Admin Assistant

Job Description

King’s Health Partners Women and Children Health are looking for an administrative assistant to support the services we provide.



The candidate would be expected to complete a range of office duties, including:




  • Arranging regular and ad hoc meetings as required by the team (virtual and room bookings)

  • Providing secretariat support for work stream meetings, Executive and Programme boards

  • Managing the shared file management system

  • Coordinating recruitment and onboarding for undergraduate interns and civil service secondees – with responsibility for coordinating induction equipment and introductions

  • Coordinating and facilitating the delivery of research skills clinics, research seminars  and various education and training courses provided through a partnership with King’s College London

  • Providing secretariat and coordinating support for research projects delivered through our Ask the Institute rapid advisory service.



This is a full-time role that could last for 4 to 12 weeks.



You will report directly to the programme manager and work collaboratively across the King’s Health Partners Women and Children’s Health Clinical Academic Partnership.



Qualifications

3 A Levels (Desirable)



Skills

We are looking for a candidate with the following skills:




  • Experience in event and office space management, with an eye for detail

  • Good IT skills and the ability to pick up new digital systems quickly – must be comfortable using Microsoft Office, including Teams.

  • Strong organisation and prioritisation skills and the ability to deliver objectives on time

  • Capable hybrid worker who can convey information creatively and clearly in person and online

  • Self-sufficient team player able to adapt to different environments and people

  • Ability and confidence to spot and suggest improvements to processes

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To support the Residences Wellbeing Team with developing a harm-reduction approach to misconduct issues in Halls and overseeing and implementing the Residences Disciplinary Policy to ensure a safe living environment for students. This includes managing behaviour of students in Halls, as well as supporting with behaviour-related welfare issues, taking the lead on complex cases, and referring serious cases of misconduct with the College Student Conduct and Appeals team.



This is includes (but is not limited to) the following responsibilities:



Conduct Case Management




  • Accurately record and track misconduct cases on the ResiConduct database.

  • Review incident reports submitted by the team daily and follow up with the relevant individuals to ensure cases are not left open unnecessarily and those cases that require further action are dealt with in a timely manner.

  • Advise and support all Resident Managers and residences teams with investigating incidents (Fact Finding Investigations) and submitted reports which are to be dealt with under the Residences Disciplinary Policy are accurate and all information is up to date.

  • Organise and oversee the running of the Disciplinary Panel Hearings, inclusive of all necessary administration i.e. Invitations to disciplinary panel hearings, scheduling meetings, answering student queries, sending disciplinary hearing  outcomes, work closely with Panel members, etc.

  • Escalate issues to the Residences Welfare and Conduct Manager/Associate Director of King’s Residences whenever a risk to one or more students and/or to the University’s reputation is identified.

  • Sensitively explore any associated welfare issues within conduct incidents, referring students through Student of Concern (SOC)  as necessary and signposting students to appropriate support (Report+Support).

  • Provide pastoral support to students undergoing conduct investigations.

  • Work alongside the KCLSU to coordinate their support and involvement in Residences Disciplinary.

  • Submit reports to Student Conduct and Appeals for more complex and/or serious cases of misconduct.



Awareness and Support




  • Annually update all site teams on changes made to the Disciplinary process.

  • Provide advice and guidance to sites with all incidents of misconduct.

  • Participate in the annual training of the Residence Welfare Lead team in areas of student behaviour and conduct.

  • Collaborate with the Resilife team to run proactive events to support community development and respect, with a particular focus on key topics such as online safety awareness, sexual consent and bullying and harassment.





Other Duties




  • Remain up to date on services available for students in the local community and within the King’s community, nurturing contacts with these services and drawing upon them as appropriate.

  • Support a culture of integrity and professionalism.

  • Attend regular training and/or self-development to ensure best practice is applied to the function.

  • Identify issues that may hinder completion of tasks and find appropriate solutions.

  • Be willing to seek out input from others and share own ideas to achieve best outcomes.

  • Manage the ResiConduct inbox and respond to queries in timely manner.

  • Seek feedback from colleagues and stakeholders on the overall management of conduct within King’s Residences.

  • Work as a supportive and co-operative team member, share information and acknowledge others’ efforts.

  • Identify and assess options to address student problems and suggest means to improve procedures and processes.

  • Support with safeguarding duties such as the monitoring of under18s in residence or supporting vulnerable groups.

  • To carry out such other duties as agreed with the organisation and line management.



 



NB: Overtime may be necessary and expected where there may be a requirement of traveling to training courses, team meetings and trainings, covering holidays and sickness to ensure continuity of service to the Residence.



