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LISS DTP Administrator

Employer
KINGS COLLEGE LONDON
Location
London (Central), London (Greater)
Salary
£32,979 - £36,396 per annum, including London Weighting Allowance
Closing date
4 Jan 2024

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Job Details

Job description

​​London Interdisciplinary Social Science Doctoral Training Partnership (LISS DTP)  https://liss-dtp.ac.uk/ is seeking to recruit an enthusiastic and experienced individual to the Administrator role to join the established and successful Economic & Social Sciences Research Council (ESRC) funded multi-institutional collaboration, led by King's College London in partnership with Queen Mary University of London and Imperial College London.

​We are looking for an organised, and detail-orientated administrator to join our team to provide high-quality administrative and day-to-day support to ensure the smooth running of all administrative activity in the LISS DTP. The role holder will report to the LISS DTP Manager and support the team as required in accordance with the key responsibilities of the role. The role holder will work closely with the LISS DTP wider team and across other teams at King’s. The role’s key functions are detailed below:

  • Supporting a variety of student data entry updates and student record maintenance.
  • Supporting the administration tasks relating to the DTP’s studentship competitions, including processing applications, preparing documents for shortlisting, and tracking the status of applications.
  • ​Supporting the LISS DTP Manager with coordinating meetings and briefings and minutes.
  • Supporting the LISS DTP Officer with administrative tasks to deliver the LISS DTP training programme.
  • Supporting the LISS DTP Team to triage and respond to routine emails relating to applications and current student queries.
  • ​Processing financial payments to students and suppliers, working with financial teams across the university.
  • Supporting DTP events planning and organising.

​You will be the first point of contact for all LISS-funded students and all parties involved in the partnership. You will have a collaborative, team-focused outlook, with experience of providing strong administrative support to projects. You should have excellent interpersonal skills, taking a collaborative, collegiate and helpful approach and developing professional working relationships with both internal and external stakeholders, particularly our student community.

Centre for Doctoral Studies operates under a hybrid working policy and when on campus the post-holder will be based at Lavington Street (currently 1 day a week).

This post will be offered on a fixed-term contract for 12 months with possibility to extend subject funding.

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

 

Key responsibilities

  • ​​Supporting the DTP Manager, be responsible for creating and maintaining student funding records, to support student data entry updates and student record maintenance, using external and internal systems and databases (including a Student Database and Je-S). To use the systems to create basic reports in excel for discussion at team meetings, and to feed into reports.    
  • To support the administration of the DTP studentship competitions, including download and processing applications, supporting applicant shortlisting and tracking the status of applications (use of excel, SharePoint) 
  • To support the administration of the annual Postdoctoral Fellow Competition including processing applications, preparing documents for shortlisting, and supporting applicant shortlisting and tracking the status of applications (use of excel, SharePoint)   
  • To support the scheduling and servicing of meetings and forums, setting up online meetings and briefings, circulating committee papers and minutes, taking notes, and arranging catering.   
  • To support the LISS DTP Officer with administrative tasks to deliver the LISS DTP training programme (including collecting student feedback, disseminating course materials and any other administrative support as required).   
  • To monitor and administer shared email inboxes, distributing and answering stakeholder enquiries as appropriate, responding to routine emails professionally and precisely, and ensuring emails are responded to in a timely manner.   
  • To support the administration and delivery of LISS DTP events for students and staff, as directed and required by the LISS DTP Manager and LISS DTP team; for example, booking venues and rooms, ordering catering, liaising with suppliers.   
  • To support the LISS DTP Team with finance data related tasks, including raising purchase orders, ensuring invoices are paid, retrieving reports from the King’s financial system and administering payments to students (Student Grants) and suppliers (Business World).   
  • ​To provide high quality and flexible administration to all activity within the LISS DTP, liaising with academics and central professional services staff across the College, and to provide non-academic support to students regarding studentship administration queries.   
  • To assist the LISS DTP with information management processes, ensuring file maintenance across platforms such as SharePoint and other document libraries.  
  • To collaborate and communicate effectively with faculty and professional services staff in other departments and across the Higher Education Institution Partners in the LISS DTP.  
  • To undertake any other duties that might be reasonably be requested by the LISS team. 

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. Degree level or equivalent qualification or experience  
  2. Prior experience of working in an office environment 
  3. Proactive and strong communication skills, with excellent written and spoken English    
  4. Excellent numerical and data management skills, able to manipulate and interpret data, e.g. via Excel, and present this to team members  
  5. Strong planning and organisational skills, able to execute multiple tasks to manage competing priorities.  
  6. Strong time management and priorisation skills.  
  7. Excellent working knowledge of Microsoft 365 including Teams, SharePoint, Word and Excel and the ability to work on new systems 
  8. Methodical, detail oriented and flexible approach to work, maintaining a high level of accuracy  
  9. Excellent interpersonal skills and ability to work with a broad range of stakeholders in a professional and assured manner 
  10. Proactive with the ability to work independently as well as delivering within a team 
  11. Flexible and adaptable approach to suit different administrative tasks, able to respond to shifting priorities and willing to learn new techniques and skills to support service delivery. 

Desirable criteria

  1. Experience of working in higher education sector and familiarity with HE administration   
  2. Experience using data management systems and databases  
  3. Experience of core financial tasks e.g., budgeting, raising purchases orders and invoices.​  

Company

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: www.kingshealthpartners.org.

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 www.kcl.ac.uk/kingsanswers.

Company info
Mini-site
KINGS COLLEGE LONDON
Telephone
+(44)02078365454
Location
STRAND
LONDON
WC2R 2LS
United Kingdom

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