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School Admin Assistant REQ 10543
Job Description
Key Responsibilities
- Undertake duties of and provide absence cover for, the PA to the Dean (and School Executive Team), as and when required, to ensure continuous support is provided.
- Provide administration and clerical assistance in the day to day running of the School, and assist the Director of Research
- In liaison with stakeholders provide support for the arrangement and management of marketing and promotional and other school events.
- Assist the PA to the SET with the organisation of diaries/calendars / work schedules, typing of correspondence, taking messages, notes and minutes, arranging meetings.
- To deal with written and oral queries from staff, other university departments and external contacts in a professional, sensitive, confidential and effective manner, re-directing queries where appropriate.
- Assist in the preparation, collection, collation and dissemination of information as requested by the DoO and SET.
- To ensure that procedures for access to and retention of information within the School comply with the requirements of the University and the Data Protection Act.
- Support in any/all administration required for the day-to-day running of the Legal Advice Clinic.
- Undertake other reasonable duties as agreed by the DoO and commensurate with the level of the role, which may be necessary, from time to time, to meet the requirements of the School.
Qualifications
n/a
Skills
Person specification / Selection criteria
- Practical administrative experience and knowledge of typical procedures in an office environment, preferably within the Education sector.
- Excellent organisational and administrative skills, be able to use initiative, plan, prioritise and organise own varied workload in a timely manner, to approach challenges/problems in a flexible, creative and proactive way, and operate flexibly either as part of a team or independently.
- Ability to work to deadlines and to cope with tight schedules in a calm and efficient manner.
- Highly effective interpersonal and communication skills including oral, written/literacy, numeracy and presentation skills. Good customer service/relationship skills
- To be committed to and have experience of the application of ICT in administration. Knowledge of word processing, databases and spreadsheets and of the use of the web. Willingness and ability to learn new packages to carry out the duties of the role.
- Committed to and have experience of qualitative office practice in relation to version control, file management, administrative procedures, diary management, and business hospitality.
- Experience in taking minutes and servicing committees.
- Able to demonstrate an understanding of, and commitment to, equality and diversity, and its practical application.
- Ability to demonstrate commitment to excellence in customer service.
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Key responsibilities
- To support the Lead Invigilator/ Staff Lead in carrying out their duties by attending briefing sessions prior to and following exam sessions as required.
- To assist with setting up the circuit(s): putting out clipboards, sharp pencils, and rubbers inside each station.
- Assist with the set-up of equipment (training will be given for the setting up of props or the resetting of station equipment).
- To assist students before the exam begins, ensuring that all students are correctly located and ready for the exam.
- To invigilate the examination circuits and guide students between stations during the exam.
- Direct examiners, patients, simulated patients to the correct stations.
- Be the first response for examiner questions or concerns, raising issues with the lead invigilator or senior examiner quickly and efficiently.
- To vigilantly monitor the room/allocated area throughout the exam in session whilst not disrupting the candidates; and ensuring a calm environment conducive to supporting students to be successful in their exams.
- To ensure that noise levels on the examination circuit are kept to a minimum and that examination conditions are maintained throughout
- To promptly report any incidents that may impact a candidate's performance to the Lead Invigilator, Circuit Lead (Marshall), OSCE Site Lead, or Senior Examiner.
- To ensure that, at the end of the exam, all iPads and materials are collected and returned to the relevant place according to set procedures as advised by the Lead Invigilator.
Qualifications
N/a
Skills
Experience of Clinical Examination Invigilation
The post holder will primarily manage activities relating to the randomisation service and electronic data capture (EDC) system, such as taking responsibility for user access and password management, data export, circulating documents for signature, receiving and processing Serious Adverse Event (SAE) forms relating to a portfolio of trials, reviewing the content of such notifications and processing them according to regulatory requirements, co-ordinating of King?s Trials Partnership activities and managing document version control and tracking within the KCTU.
Qualifications
Degree level qualification or equivalent professional experience (a subject with either a major health related component e.g. biology, psychology, or of relevance to administration e.g. accounting, business management, NHS management would be desirable
Skills
To act as the main point of contact for approximately 100 clinical trial teams currently using the KCTU randomisation service and electronic data capture system (EDC)
- To process requests for user access to IT systems supporting the KCTU portfolio of trials accurately and promptly, with due care and attention
- Manage activities relating to randomisation and EDC system, keeping accurate auditable records
- To process Serious Adverse Event (SAE) reports in accordance with KCTU SOPs
- Occasionally, to process Emergency Code Break notifications in accordance with KCTU SOPs
- To receive and resolve queries relating to the above during the life of each project
- To provide administrative support to the King?s Clinical Trials Unit Operational Director and Business Manager along with other KCTU staff as needed
- Manage activities of the KCTU in line with KCL policy and procedures and with the Standard Operating Procedures of the Clinical Trials Unit
- To participate in inspections of the KCTU by sponsor auditors, regulatory authorities and others, ensuring key documents are readily available
- To ensure that the KCTU?s website is kept up to date and that the information is accurate
- Responsible for providing a professional, accurate and efficient service to a wide range of people including study teams, colleagues and external agencies
- Ensure compliance with GCP, regulatory legislation and ethical frameworks in respect of working practices
- Liaise with a wide range of internal and external clients to ensure requests for user access to KCTU IT systems are processed swiftly, which will involve explaining complicated procedures on how to obtain access
- Being mutually supportive and covering duties as necessary during colleagues absences and at time of additional pressure, as directed
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.
MBBS OSCE Invigilation 23rd & 24th April 2025 (08.00 til 13.00 PM) Guys Campus
Key responsibilities
- To support the Lead Invigilator/ Staff Lead in carrying out their duties by attending briefing sessions prior to and following exam sessions as required.
- To assist with setting up the circuit(s): putting out clipboards, sharp pencils, and rubbers inside each station.
- Assist with the set-up of equipment (training will be given for the setting up of props or the resetting of station equipment).
- To assist students before the exam begins, ensuring that all students are correctly located and ready for the exam.
- To invigilate the examination circuits and guide students between stations during the exam.
- Direct examiners, patients, simulated patients to the correct stations.
- Be the first response for examiner questions or concerns, raising issues with the lead invigilator or senior examiner quickly and efficiently.
- To vigilantly monitor the room/allocated area throughout the exam in session whilst not disrupting the candidates; and ensuring a calm environment conducive to supporting students to be successful in their exams.
- To ensure that noise levels on the examination circuit are kept to a minimum and that examination conditions are maintained throughout
- To promptly report any incidents that may impact a candidate's performance to the Lead Invigilator, Circuit Lead (Marshall), OSCE Site Lead, or Senior Examiner.
- To ensure that, at the end of the exam, all iPads and materials are collected and returned to the relevant place according to set procedures as advised by the Lead Invigilator.
Qualifications
N/a
Skills
N/a
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