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Operations Officer (HR)

London (Central), London (Greater)
£37,332 - £42,099 per annum, including London Weighting Allowance
Closing date
30 Apr 2024

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Job Details

Job description

This is an exciting opportunity to join the dynamic Professional Services team in the School of Cardiovascular and Metabolic Medicine & Sciences at King’s College London.

We are seeking to appoint an experienced and highly motivated administrator that will work across two functions: providing support to the School’s HR & Finance operations and day-to-day activities at your local site, which is currently at St Thomas Hospital.

The time of the successful candidate will be equally split between these two areas.

The HR & Finance functions consists in the operational needs during the course of the employee life cycle and financial management within the School.

The local St Thomas‘ site includes personal support to one  Professor, ordering office supplies, room booking and other general administrative duties.

This role is highly varied and will suit a motivated and energetic candidate with excellent organisational and communication skills who can work accurately, with close attention to detail in a busy environment with tight deadlines.

It would be advantageous to have some working knowledge of HR Database also experience with MS Office including Excel, SharePoint and MS Teams.

This is a full time post (35 Hours per week), and you will be offered an indefinite contract.

  Key Responsibilities

  • Work closely with the School’s HR & Finance Manager, members of the Professional Services team and academics, providing support for HR Administration, recruitment, visiting appointments, processing claims and invoices
  • Provide administrative support to a Professor  including diary management, email mailbox management and other support functions.
  • Provide day-to-day support for operations activities in the local section.
  • To build and maintain effective relationships with academic and professional services staff across the college, acting as first point of contact for any queries from staff and colleagues in the section, central directorates, 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 staff and central functions, being mindful of data protection
  • To monitor and manage the employee lifecycle (for example recruitment, induction, probation, appraisals) and process all HR transactions (contract extensions, contract variations, end of contract, resignations)
  • To have a broad and in-depth knowledge of Faculty and university policies, process and systems, work with all School/Faculty staff to solve problems and provide solutions efficiently and effectively.
  • To administer financial transactions (including purchase orders, invoices, sales invoices, expense claims, journals) and monitoring non-pay and research award budgets
  • To take responsibility for planning and organising events/ functions and projects, including planning and organising visits by external/international delegates.
  • To prepare and support meetings, boards, and committees, including the coordination and distribution of papers, organising events and taking notes or minutes, as required.
  • Facilitate an inclusive culture and ethos working with academic, research and other professional services staff and colleagues external to King’s.
  • Participate in cross-School/ Faculty/ university projects and initiatives for collaborative, development and networking opportunities

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. Understanding HR matters and employee lifecycles.
  3. Demonstrate high administrative skills including diary management, purchasing and personal assistance support and financial reporting.
  4. Good analytical and problem-solving skills
  5. Excellent verbal and written communication skills with experience of building an effective network across a complex organisation
  6. Experience and good understanding of using MS Office applications including complex databases and management information systems.
  7. Experience of working with college guidance and policies and complex information
  8. Accuracy and attention to detail
  9. Ability to work under pressure in a busy environment, multitask and deal with competing demands.
  10. Ability to maintain confidentiality

Desirable criteria

  1. Ability to prioritize and meet tight deadlines
  2. Experience of managing general administration and operational processes understanding Higher Education and complex contracts and arrangements
  3. Good customer services and interpersonal relationships

  Further Information

We pride ourselves on being inclusive and welcoming. We embrace diversity and want everyone to feel that they belong and are connected to others in our community.

We are committed to working with our staff and unions on these and other issues, to continue to support our people and to develop a diverse and inclusive culture at King's.

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.

To find out how our managers review your application, please take a look at our ‘How we Recruit’ pages.

Interviews are due to be held on 22nd and 23rd May 2024.

This role does not meet the requirements of the Home Office and therefore we are not able to offer sponsorship for candidates who require the right to work in the UK.


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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