Admin Officer

Job id: 091586. Salary: £37,332 - £42,099 per annum inclusive of London Weighting.

Posted: 21 June 2024. Closing date: 30 June 2024.

Business unit: Estates & Facilities. Department: Estates & Facilities Directors Office.

Contact details: Francine Souza. francine.souza@kcl.ac.uk

Location: Guy's Campus. Category: Professional & Support Services.

About King’s

King’s College London is an internationally renowned university delivering exceptional education and world-leading research. We are dedicated to driving positive and sustainable change in society and realising our vision of making the world a better place.

Through our commitment to exceptional education, impactful research and genuine service to society, we are creating positive change in our communities, both in London and on the world stage. Our Vision 2029 looks forward to our 200th anniversary in 2029 and sets out our ambitious plans in five key areas:

Educating the next generation of change-makers;

Challenging ideas and driving change through research;

Giving back to society through meaningful service;

Working with our local communities in London;

Fostering global citizens with an international perspective.

About Estates & Faciltiies

The Directorate of Estates & Facilities has a broad portfolio with a vast range of expertise and skills, operating and maintaining facilities and providing services to ensure King’s remains one of the world’s top universities.

We ensure that our students and staff, and their experience at King’s are at the heart of every decision we make and everything we do. We work to maintain a safe, sustainable and inclusive environment for our students, staff and visitors.

Our campuses house a diversity of spaces, including teaching and learning environments, cutting edge research facilities, two chapels and several multi-faith rooms, cafés and restaurants, fitness centres and student residences.

About the role

The Estates & Facilities Directorate seeks a motivated, diplomatic, proactive, and highly organised professional to join the Director’s Office team as an Admin Coordinator. This role involves working closely with and supporting the E&F Senior Leadership in daily operations to ensure the effective and efficient functioning of the directorate.

As the primary point of contact, the Admin Coordinator will provide professional and confidential executive support, maintaining regular communication with leadership teams, colleagues, visitors, departments, committees, and university services. Key responsibilities include managing complex diaries, handling inquiries, providing committee support, coordinating project logistics, and facilitating information exchange and dissemination throughout the directorate and beyond, with a strong emphasis on confidentiality, tact, and diplomacy.

The ideal candidate will possess a proactive attitude, demonstrating a keen eye for process improvement and procedural enhancements. They will anticipate potential challenges, applying sensitivity and strategic problem-solving skills to resolve issues efficiently. Additionally, the role will invoice specific project management responsibilities aligned with the strategic goals of E&F and the Senior Leadership team.

This is a full time and you will be offered an indefinite contract.

About You: (the candidate)

To be successful in this role, we are looking for candidates to have the following skills and experience:

Essential criteria

Communication & Networking

1.Excellent communication skills with the ability to communicate both simple and complex information, in a clear and precise manner, orally and in writing.

2.Exceptional communication and networking capabilities demonstrated through adept stakeholder management and effective collaboration with colleagues across all organisational levels.

Decision Making, Planning & Problem Solving

3.Demonstrated ability to navigate challenges and resolve obstacles efficiently, address impediments smoothly, use a systematic and timely approach to solving problems, and make decisions independently using agreed guidelines.

4.Solutions-focused self-starter, with excellent planning and organisational skills, a good eye for detail and able to manage competing priorities with minimal supervision.

Service Delivery

5.Experience in supporting diverse groups of individuals at various levels of seniority, ranging from small teams to large committees. With proven experience in meeting management, coordinating logistics, agenda development, noting minutes, formatting, and circulating papers, ensuring accuracy and consistency, tracking actions, communicating outcomes and document management.

6.Complex diary management and support to Senior Leadership

Analysis & Research

7. Well-developed analytical skills to identify trends and patterns, inform decisions and assist in work prioritisation and planning.

Knowledge, Experience & Skills

8. Proficient computer user with knowledge of the full Microsoft package – Microsoft 365, Outlook, SharePoint, MS Teams, PowerPoint, Word and Excel, along with the use of a web-publishing software package.

9. Good knowledge of relevant regulations, such as General Data Protection Regulation, Health & Safety, and Risk Management.

10. Customer service experience, coupled with the ability to address complaints and service issues efficiently and professionally.

Qualifications

11. Educated to degree level or equivalent professional experience in operations, project management and/or business support administration.

Desirable criteria

1.Data management and/or SharePoint sites, managing permissions, and supporting users in leveraging SharePoint features for efficient collaboration and document management.

2. Experience working in the higher education sector.

Full details of the role and the skills and experience required, can be found in the attached job description which provided on the next page.

We pride ourselves on being inclusive and welcoming. We embrace diversity and want everyone to feel that they belong and are connected to others in our community.

We are committed to working with our staff and unions on these and other issues, to continue to support our people and to develop a diverse and inclusive culture at King's. We ask all candidates to submit a copy of their CV, and a supporting statement, detailing how they meet the essential criteria listed in the advert. If we receive a strong field of candidates, we may use the desirable criteria to choose our final shortlist, so please include your evidence against these where possible.