Centre Administrator

Job Description

Main Duties and Responsibilities

  • First point of contact for queries for/ and or relating to the Centre
  • Responsible for the provision of high quality timely and effective administrative support to the Centre Lead and affiliated staff
  • In conjunction with the Centre Lead; administer the Centre budget ensuring that it remains in financial balance
  • To deputise for the Centre Lead on operational matters, as appropriate
  • To act as local Health and Safety Coordinator for the Centre
  • Act as the main administrative point of contact, both internally and externally for the Centre
  • Assisting the Centre Lead in maintaining the efficient running of the Centre 
  • Assisting staff affiliated with the Centre with general (non-teaching related) administration 
  • Administrator for Centre Meetings 
  • Developing, updating and maintaining databases/spreadsheets as required
  • Point of contact for dissemination of relevant information to staff within the Centre
  • Responsibility for specific projects as designated by the Centre Lead/Deputy Institute Manager. 
  • Maintaining the Centre?s web and QMplus pages, ensuring that content and staff profiles are up to date and that information shared on the pages is relevant, stimulating and accurate
  • Promote and sustain a constructive and supportive working relationship with all stakeholders (external and internal) and academic and administrative colleagues, both within the Institute and wider FMD.
  • Undertake any staff development or training needs required in order that the objectives of the post are met. 

 

HR

  1. Recruitment of staff, including preparing paperwork for Executive Board/Group consideration, drafting and uploading job descriptions, arranging advertisements and co-ordination of, and participation in, interview panels for selection of staff as appropriate 
  2. Induction, probation, appraisal, pay progression, approval and monitoring of sick and annual leave arrangements 
  3. Pre-contract/termination processes for staff and affiliated staff 
  4. Recording of training records of all staff including prompting when mandatory training needs to be refreshed.
  5. Obtaining data for HR-related returns

 

Research 

  1. Organise research seminars and events for the Centre including booking venues, hospitality and AV printing packs, liaising with external speakers etc.
  2. Support the recruitment and induction of new PGR students in the Centre; liaising with the Research Manager to identify and organise appropriate workspace space, ensuring that students play an active part in Centre-life. 
  3. Support the recruitment and induction of ACF/ACL staff; as appropriate
  4. Engage with Worktribe as necessary to ensure that grants are processed through the system as efficiently as possible and with maximum benefit to the Institute 

 

Finance

  1. Undertake financial administration for the Centre in line with QMUL?s financial regulations including; procuring goods and services (raising/approving POs and goods receipting), monitoring budget performance, dealing with expense enquires, maintaining records and verifying Purchasing card statements
  2. Assist the Institute Manager in effectively managing devolved non-pay budgets, research awards and EDAs within the Centre including Monitoring College funded non-pay and EDA budgets assigned to the Centre, ensuring they remain in financial balance
  3. Advise Centre staff on financial procedures


Qualifications

Undergraduate degree or significant relevant professional/vocational experience in a similar environment.



Skills
  • Ability to Demonstrate discretion and confidentiality when dealing with sensitive and confidential information
  • Significant administrative experience and supporting large teams
  • Experience of accounts administration e.g. ordering, financial record keeping, stock control
  • Committee Secretariat/ Events organising experience
  • Good proficiency in the use of Microsoft Office (particularly Word, Excel and Outlook) and Adobe Acrobat
  • Good organisational skills, ability to balance and prioritise competing work demands (workload) and manage own time in order to meet imminent and distant deadlines
  • Familiarity with HR and recruitment issues within a Higher Education/Medical School setting
  • Flexible and co-operative approach to colleagues
  • A demonstrable ability to cope under pressure
  • Self-awareness and ability to exercise and demonstrate sound judgement in decision making
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Support and assist King's Climate & Sustainability (KCS) to manage our engagement activities. These activities include Staff Sustainability Champions, King's Climate Action Network, behaviour change campaigns (waste and travel), Sustainability Projects Fund, Carbon Literacy Training and developing other relevant training materials. 

It is crucial that the Sustainability Engagement Assistant works alongside the Sustainability Engagement Officer, and as part of the KCS team, to understand and contribute to the team's engagement priorities for maximum impact.
 

Role information:  

This role is hybrid and flexible. The KCS office is based in Strand. We have 2 engagement roles available. 

