Department Administrator

Job Description

Professional Services staff at King's are responsible for the effective delivery of all academic support activities within the College in collaboration with Schools and academic departments. This temporary role provides high quality support service to the MRC Social, Genetic and Developmental Psychiatry Centre in order to enable the centre to deliver in respect of management and academic commitments. The post-holder is required to work with minimal supervision on a day to day basis, and is expected to contribute to a collaborative team environment. It is based at the Institute of Psychiatry, Psychology and Neuroscience - Denmark Hill KCL Campus, south east London.
The post holder will be required to fulfill a number of important administrative functions in the Centre:
- Supporting the Managers in all areas of day-to-day activities, to ensure the smooth running of the Centre and the Division
-Preserve and enhance the online image of the SGDP by overhauling its websites ? using the KCL Content Management System to update the content, correct links and HTML tags, and update information for academics and students, in order to enhance the research team pages. (Training can be given).
- Complex diary management across the division, department and school to organise dates for times as well as booking rooms/catering
- To give sound basic IT/AV assistance and trouble-shooting as needed (training can be given)
- To cover reception as part of a rota and in emergencies
- Assisting academics with research-related and educational activities as necessary
- Collate complex information (in Excel or Access or Word) into accessible format for presentations, reports and distribution by the Managers/HoD
- Collecting and collating complex information for large applications such as the Leverhulme Centre application and MRC DTP renewal award
- Ordering stationery / office items as needed by the Centre Admin team using the online procurement system.
- Assist the Scientific Research Manager and Centre Manager with collating publications and citation data across the Centre (using online publications resources viz. Scopus/ PsychINFO/ Web of Knowledge). Training can be given.
- Exercise initiative to develop solutions to problems and ensure College Regulations and deadlines are met
- Make necessary arrangements for meetings, drafting and preparing papers, and taking minutes where required
- Work with Excel to sort and collate information
- Work with document management software (i.e PDF conversion tools, scanning and OCR software in addition to MS Word).
- Support the Managers with organisation of Department events, research days, and administration of short courses as needed
- Monitor any of the Department budgets or academic research grants, research support accounts as required
- This post and the other team administrators support each other where required e.g. during busy periods, or annual leave
- Pro-actively liaise with a wide range of in-house College departments including Divisional and School Offices, Estates & Facilities, Finance, Human Resources, Research Grants; and interfacing across different organisations & external collaborators e.g. King?s Health Partners, NHS Trusts, Research Grant funders
- Photocopying, diary management, checking testing rooms, noticeboards and other admin functions.
- Maintain an awareness of policies and issues which impact on the work of the Department
- Being aware of the confidential nature of some parts of the role, and also aware and supportive of College and School Health & Safety Policy, Dignity at Work and other related policies and procedures
- Be committed to learning new skills as required and attend relevant KCL training
- Any other duties as directed


Qualifications
A Levels or equivalent is essential (Degree or equivalent level of qualification is desirable)
Excellent computer skills with sound knowledge of Microsoft office and email
Facility with IT packages and willingness to learn and implement new programmes within the workplace

Skills
Ability to collate information from online sources / databases / libraries
Good Maths and English and ability to apply in a variety of situations
Ability to work across a wide range of functions
Understanding of confidentiality issues
Ability to work collaboratively with others and build effective relationships with internal and external colleagues and students
Proven communication skills
Proven administrative skills
Ability to understand and follow and advise on procedures, guidelines, rules and regulations
Ability to get to grips with internal systems and software
Basic understanding of web content management systems
Developing and/or maintaining websites, & online resources such as Sharepoint
Experience of working independently and making independent decisions
Experience of Higher Education
Financial procedures, including procurement, payment of invoices, expenses and monitoring budgets
Meeting planning, administration and Minute taking
Experience of recruitment and other HR functions
Complex diary management using Outlook, doodle etc
Personal characteristics / other requirements
Team player, with a proactive flexible approach
Attention to detail
Able to work to and meet firm deadlines
Problem solving skills
Supportive of equality and diversity within the workplace with a good overview of policies
Supportive of Health and Safety policies with some knowledge of the legislation
Ability to multitask and react positively and proactively to emergencies