This job is no longer available.
You can view related vacancies or set-up an email alert notification when similar jobs are added to the website below.

KBS PhD Administrator


Job Description

PGR Administrator (King’s Business School)

KBS is seeking a highly organised administrator to support our busy PhD (PGR) student programme.  We currently have over 100 students in our PhD cohort, and they need regular support to answer their queries about their degree programme, milestones and timelines.  This administrator would work closely with our existing PGR Officer to manage the busy PhD inbox, answering and filing student queries, as well as assisting with the arrangement of student travel bookings for their research-related travel (via our university’s Key Travel system) and other expenses processing.  Record-keeping is also an important element of this role, and this administrator would support with maintaining our local, computer-based records of our students’ progress and finances (related to any scholarship funding they hold).  There is also scope to assist with our PGR training programme, admissions process and symposium.  The role will likely evolve over the coming months as the candidate becomes familiar with how the PhD programme works and how College systems operate. 


  • We are ideally looking for a PhD, Masters level student or a third year undergraduate student who is able to commit until end of March 2023.

  • You must be able to routinely work 18 hours/week, no less than 14 hours.  Availability to work some hours on Wednesdays and Thursdays is crucial.

  • The average 18 hours/week you would work are somewhat flexible and there will be the possibility for hybrid/at-home working. However, it will be essential that the successful candidate is available to work some initial hours (in the first few weeks of the assignment) and occasionally going forward in-office (in Bush House, KCL) to facilitate their learning of the role duties and to become acquainted with other members of the KBS Research Professional Services team.



  • An excellent candidate for this role would be numerate and able to confidently use MS Excel.  Prior experience managing budgets and handling financial matters/payments is highly desirable.

  • Confidence and skills at managing busy inboxes using MS Outlook. 

  • Strong written communication and prioritisation skills for dealing with large volumes of email correspondence quickly and professionally. 

  • Existing experience working in universities/higher education sector, or an interest in developing their knowledge of this sector. 

  • The candidate should be skilled at learning and using online systems and have an interest in further developing these skills with systems that are common across university/high education sector settings (student records, finance, travel, room bookings etc).  


Only for pre-agreed student hosts.


Only for pre-agreed student hosts.


Only for pre-agreed student hosts.

Launched in 2022, the King's Institute for Artificial Intelligence is dedicated to establishing a coherent and prominent presence for AI at King's College London. Our immediate aims include fostering networking and collaboration across the King's AI community, as well as serving as a central point of coordination for both internal initiatives and external partnerships. In pursuit of these objectives, the Institute is seeking to appoint a Part-Time External Engagement Projects Officer to advance various initiatives focused on enhancing our external visibility and engagement. 

Job Title: Part-Time External Engagement Projects Officer 

Number of Hours: Up to 30 hours over 3 weeks (in the first instance) 

Available from: June 24, 2024 

Interview date: Friday 14 June  



  • Completion or near-completion of an undergraduate degree, preferably in AI, Computer Science, or a related field or equivalent experience.  


  • Strong interest in AI and a solid understanding of its key subfields. 

  • Proficiency in Microsoft Office Suite, including Word, Excel, and SharePoint. 

  • Excellent oral and written communication skills, with the ability to convey complex ideas effectively. 

  • Highly organised with strong attention to detail and the ability to work independently and collaboratively within a team. 


  • Having or pursuing a postgraduate qualification in a related field. 

  • Working knowledge or experience of working in the context of industry partnerships with universities. 



Key Responsibilities: 

  • Reporting to the Turing Partnership Manager, and working closely with the Communications and Engagement Manager, support and assist with a variety of tasks which will increase the Institute’s ability to engage with industry and external partners. Examples might include (but are not limited to): 

  • Compiling a directory of local startups and SMEs with a focus on AI, including researching existing initiatives and establishing a system for information management. 

  • Utilize existing internal mapping data to create a directory of AI experts at King’s, showcasing their locations and areas of expertise. 

  • Revising existing mapping surveys to better suit the Institute’s objectives to map AI expertise at King’s. 

  • Collaborate with the Communications and Engagement Manager and the Turing Partnership Manager to revise the external-facing website as needed. 

  • Undertake reasonable duties and tasks as required by the Turing Partnership Manager. 

This role will be working in a fast-paced team, supporting the delivery of the King's Education Awards 2024. The awards will take place on the Strand Campus on Thursday 13 June 2024 from 4-8pm, so applicants must ensure they are available to be on campus on this date and time for the event. 

Please note: the maximum number of hours that a student can work per week is 20 hours. The number depends on external regulations governing working for international students as well as university regulations around working while studying. If you hold another role, please ensure the hours from this role combined with the hours from any other roles held do not exceed 20 hours per week.  


For the King’s Education Awards 2024, you will primarily be based at the mug collection table where nominees will arrive to collect their mugs which will require you to:

  • Organise the mug collection station at the direction of the project manager 

  • Greet colleagues upon arrival and find their name in the alphabetical list of labels 

  • Once found, stick the label to an individually boxed mug and tick them off the list 

  • At the end of the event, return the ticked off list and labels to the event manager and repack any unclaimed mugs back into the large delivery boxes 

We are expecting around 120 attendees so this operation must run smoothly, efficiently and most importantly, must not disrupt the flow of the celebration. You may be required to assist during other parts of the event (including setting up and clearing away), at the discretion of the event manager.

Please note, the dress code for the event is smart casual. 

Interested applicants should possess the following skills and apply by submitting a CV:

  • Excellent verbal communication skills   

  • An eye for detail  

  • Ability to manage a busy workload while remaining calm and displaying tact at all times   

  • Some previous experience in supporting large-scale events.  

The successful applicant will be contacted by email by Tuesday 11 June 2024 at the latest.


Not applicable


Not applicable