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Operations Officer

London (Central), London (Greater)
£36,532 - £41,299 per annum, including London Weighting Allowance
Closing date
4 Dec 2023

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Job Details

Job description

The School of Cancer & Pharmaceutical Sciences is looking for an Operations Officer to provide high quality administration and operational support to the Academics, researchers and PhD students based in Bermondsey Wing, Guy’s Hospital on our Guy’s Campus. The Operations Officer will be a member of the School Professional Services Team working collaboratively to ensure that work is delivered consistently across the School.

The position is varied and involves supporting a range of functions such as HR, Finance and Research Grant Administration, as well as organising and planning local resources and initiatives such as seminars, meetings and events. The role can be fast paced with short deadlines, and the successful candidate will need to be able to handle multiple tasks, plan their own time well, and have excellent communication skills.

The School has adopted a hybrid way of working for its professional services staff, with each working in the office for at least 60% FTE. The post is based in a busy department. The postholder will need to be adaptable and have a positive attitude to a dynamic workplace. 

This post will be offered on an indefinite contract. 

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

Key responsibilities

The post holder is a member of the School’s professional services team, providing high quality operations and administrative support to Academic staff on our Guy’s Campus. They will also support initiatives and activities required by the location and as directed by their line manager:  

  • Provide professional, accurate and efficient day-to-day operational support for academic activities, colleagues, and students, working closely with the School’s professional services core team. 
  • Establish strong working relationships and network within the School and across the Faculty, University, and relevant external bodies, to gather and disseminate information, coordinate and deliver the required support. 
  • Build an understanding and expertise in university systems and policies, ensuring compliance with regulations – including, but not limited to General Data Protection Regulation – monitoring safe working practice, completing risk assessments where required and adapting the working environment to reduce the level of hazard. 
  • Deputise for line manager as appropriate. 
  • Plan and organise meetings, events and projects, working with information from various sources of different levels of complexity. 
  • Manage own workload, pattern of work and resources, responding to changing priorities and an evolving environment/context, maximising the efficiency of the support being provided, resolving problems as they arise. 
  • Use well-developed analytical skills to identify trends and patterns, in order to assist in work prioritisation and planning. 
  • Problem-solve using a systematic and timely approach, making decisions independently, using agreed guidelines, that have an impact of up to a year and occasionally being required to resolve predictable, longer term problems. 
  • Communicate complex information, both orally and in writing, synthesizing and presenting complex information in a clear and concise manner. 
  • Manage/supervise the installation, monitoring and maintenance of equipment, systems and software, with control over small budgets, stocks/stores equipment and supplies, ensuring an efficient use of resources. 
  • Provide local support for the recruitment of staff working closely with the School HR & Finance Manager, as well as processing contract renewals, leaver requests and onboarding of new staff. 
  • Working with the School’s Research Manager to provide research support for location staff, including costing grants, supporting post-award processes, on-going management and reporting for grants held by staff in the location. 
  • Raise awareness and support staff with the annual processes, including PDR, pay recognition, academic probation and promotion. 
  • Provide advice/guidance and, where appropriate, training to colleagues on systems and processes, helping them to make decisions, providing feedback and identifying further training and development needs. 
  • Facilitate an inclusive culture and ethos across the School teams, ensuring that Professional Services staff work in partnership with academic staff in departments/centres/institutes and Professional Services colleagues in the Faculty team and functional networks. 
  • Support compliance with regulations and the research ethics approval processes, promoting an environment of good conduct in research. 
  • Create an ethos of collaboration and collegiality, establishing effective communications and relationships, and encouraging staff to work in partnership with colleagues across the University, to eliminate potential barriers, enhance collegiality and develop best practice through actively contributing to King’s initiatives, including professional networks. 
  • Participate in cross-School/Faculty/University projects and initiatives. 
  • Engage actively in Continuing Professional Development and training initiatives. 

