Operations Officer

Job description

This is an exciting opportunity to join the Aerospace Medicine and Physiology group in the Centre of Human and Applied Physiological Sciences at King’s College London. We are seeking to appoint a highly motivated Operations Officer to support the activities of the staff and students within the Aerospace Medicine and Physiology group. 

​As the Operations Officer you will be a key member of the Aerospace Medicine and Physiology team and will be responsible for delivering a high quality service to academic staff, students and external colleagues.  Your role will cover both the educational and research aspects of the group.  

​A good team player and leader you will have excellent organisational skills and can prioritise a range of tasks in a busy group.  You will have excellent communication skills and be able to communicate at different levels.  You must have an excellent understanding of the planning and delivery of the complex courses run by the group and also our research needs.  The post is ideally suited to a candidate who enjoys working with a diverse range of individuals and who can build strong professional relationships across all levels of the organisation.​ 

This post will be offered on an fixed- term contract till 26th September 2023.

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

Key responsibilities

• Work closely with the School’s core team and other Professional Services staff in the Department, to provide efficient and effective local support for the staff and students on the aerospace medicine education programmes. Provide advice and guidance and, where appropriate, training on university policies, processes and where required, source information and support for colleagues to facilitate their work To build and maintain effective relationships with academic and professional services staff across the college, and externally acting as first point of contact for both department staff and colleagues in central directorates, as well as external stakeholders including by participating in college networks To use and support the departmental and university electronic record systems, ensuring data are accurate and consistent across all data sources, responding to information requests from staf and central functions, being mindful of data protection. To provide advice, guidance and, where appropriate, training on university policies and processes across all operations, sourcing information for colleagues to facilitate their work To support staff and student through the lifecycle of the education programmes, from recruitment to graduation, organizing  a high number of external visits and practicals and assessment.
• Timetabling – liaising with module leads, external lecturers and timetabling teams to organise efficient timetabling of the complex courses offered including meeting external lecturers 
• To prepare and support departmental meetings, boards, and committees, including the coordination and distribution of papers, organising events and taking notes or minutes, as required
• To administer financial transactions (including purchase orders, invoices, sales invoices, expense claims, journals) and monitoring non-pay and research award budgets
• To work with the departmental Operations Officer to support Department staff with all tasks that span through the lifecycle of a Research Grant (Pre-award and post-award)

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 degree level or relevant experience
2. Experience of a wide range of administration processes, with an understanding of research and education provisions in Higher Education 
3. Excellent verbal and written communication skills 
4. Experience of Committee servicing and/or events organisation 
5. Accuracy and attention to detail with ability to maintain confidentiality
6. Ability to work in a busy environment, multitask and deal with competing demands
7. Excellent data management and document control skills
8. Excellent communication, negotiation and influencing skills at all levels
9. Experience of building and effective network across a complex organization and with external stakeholders.

Desirable criteria

1. Experience of supporting research grants and/or HR processes
2. Highly numerate with experience of budget management
3. Experience of working in an aerospace medicine/physiology, or related, field

Further information

This post is initially 100% on campus. Hybrid working arrangement may be discussed at the discretion of line management. 
 
About the Faculty: https://www.kcl.ac.uk/lsm/index.aspx 

About the School Basic and Medical Biosciences: https://www.kcl.ac.uk/lsm/schools#bmb  
 
About the Centre for Human & Applied Physiological Sciences: Centre for Human & Applied Physiological Sciences | School of Basic & Medical Biosciences | King’s College London (kcl.ac.uk) 

We ask all candidates to submit a copy of their CV, and a supporting statement, detailing how they meet the essential criteria listed in the advert. If we receive a strong field of candidates, we may use the desirable criteria to choose our final shortlist, so please include your evidence against these where possible