regulatory requirements and reporting expectations across the Department.
  • Establish clear, well-documented processes and maintain records to facilitate information retrieval
  • Coordinate staff recruitment and support academics in the use of “PeopleXD”. Co-ordination of recruitment process for PhD studentships and fellowships, set up stipend payments and organise vivas.
  • Assist the Department Manager in reviewing business processes relating to all aspects of research grants management and implementation of improvements
  • In consultation with the Department Manager address non-standard casework to conclusion e.g., over- and under-spends, staff recruitment needs, extension requests, report requests from funder etc
  • Deputise as Departmental Health and Safety Representative. Train to become one of the Fire Marshalls and First Aiders for C&AP.
  • Support the Diversity and Inclusion objectives of the Department through record-keeping and compliance checks
  • Liaise with SLAM and KCL estates and facilities with regards matters arising in C&AP buildings.
  • Providing local advice and guidance in use of both internal e.g., UNIT4/Business World, Worktribe, PeopleXD, WorkRite, Contensis (Web-Management), PURE (Research Portal), and external IT e.g., JeS, systems.
  • Organise travel, purchase resources, process invoices, liaison with SLAM finance, process expense claims, and work alongside the HoD to find the most financially prudent use of funds.
  • Manage the Departmental website. This will include regular liaison with Head of Department and Programme Managers to ensure the supply of appropriate input/content


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. Previous EA and/or administrative experience along with complex electronic diary management.
  2. Strong IT skills and knowledge of the whole MS Office suite, including One Drive, Forms etc.
  3. Excellent communication and interpersonal skills at all levels.
  4. Good written communication skills and an ability to produce papers and other documents clearly and concisely
  5. Produces work with an eye to accuracy and excellent attention to detail.
  6. Experience of financial management including budget development, using complex spreadsheets.
  7. Ability to handle situations sensitively, exhibiting a high level of awareness and confidentiality, tact and diplomacy.
  8. Enthusiasm and can-do attitude with a strong work ethic, using initiative and creativity to address challenges.
  9. Ability to manage and prioritise own workload, and to work in an efficient and unsupervised way.

Desirable criteria

  1. Undergraduate degree or equivalent work experience.
  2. Previous administrative experience in higher education, a clinical setting or similar environment.
  3. Good understanding of the research funding environment and research grants administration.
  4. Knowledge of Worktribe, CoreHR PeopleXD, Business World

Subject keywords: Administrator; facilitator; finance

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