The Department of Addictions, at the Institute of Psychology, Psychiatry and Neuroscience (IoPPN), is looking to recruit a skilled and dedicated Administrator to join its Professional Service team, on its Denmark Hill Campus.
The post-holder will work closely with the Department’s Business Manager and Research Manager to provide high-level administrative support to academic staff, researchers and PhD students.
Your workload will be varied and involves supporting a range of functions such as HR, Finance and Research Grant Administration within the Drugs Research Group.
You will also play a key role in the delivery of the department’s communications plan, including writing and updating content for the website, the internal newsletter and social media platforms and liaising with the institute’s press office.
You will also organise internal seminars and external events. You will be confident, methodical and flexible. You will have previous office experience, preferably in Higher Education, and excellent interpersonal, organisational, communication and IT skills.
The IoPPN is undergoing a reshaping exercise which will impact on the Professional Service Staff (PSS) roles and responsibilities.
Therefore, the duties and responsibilities outlined in this document may be subject to amendments. This post will be offered on a permanent contract.
This is a full-time post, however, requests for part-time arrangements up to 80% FTE will be considered.
Organising and administering regular team meetings preparing presentation materials, taking minutes, distributing papers and drafting agendas
Take responsibility for the effective and efficient day-to-day management of the office, including placing orders for stationery
Organising travel and conference arrangements for the group
Supporting the financial functions including but not limited to account reporting, raising purchase orders, ensuring invoices are paid, raising invoices and assisting with expense claims.
Maintaining oversight of grant funding during project implementation, alerting overspends and underspends
Ensuring that proper records of research applications are maintained on shared drives.
Assisting with the recruitment, extensions and redundancies of fixed term research staff contracts
Support all digital marketing activity including writing, researching, and uploading website content and imagery; social media campaigns and activity and email marketing.
Promote events and activities to staff and students through newsletters and digital screens.
Organise departmental seminars, liaising with speakers and arranging room bookings and catering
Manage all aspect of external events and conferences
Ensuring Open Access compliance to ensure REF eligibility encouraging and ensuring online portals (such as PURE) are kept updated with new publications and other outputs.
To act as a central point of contact for the department, liaising with colleagues in the IoPPN and the wider College on a daily basis, problem solving where necessary.
To liaise with King’s Estate to report any maintenance issues
Communicate with external organisations and individuals including other academic institutions and NHS Trusts.
To effectively contribute to administrative projects as requested, taking the lead in some areas and providing support to administrative colleagues at other times 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.
Skills, knowledge, and experience
Undergraduate degree or equivalent experience.
Excellent knowledge of MS Office, including Teams.
Attention to detail and a high standard of accuracy
Excellent written and verbal communication skills and the ability to produce written documentation clearly and concisely
A high level of personal organisational and time management skills
Experience of monitoring and maintaining budgets using spreadsheets
Knowledge of financial procedures including procurement, payments of invoices and expenses
Experience of website management (CMS).
Ability to build and maintain strong relationships with internal and external contacts
Flexible and willing to help colleagues during busy periods Desirable
Knowledge of KCL’s finance and HR policies and procedures
Previous experience in a Professional Services role in Higher Education
Knowledge of the UK research funding environment.
Knowledge of SharePoint