 



Qualifications

  • Relevant work experience and/or education: We think a wide range of different work and educational experiences could support you to be successful in this role. Relevant work experience might include work in support and case management, dispute resolution or student services. Relevant educational experiences might include higher education in a related discipline, professional qualifications or other training .

  • Educated to A level or above. 

  • Training or experience in any of the following areas may be beneficial: mediation and dispute resolution; welfare or mental health; diversity and inclusion and; legal or quasi-legal matters. 



Skills


  • A need to interpret rules, procedures and regulations and provide advice to others on how they should be applied.



  • Sound knowledge of the sensitive nature of personal data, and the importance of compliance with Data Protection Legislation (by both yourself and your team) 

  • Sound knowledge of safeguarding, assessing risk and duty of care. An understanding of when to escalate cases, and respond with diplomacy and sensitivity. 


  • Working with vulnerable young adults/University students or those with behavioural issues




  • Knowledge of current issues students face in the HEI landscape




  • Conflict management and resolution skills such as mediation




  • Public speaking skills – confident in presenting and facilitating training sessions




  • Excellent command of the English language




  • Excellent written and oral communication skills




  • Strong IT skills with working experience of Outlook, Word and Excel



  • Be able to work autonomously and without supervision

  • Resilience when dealing with conflict scenarios or upsetting incidents

  • A strong sense of self-awareness and ability to regulate own wellbeing

  • Be trustworthy, transparent and respectful

  • Maintain excellent time-keeping and attendance

Key Responsibilities Localised culture change and change management



1. Provide a customer-focussed, risk-based, expert, and professional OD service to managers and employees, liaising with the relevant HR Business Partner and the OD Business Partner to ensure that impactful support is given.



2. Provide pro-active support and interventions on local change related projects working in collaboration with the relevant HR Business Partner, managers and local leaders, e.g. Team Charter creation, team stress interventions.



3. To pro-actively manage local action planning as a result of staff surveys and staff voice mechanisms advising the relevant HR Business Partner and providing high quality data interrogation to help inform meaningful actions.



4. With guidance from the Organisational Development Business Partner, to facilitate high-quality OD interventions for impactful outcomes using a range of facilitation techniques



5. To proactively work with members of the LSBU Group to highlight areas where there needs to be localised variations of group-wide initiatives



6. To enable and equip local staff to be agents of change through initiatives such as champion programmes, evaluating the impact of these initiatives and making recommendations and adjustments where required



Group-wide Organisational Development support 7.



To prepare and interrogate group-wide data dashboards, advising the OD business partner, wider members of the OD & Change team and HR Business Partners where wider strategic interventions may be needed. This will include, but not be limited to, exit survey data, Occupational Health and EAP data, staff survey data and sickness absence data.



8. With guidance from the OD Business Partner to co-ordinate and plan OD related events and projects ensuring high-quality planning, administration and communication and that these are evaluated against intended impact.



9. Working with the OD Business Partner and communications team, to prepare communication campaigns designed to create change in line with wider strategic aims. This will include, but not be limited to, the scoping of ideas and the drafting of comms where necessary.



10.To signpost leaders and managers to the relevant OD initiatives and support, displaying high-quality OD knowledge.



11.To be the first point of contact for any Occupational Health and Employee Assistance Programme contract and service queries, supporting members of the wider HR team in effective delivery of these services.



Qualifications

 Associate CIPD membership, or working towards CIPD Level 5 qualification, or equivalent relevant experience in OD or change settings



Skills

A. Associate CIPD membership, or working towards CIPD Level 5 qualification, or equivalent relevant experience in OD or change settings



B. Understanding of Organisational Development including change management theory and effective OD interventions.



C. Experience of supporting change management projects from an OD perspective, advising managers on the application of culture and change management theory.



D. Effective IT, numeracy and data analytical skills, with the ability to analyse relevant data to identify the need for new processes and procedures and OD interventions.



E. High quality presentation and facilitation skills, including a variety of contexts such as group facilitation or Action Learning Sets



F. Experience of delivering high-quality, impactful and well-managed events and projects, preferably within an OD/HR function



G. Excellent communications skills including presentation of strategic information to senior managers.



H. Highly effective interpersonal skills, with the ability to communicate with people at all levels both verbally and in writing, and to provide clarity and firmness in scenarios where emotional intelligence and empathy is also required.



I. Ability to develop and sustain relationships with key stakeholders, delivering excellent customer service and working collaboratively to analyse risk and identify solutions.



J. Experience of influencing managers and leaders to create change



K. Experience of evaluating interventions in a way that displays impact.



L. Experience of prioritising own workload and managing time, especially working in an environment with competing projects



M. Able to demonstrate an understanding of equality and diversity, and its practical application.

Interviewer for podcast



Qualifications

Dental degree



Skills

Prior  knowlege of interviewing

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