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Communications And Administration Assistant
Job Description
We are seeking a highly organised Communications and Administration Assistant to provide support across Core Facilities and Research Infrastructure & Sustainability. Both teams are based within Research Platforms in the Research Management and Innovation Directorate (RMID) at King?s College London.
The Core Facilities team is made up of seven centres of expertise, offering distinctive and innovative research capabilities and providing access to state-of-the-art equipment, techniques, services and training.
The Research Infrastructure & Sustainability team deliver College-wide support, solutions and tools to support the research community to financially and sustainably maintain and develop research equipment and lab space across the university.
The Communications and Administration Assistant will work closely with the Business Delivery Manager to provide administrative support and ensure efficient operations across a multi-disciplinary team. Key responsibilities will include keeping the web and SharePoint pages current, supporting with the delivery of branded communication materials and providing administration support for project and recruitment activities. There will be an opportunity to get involved in the planning and delivery of events and gain experience in Research Facility Management.
The position would suit a highly organised, customer focused individual, with a proactive and detailed approach, strong communication skills and ability to work autonomously.
This is a 6 month post and we will consider both full and part time applicants. Please submit your CV and a cover letter to be considered for this position.
Key Responsibilities
- Provide administrative support to ensure the efficient delivery of Research Platforms operations and act as the point of contact for administration queries
- Schedule team meetings and capture meeting minutes/actions
- Support with recruitment and onboarding activities, including liaising with candidates, scheduling interviews, preparing and issuing onboarding materials
- Work closely with the Business Delivery Manager to keep the Research Facilities webpages current, gathering information and creating and editing content via King?s CMS Contensis, including facility information, news and events, team profiles and publications
- Work with the Research Platforms team to keep the Research Facilities SharePoint sites up to date, including editing and uploading new content and resources, such as templates, FAQ documents and MS Forms and adhering to version control processes
- Support with the collation and submission of content for communication materials, including for the webpages and newsletters
- Maintain the shared team calendar, ensuring important dates are included and communicated to the team
- Act as team administrator for PURE, creating profiles for new team members, updating biography information and linking PURE profiles on Contensis
- Assist in the planning and delivery of Research Platforms events, including the Winter and Summer Away Days, Research Spotlight series and facility visits
- Identify opportunities to improve and streamline administrative processes and support in the delivery of new processes 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.
Qualifications
None
Skills
- Experience providing administrative support to a multi-disciplinary team.
- Excellent planning and organisational skills, able to execute multiple tasks to manage competing priorities.
- Demonstrable ability to use the Microsoft Office applications, including SharePoint, Excel, and Teams.
- Excellent communication skills, both written and verbal and experience delivering communication materials to a variety of audience.
- Strong interpersonal and relationship management skills.
- Detailed and focused approach, ability to record and manage data accurately, and in accordance with GDPR requirements.
- Good time management and decision-making skills
- Proactive and flexible approach, able to respond to shifting priorities and willing to learn new techniques and skills to support service delivery
There are a number of duties and responsibilities that we ask all employees to be familiar with and adhere to. We ask that the successful candidate:
- Positively contributes to an environment at King?s that truly represents Our Principles in Action and where every individual feels safe, secure and supported.
- Always complies with the requirements of health and safety regulations to ensure their own wellbeing and that of their colleagues.
- Has an understanding of sustainability, including its impact on the University and the work we do, and engages in sustainable practices in the workplace.
- Ensures they are working in a safe environment, where they comply with our Health and Safety regulations and ensure confidentiality, only releasing confidential information obtained during the course of employment to those acting in an official capacity.
- Complies with King?s protocols on the appropriate use of telephone, email and internet facilities.
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- To assist with representing King's Residences and answering accommodation queries by working at other on-campus and off-campus activities; this will include supporting open days and offer holder days and other events. - To commit to becoming an accommodation tour guide at a particular residence, however demonstrate willingness and flexibility to work on least one other residence. - To be a positive student role model, encouraging young people to consider King?s College London Residences as a viable and attractive option. - To offer support to young people, mature learners and fellow staff members involved in the activities, in a safe and friendly manner. - To welcome guests and help run a range of marketing activities such as Open Days, Offer Holder Days and ad-hoc events. - To promote the university internally using an array of online social media. - To take an active role in personal development through training opportunities. - To be available for ad-hoc tours for other members of the department. - To provide feedback to the King's Residences Marketing team. General; - All ambassadors are expected to adhere to King?s policies and procedures. - Interviews will take place on the week beginning 17 February 2025 Ambassadors will be requirement to attend a training session. - This role is flexible around your studies. The hours of work per week will vary depending on event requirements. There is no minimum hours required to work per week, however students are expected to work a minimum of 2 events /open days
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