The post holder will report to the School Research 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

The post holder is expected to manage their own workload and be flexible in anticipating and responding to shifting and competing demands on their own and the wider team’s time.  

Essential criteria  

  1. Educated to Degree level OR considerable knowledge and skills gained through work experience in a relevant post, demonstrating development through progressively more demanding work. 
  2. Evidence of an active commitment to skills/career development. 
  3. Have extensive administrative/operations experience with an in-depth knowledge of a range of practices, methods and procedures and have a good eye for detail. 
  4. Highly numerate with proven financial management and analytical skills to underpin strategic financial strategic decisions and procedure. 
  5. Have experience of complying with complex regulations/procedures, e.g. GDPR 
  6. Solutions-focused self-starter, with excellent planning and organisational skills, an ability to manage competing priorities and who can work with minimal supervision. 
  7. Good communication, orally and in writing, along with strong interpersonal and influencing/behavioral skills. 
  8. Good computer skills including Microsoft Office packages. 
  9. A broad understanding of effective approaches to train and teach individuals in methodologies and techniques. 
  10. Proactive and responsive to internal contacts in immediate area and across King’s and contacts outside the University (e.g. Suppliers, colleagues in other HE institutions) in order to build relationships. 

Desirable criteria

  1. A commitment to an excellent student experience and concern for staff and student wellbeing, along with a commitment to equality, diversity and inclusion. 
  2. Excellent people skills, able to build rapport with colleagues. 
  3. Ability to supervise/advise junior team members and give feedback on performance levels, providing training/coaching where necessary. 
  4. Able and willing to provide support beyond core hours, as required. 
  5. Experience of financial planning and implementation, including preparing budget, financial profiling, preparing business cases and plans, and monitoring key performance indicators, budgets and risks.


King's College London is one of the top 20 universities in the world and among the oldest in England. King's has more than 27,600 students (of whom nearly 10,500 are graduate students) from some 150 countries worldwide, and some 6,800 staff.

King's has an outstanding reputation for world-class teaching and cutting-edge research. In the 2014 Research Excellence Framework (REF) King’s was ranked 6th nationally in the ‘power’ ranking, which takes into account both the quality and quantity of research activity, and 7th for quality according to Times Higher Education rankings. Eighty-four per cent of research at King’s was deemed ‘world-leading’ or ‘internationally excellent’ (3* and 4*). The university is in the top seven UK universities for research earnings and has an overall annual income of more than £684 million.

King's has a particularly distinguished reputation in the humanities, law, the sciences (including a wide range of health areas such as psychiatry, medicine, nursing and dentistry) and social sciences including international affairs. It has played a major role in many of the advances that have shaped modern life, such as the discovery of the structure of DNA and research that led to the development of radio, television, mobile phones and radar.

King's College London and Guy's and St Thomas', King's College Hospital and South London and Maudsley NHS Foundation Trusts are part of King's Health Partners. King's Health Partners Academic Health Sciences Centre (AHSC) is a pioneering global collaboration between one of the world's leading research-led universities and three of London's most successful NHS Foundation Trusts, including leading teaching hospitals and comprehensive mental health services. For more information, visit:

King’s £600 million campaign, World questions|KING’s answers, has delivered huge global impact in areas where King’s has particular expertise. Philanthropic support has funded new research to save young lives at Evelina London Children’s Hospital; established the King’s Dickson Poon School of Law as a worldwide leader in transnational law; built a new Cancer Centre at Guy’s Hospital; allowed unique collaboration between leading neuroscientists to fast-track new treatments for Alzheimer’s, Parkinson’s, motor neurone disease, depression and schizophrenia at the new Maurice Wohl Clinical Neuroscience Institute; created the Cicely Saunders Institute: the first academic institution in the world dedicated to palliative care, and supported the King’s Sierra Leone Partnership in the Ebola crisis. Donations provide over 300 of the most promising students with scholarships and bursaries each year. More information about the campaign is available at

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