Operations Assistant (Surgical & Interventional Engineering)
An experienced and dedicated Operations Assistant is required to provide high quality general administrative support to the School of Biomedical Engineering & Imaging Sciences based at St Thomas' hospital, and specific support to the department of Surgical & Interventional Engineering including coordinating and providing administrative support for all teaching activities.
The post is the principal point of contact for staff, students and visitors to the department, providing efficient day-to-day operational support. This includes administrative support to senior staff in the department such as the Technical Operations Manager.
The post holder will prepare and support meetings including minute taking and organising events. Supporting the Department with day-to-day financial matters, such as purchase orders, expenses, invoices and providing budget/grant reports will also be required along with basic research support for the Department and the School.
The post holder will interact with a wide range of people, including senior level colleagues from a variety of clinical, academic and government organisations. As such the post requires someone with a confidential and methodical approach and a flexible and adaptable manner. The post holder will be enthusiastic and confident, with a good level of education, previous office experience and excellent interpersonal, organisational, communication and IT skills.
After initial direction, the post holder will be expected to work with minimum supervision, with the post holder managing their own time and workload efficiently and effectively. They will be able to use their own initiative, as well as to work as a part of a team, enjoy a challenge and undertake a wide variety of tasks.
This post will be offered on an indefinite contract.
This is a full-time post, and the post holder will be expected to work at least 3 days on campus.
Work closely with the School’s core professional services team to ensure operational support for the Department of Surgical & Interventional Engineering:
- is professional, well-executed and timely
- is compliant with external regulations and university policies and
- adopts best practice
The post holder will:
- Provide a range of day-to-day operational support to staff and students in the Department of Surgical & Interventional Engineering using established processes and systems to specified standards
- Organise and service departmental meetings, liaising with EAs/PAs as appropriate and preparing minutes and all other relevant paperwork, booking rooms, and arranging catering if needed
- Support organisation of external visits to the labs and relevant partner meetings
- Dealing with paperwork around honorary applications, liaising with the clinical staff, HR team and Faculty admin, and obtaining supporting statements as required
- Being responsible for the department’s MS Teams groups and mailing lists, updating them as necessary based on information from HR and PGR coordinators
- Requesting NHS cards for access to the labs
- Monitoring stock and ordering kitchen and other general consumables (including fresh milk, sugar, tea, coffee, washing liquid, dishwasher tablets, printing paper)
- Assisting with maintenance of general areas and liaising with Estates as needed
- Assisting with post and deliveries as needed
- Coordinating and providing administrative support for all teaching activities, including MSc lectures, summer school, KHP Surgical Challenges and Surgical Fellowships, and coordination of master and undergraduate students. This includes preparing paperwork, arranging room bookings, ordering catering, liaising with PIs to collect student names and with technical staff to arrange for inductions, access etc
- Being responsible for teaching room bookings, in coordination with the technical staff responsible for mock OR bookings.
- Assist with admin for training courses, in coordination with the technical staff responsible for mock OR activities
- Work independently, prioritizing their own workload and tasks to meet their agreed objectives, responding to changing priorities and an evolving environment/context
- Work with colleagues and form a network to support the post holder in meeting their objectives
- Provide advice, guidance and training to colleagues as required
- Communicate in a clear and precise way in writing and when speaking both routine and specific specialist information, deciding how best to communication the information for it to be fully understood and appropriately presented to the recipient(s)
- Implement and monitor compliance with regulations governing the area of responsibility, such as general data protection regulations, the university’s IT and finance regulations, and assist colleagues’ understanding of requirements and best practice for compliance with these
- Facilitate an inclusive culture and ethos working with academic, research and other professional services staff and colleagues external to King’s
- Engage in continuing professional development and training initiatives
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
- Minimum level 3 qualifications, e.g., NVQ3, HNC, A levels, AS levels, International Baccalaureate diploma or other Level 3 qualification, plus work experience in relevant operational/administrative posts OR Considerable knowledge and skills gained through work experience in relevant operational/administrative posts with a clear progression in increasingly demanding jobs
- Evidence of an active commitment to career development with the application of learning to the work context
- Knowledge and practical use of a range of operational/administrative skills, systems
- Clear spoken and written communication skills, with strong interpersonal and influencing/behavioural skills
- Proactive and responsive to contacts in immediate area, across the wider organisation and externally to build relationships and network
- Solutions-focused self-starter, with strong planning and analytical skills, able to manage competing priorities and work with minimal supervision
- Numerate with basic/intermediate analytical skills
- Experience of organising and managing one or more of the following: events, projects, meetings and committees, writing notes and reports
- Finance administrative experience in processing purchase orders, expenses, invoices, credit card reconciliation
- Good knowledge of MS Office including Word Processing, Excel, PowerPoint and use of email/internet
- Committee servicing - experience in organising meetings and taking minutes
- Experience of providing personal administration support including diary management
- Experience of working in the higher education sector
- Experience of working in a medical/clinical environment
- Working knowledge of regulations and best practice governing area of work, including General Data Protection Regulations
- Training or qualification relevant to the post
The selection process will involve a panel interview.
For more information about the School of Biomedical Engineering & Imaging Sciences and the Department of Surgical & Interventional Engineering, please visit: https://www.kcl.ac.uk/bmeis