Operations Officer (Executive Support)

London (Greater) (GB)
£32,676 to £37,297, including London Weighting Allowance
09 Jun 2021
24 Jun 2021
024845
Permanent
Full Time

Job description

An exciting opportunity has arisen within the Drug Control Centre (DCC), King’s Forensics, in the Department of Analytical, Environmental & Forensic Sciences, School of Population Health & Environmental Sciences. 

The DCC is seeking a highly motivated and experienced Operations Officer (Executive Support) to provide high-level professional executive support to the Head of the DCC & Director of King’s Forensics. 

The post holder will be responsible for the effective and efficient day-to-day management and organisation of the Director’s activities and business. They will provide complete and confidential support, including full diary management, drafting correspondence, as well as travel and meeting arrangements. 

They will proactively work at maintaining good relationships with the DCC’s customers, such as UK Anti-Doping (UKAD), and service meetings with both internal and external stakeholders. 

They will be able to work under pressure to help the Director to meet deadlines within an accredited environment as governed by the World Anti-Doping Agency (WADA). 

They will require an ‘attention to detail’ mindset and manage filing and document control on behalf of the Director in a sensitive manner and ensure that confidential files and contracts are kept (in hard and electronic copy) up to date to maintain the smooth running of King’s Forensics. 

The DCC is the only World Anti-Doping Agency (WADA) accredited laboratory in the UK and played a key role in the London 2012 Olympics, Glasgow 2014 Commonwealth Games and 2019 Cricket World Cup anti-doping screening programmes. The DCC is also accredited by the UK Accreditation Service (UKAS) as a testing laboratory, in accordance with ISO 17025 and is a secure area with restricted access to personnel. 

The postholder will report to the School HR & Finance Manager, with accountability to the Head of the DCC & Director of King’s Forensics. 

 

About the School of Population Health & Environmental Sciences:

  https://www.kcl.ac.uk/sphes

About the Department of Analytical, Environmental & Forensic Sciences:

  https://www.kcl.ac.uk/sphes/our-departments/aes/analytical-environmental-forensic-sciences   

About King’s Forensics:

  https://www.kcl.ac.uk/forensics 

 

This post will be offered on an indefinite contract 

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

 

Key responsibilities

• To provide efficient operational and executive support to the Head of the DCC & Director of King’s Forensics including high-quality diary management and coordination  

• To prepare communications, provide briefing documents and background materials on behalf of the Director to keep staff abreast of School, Faculty, and university developments: To service the King’s Forensics Steering Group. 

• To prepare and support meetings, boards, and committees, including the coordination and distribution of papers and taking notes or minutes with responsibility for tracking ‘actions’ as required 

• To support the planning and organisation of events and projects with key stakeholders (such as UK Anti-Doping and the Ministry of Defence) including visiting delegations 

• To forge relationships with colleagues in the Drug Control Centre, King’s Forensics, Department, School, Faculty and university, in order to contribute to process development and adoption of best practice 

• To use, maintain and manage electronic folders using the Drug Control Centre intranet, ensuring efficient processes are in place to maintain high quality information as required for quality assurance, and to ensure accurate records are accessible. 

• To work closely with colleagues within King’s Forensics as well as the School’s core team to provide support to the Head of the DCC & Director of King’s Forensics for PhD student, Placement student and staff recruitment campaigns 

• To work closely with the Drug Control Centre Operations Officer (Sample Throughput) and Operations Officer (Contracts & Finance) to provide support and working as a team as necessary to provide an efficient overall service. 

• To be responsible for working with the Senior Communications Officer to update and maintain the Drug Control Centre Webpages  

• To oversee the Drug Control Centre stationary requirements and keep records of instrument service contracts 

• To provide high level administrative support for contract development working closely with the Director and the School/university Research & Contracts teams and post-award management as required 

• To have a broad and in-depth knowledge of Microsoft Office and be able to use Word, Excel and PowerPoint to provide solutions, efficiently and effectively 

• To foster a stimulating, innovative and inclusive cultural environment across the Drug Control Centre, King’s Forensics staff to thrive and develop  

• To participate in cross-King’s Forensics, Department, School and -university projects and 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 

Essential criteria

• Educated to degree level or relevant experience 

• Proven experience in a similar role, preferably providing support to an executive/Head of Department/ Director level 

• Highly organised with a well-developed approach to managing workload, ability to prioritise whilst maintaining attention to detail, punctual and timely in approach. 

• Excellent writing, communication, negotiation and influencing skills at all levels 

• Experience of event planning, project coordination and building an effective network across a complex organisation and with external stakeholders 

• Ability to work under pressure in a busy environment, meeting tight deadlines 

• Ability to maintain confidentiality and manage sensitive information 

• Experience of managing committees or boards, agenda and minute preparation, following up actions, paper circulation, communication with members 

• Excellent data management and document control skills, filing in hard and electronic format  

• A commitment to equality, diversity and inclusion, actively addressing areas of potential bias 

Desirable criteria

• Experience of document control and management within a laboratory/ academic environment  

• Experience of using complex databases and management information systems 

• Experience of financial monitoring including preparing business cases 

Further information

Candidates are strongly encouraged to specifically address the essential criteria in their covering letter. 

 

Executive Assistant; Operations; Professional; Administrative