Start date: Monday 13th January 2025 
End date: Friday 13th June 2025  

Interview dates: 

Thursday 12th & Friday 13th December 2024 
 

Tasks may include (but not limited to):  

  • Develop a database and conduct data analysis to track impact 
  • Develop and align various feedback forms 
  • Support engagement activities in advance of the waste campaign
  • Provide admin support for ad-hoc tasks 
  • Collect case studies from Sustainability Champions 
  • Support the running of events (e.g. academic panel events on travel and offsetting)  
  • Complete administrative tasks for Sustainability Champions audits in May 2025    
  • Update guidance for sustainable travel 
  • Support with the roll-out of Carbon Literacy Training 
  • Support organising the annual Sustainability Awards ceremony 
  • Help managing sustainability volunteers 
  • Help developing sustainability training for Workrite 


Qualifications
  • King's student or recent graduate 


Skills
  • Proactive - able to take initiative in line with the team's priorities  
  • Reactive - able to accommodate last-minute requests 
  • Ability to plan ahead - able to develop plans for projects and communication goals ahead of schedule
  • Ability to work independently 
  • Ability to manage time effectively 
  • Ability to demonstrate a passion for and commitment to equality & diversity and sustainability issues  
  • Ability to analyse data and create visuals 
  • Excellent at working as part of a team 
  • Excellent attention to detail  
  • Quick to react and change priorities and communication plans when needed

Graduate Teaching Assistant in the School of Global Affairs. Your Module Convenor (Michael Flavin) will be your Line Manager, if you have any queries or questions, please make your enquiry with them first. If you have any other query regarding your employment, please email pgla@kcl.ac.uk. Responsibilities may include: 

Attending 10 weekly webinars and/or in-person sessions in either term 1 or 2 to assist the module convenor  

Marking UG and/or PGT assessments under supervision of module leaders or other appropriate academic staff 

Attending four in-person lectures in term 2 

Maintenance of information and resources on KEATS and interaction with students via the Virtual Learning Environment  

Working alongside the module convenor and administrator to resolve any issues related to teaching or marking, including providing students with feedback and guidance via e-mail where needed. 

Participation in appropriate training, including mandatory courses/sessions (e.g. courses, induction sessions 

Variation will exist across academic departments and disciplines in relation to specific requirements of GTAs. Roles and responsibilities may also be subject to change. If you are required to complete additional marking, these hours will be added to your assignment and your hours and contract length will be changed accordingly with your agreement after you have started. GTAs will not be expected to: 

Lead lectures, unless they have accepted to do so on a very occasional basis, in their specialist field 

Provide pastoral support to students or act as a personal tutor 

Be involved in Open Days or admissions activities 

Provide students with references 

Set assessments 

Be available to students at all times 

Carry out unremunerated additional work on an ad hoc basis  

Mandatory training: all mandatory training (specific to the delivery of teaching, rather than generic training which all PhD students should already be undertaking as part of their studies) will be remunerated. Under the new model, all GTAs will receive 6 hours of remunerated training for every academic year in which they teach at King's, regardless of whether they have taught before or not. It is envisaged that this would constitute 6 hours of jointly delivered training with King's Academy and academic departments. Some faculties may decide that they wish to include more mandatory training and to pay their GTAs for this. It is also up to departments and faculties to work with King's Academy to decide what constitutes mandatory training, which element of this can be delivered online, and what constitutes professional development training for all PGRs. You should be informed by your GTA Lead (https://keats.kcl.ac.uk/mod/book/view.php?id=2554510&chapterid=186267) about mandatory training. You can also visit the King's Academy GTA Development page (https://internal.kcl.ac.uk/kingsacademy/professional-development-and-recognition/gta-development-programme) for more information, resources and additional workshops that are available to you as a GTA. 



Qualifications

Essential qualifications:  

A first degree in a relevant subject area (or have equivalent experience).  

Currently studying towards a PhD in a relevant subject area (or have equivalent experience) 



Skills

Experience of adapting own skills to new circumstances - essential  

A good understanding of the HE sector - desirable  

Personal characteristics / other requirements  

Ability to self-reflect on teaching design and delivery and act on feedback for future improvements - essential  

Ability to work as part of a team - essential  

Ability to motivate high performance in others - desirable  

Role specific requirements  

Ability and willingness to engage in relevant departmental training and introductory pastoral support training - essential  

Keep abreast of current literature in subject areas being taught ? desirable 

 

Student appointed to the role following a successful online application. 



Qualifications

Student appointed to the role following a successful online application. 



Skills

Student appointed to the role following a successful online application. 

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