Administrator (Maternity cover)

Job description

 We are looking to recruit an organised Administrator (maternity cover)  to be responsible for the day-to-day organisation and administration of the King’s Centre for Military Health Research (KCMHR) and the Academic Department for Military Mental Health (ADMMH).  The post holder will provide general operational and research administrative support to key members of the ADMMH and KCMHR teams.  They will act as the first point of contact for ADMMH/KCMHR, organise and support meetings and conferences, undertake financial and HR functions such as ordering supplies/paying invoices, assisting with recruitment and induction processes and setting up student stipends, and assist with research grant applications including costing of projects and setting up budgets using Worktribe. They will also provide support to research projects/activities, be responsible for maintaining a manual of admin processes, and carry out website updates as well as other general operational and admin tasks.  This is a varied and important role in a friendly multi-disciplinary team; the post-holder will need to work flexibly and undertake a variety of tasks and it would suit an individual looking to develop their administrative/operational career in an academic environment.  They will also be part of a group of administrators working across various teams within the Department.  

 

The successful candidate will have experience in a similar administrative support role, preferably in an academic research environment and be educated to A-level standard (grades A-C).  They will have excellent organisation skills with the ability to plan and prioritise and work flexibly to meet deadlines, excellent communication skills and attention to detail.  Excellent all round IT related skills and the willingness and ability to learn new systems quickly is essential. They must have good problem-solving skills with the ability to use initiative and be proactive. Experience of organising meetings/conferences in addition to some experience of research grant administration in a HEI environment is desirable but not essential. 

 

KCMHR sits within the Department of Psychological Medicine.  It launched in 2004 and is directed by Professor Sir Simon Wessely and Professor Nicola Fear.  

 

For more information, please see   https://kcmhr.org/

 
 

This post will be offered on a fixed term  contract for 12 months. 

This is part-time a  post – 60% full time equivalent.

 

Key responsibilities

•        Order equipment/supplies/services via College systems, raise purchase order numbers and sales invoices, organise the payment of invoices and expenses for staff and external collaborators.  

•        Help with grant applications and research administration for active grants including costing projects and setting up budgets in Worktribe, maintaining a list of grants and monitoring budgets. 

•        Assist with HR processes including maintaining a staff list, ensuring contract extensions are dealt with in a timely fashion, staff recruitment, visiting appointments, supporting onboarding and leaving processes and setting up stipend payments for PhD students.  

•        Be responsible for organising the induction of new staff, students, and visitors, including undertaking building Fire Safety inductions, ensuring the completion of all mandatory training courses, ensuring the completion and filing of all relevant documents, and updating mailing lists. 

•        Organise physical and online internal/external meetings, official VIP visits and conferences (specifically the annual Veterans Mental Health Conference) including as appropriate; organising attendance and ticket sales, liaising with attendees/speakers, booking travel/accommodation, booking rooms, AV equipment and catering, room layout, troubleshooting, liaising with IT, preparing/distributing documents and taking meeting minutes. 

•        Be the first point of contact for enquiries and visitors to KCMHR/ADMMH; monitor the KCMHR and ADMMH email accounts. 

•        Be responsible for maintaining an up-to-date manual of admin related processes. 

•        Update the KCMHR/ADMMH website and help with social media. 

•        Assist in the production of the ADMMH annual review of the mental health literature.  

•        Carry out literature searches, collate/print articles and references; assist with online manuscript submission and downloading of manuscripts. 

•        Set up and maintain databases and spreadsheets, undertake data entry, cleaning and validation. 

•        Provide some admin support to the cohort study Project Manager/study team with the organisation of a large-scale questionnaire study if required 

•        General admin and operations such as collating information, photocopying, liaising with IT to resolve problems or setting up new laptops/PCs, help with archiving and secure disposal of documents, and organising of electronic files and shared drives. 

•        Other appropriate duties as directed by line manager. 

 

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 (grades A-C) or equivalent. 

2.      Experience in a similar administrative/operational support role, preferably in an academic/academic research environment. 

3.      Excellent organisational skills, ability to plan/prioritise and manage competing demands and deadlines. 

4.      Good problem-solving skills; ability to use initiative and be proactive. 

5.      Excellent verbal communication and interpersonal skills; professional, confident manner (assessed at the interview). 

6.      Excellent accuracy skills and attention to detail. 

7.      Excellent all-round IT related skills with experience of using online systems and a range of MS Office packages, particularly Word, Excel, Power Point, Outlook, Teams. 

8.      Good written skills, ability to produce clear, well-organised documents.  

9.      Ability to maintain confidentiality and information security and adhere to data protection legislation.  

 

Desirable criteria

1. Some experience/knowledge of research grant funding/administration in a HEI environment and using Worktribe. 
2. Experience of using finance/HR systems such as Business World, People XD (HR Digital services). 
3. Experience of organising meetings and conferences. 
4. First degree (preferably in a relevant subject). 

Further information

Interviews will be held over Teams, likely interview week – week beginning 27th March.