Job Description

Job id: 072465. Salary: \xc2\xa342,405 - \xc2\xa349,785 per annum, including London Weighting Allowance.

Posted: 07 August 2023. Closing date: 28 August 2023.

Business unit: Faculty of Arts & Humanities. Department: Arts & Humanities Faculty Office.

Contact details: Alexandra Wooster. Alexandra.wooster@kcl.ac.uk

Location: Strand Campus. Category: Professional & Support Services.

Job description

• To lead and manage the business operations of the area in which the role is based, providing direct support to the business team, function, other managers, and relevant stakeholders
• To lead and manage administrative support in selected sub-areas of the business function, which includes finance, procurement, auditing, HR, space, health and safety, business continuity, information and data management and general projects etc.
• To shape and deliver on the mission and objectives of the faculty\'s business function and the broader Business Support Network
• To role model a culture of professionalism with a focus on providing responsive and timely customer service and to lead and enable others in role modelling those behaviours
• To continuously develop and implement best practice solutions with colleagues and lead on the promotion of new ideas for better and more effective and efficient delivery of services

Both posts will be offered on full-time, indefinite contracts.

Key responsibilities

General

• To deliver a fast and efficient service for stakeholders and act as the key escalation point
• To ensure timely and thorough responses to both internal and external enquires
• To lead and manage the undertaking of a variety of administrative duties in business support under the direction from the accountable lead(s) (often the Executive Dean and/or Director of Operations / Faculty Business Manager)
• To manage senior administrative support and deliver a range of general and ad-hoc projects
• To lead and manage the local area in the business support function\'s efforts to ensure data integrity and ensure accurate record keeping
• To write and develop guidance notes and processes on behalf of the function
• To ensure that guidance and information resources in the local area are continuously updated
• To lead and manage the compliance of electronic and manual filing systems and practices with GDPR and information management regulations
• To actively promote and help lead Business Support Network meetings and share best practise and knowledge with other Business Support Teams across KCL
• To work flexibly as part of a team, supporting colleagues and other functions in times of high-volume activity
• To develop a network across King\'s to secure information and commission services as required
• To continuously consider processes and procedures and identify service improvements and efficiencies and ensure their effective implementation and adoption
• To act as a committee or meeting secretary should the local area require it

Finance

• To manage the local area\'s compliance with King\'s Financial Procedures
• To ensure that procurement activity is in accordance with King\'s Financial Procedures
• To act as the lead local expert to service users on financial processes
• To manage budgets and expenditure, implement efficiency savings and follow-up action, under the direction from the accountable lead(s) (often the Executive Dean and/or Director of Operations / Faculty Business Manager)
• To lead local financial audits and ensure the correct allocation and management of budgets
• To coordinate with KCL accountants relating to auditing processes and budget management
• To ensure assets and inventory are correctly managed with effective reporting and monitoring
• To monitor financial performance against targets and budgets and to communicate emerging trends and issues in a clear, timely way that is appropriate to the audience and issue
• To contribute to the business planning round (BPR) process as required

Human Resources

• To lead and manage local administrative support for various HR processes under the direction of the accountable lead(s) (often the Executive Dean and/or Director of Operations / Faculty Business Manager)
• To manage the visiting staff process, onboarding and offboarding, mandatory training for all staff and GTA management as required, ensuring the correct application of procedures and compliance
• To coordinate with HR, develop guidance and provide further information and support as required
• To ensure compliance at all times with HR processes, procedures, and regulations
• Space
• To manage local space and infrastructure matters, ensuring estates issue resolution, and analysing information for reporting purposes
• To oversee activity to ensure that local stakeholders have the appropriate space and equipment needed in accordance with their roles
• Health & Safety
• To act as an evacuation marshal
• To ensure sufficient provision of marshals and first aiders in the relevant locality
• To coordinate with Estates and Facilities, Health and Safety Services etc. as necessary
• To deliver general administrative support for health and safety
• To deliver general administrative support for business continuity and risk management
• Acting as secretary to the Health & Safety Committee, reporting to the Chair of that committee.
• To act as local safety officer for their area (a separate letter of appointment will cover the specific duties)

Other

• To undertake line management duties (as required)
• To undertake any other duties that might reasonably be required.

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

Essential criteria

1. Substantial experience of administration and process/task management across at least a substantial subset of the range of the business support areas detailed in the role profile (finance, HR, health & safety, resource/space management), preferably within the Higher Education context.

2. Awareness of financial policies and procedures, with experience of managing implementation of these (desirable)

3. Awareness of current health and safety legislation for an office environment, with experience of managing implementation of these (desirable)

4. Substantial experience of timely and efficient process / task delivery, as well as an aptitude for identifying and implementing potential improvements to the benefit of all stakeholders

5. Excellent communication skills, with a high standard of English, and the ability to interact with a wide variety of people in a professional and assured manner

6. Strong proactive, methodical, flexible approach with excellent attention to detail and accuracy

7. Substantial experience of maintaining accurate local records

8. Ability to work both independently and as part of multiple teams

9. Good ability to learn quickly and comprehend complex information

10. Excellent organisational and time management skills with the ability to multi-task and balance competing priorities in a busy, pressured work environment

11. Strong capacity to work independently and proactively within managerial direction, and to react positively to constructive feedback

12. Experience of or demonstrable aptitude for line management, with a sound understanding of inclusive management practices and a commitment to EDI

Desirable criteria

1. Undergraduate degree or equivalent experience; and/or relevant administrative qualification(s)

2. Experience of committee administration

King\'s College London