Central Office Administrator

Location: South Kensington Campus Job Summary The Central Office Administrator maintains administrative systems in the Mathematics Department and provides administrative and operational support to students, staff, and visitors of the department, particularly those is the Applied Mathematics and Mathematical Physics (AMMP) Section. The key areas of responsibility are in administration (25%), finance (25%), space and facilities (20%), recruitment and selection (10%), health and safety (10%), along with some general responsibilities (10%). Duties and responsibilities Maintaining departmental administrative systems in the Mathematics Department and providing administrative support to students, staff, and visitors of the department, particularly those in the Applied Mathematics and Mathematical Physics (AMMP) Section. Liaising with the Conference and Events Team and external venues, as well as using a college database (Celcat Live) to organise events, conferences, seminars, workshops, and meetings (incl. catering and audio-visual equipment). Processing expense claims for the AMMP Section and visitors of the Mathematics Department. Raising and processing Purchase Orders (PO), Virtual Credit Card payments, consultancy agreements, equipment rental contracts and minor building works requisitions for the Department. Monitoring and maintaining the departmental stationery and communal area supplies, including general stationery, IT and audio-visual equipment, printer/copier toner and paper, tea-points, and water coolers. Liaising with staff for all departmental computer equipment, network equipment and IT peripheral purchases. Running the full recruitment and selection process.  Acting as the Physical and Mental Health First Aid Coordinator and primary Fire Warden for the Mathematics Department. Being Secretary to the Health and Safety Committee, including scheduling meetings, circulating papers, and taking minutes etc. Being the first point of contact for general telephone, email and face-to-face enquiries from students, staff, and visitors to the Mathematics Department. Essential requirements Administration experience, ideally in the Higher Education Sector. Experience of standard finance procedures, including raising Purchase Orders, processing invoices and expenses, and monitoring budgets. Experience of dealing with a variety of professionals and staff at all levels. A sound working knowledge of the Microsoft Office suite, including Outlook, Word, Excel, and SharePoint. Excellent communication and interpersonal skills, and the ability to deal with a wide range of people, at all levels, with confidence. Ability to work independently and as part of a team. Ability to work in an environment where there are continual interruptions. Willingness to undertake any necessary training for the role, including Physical and Mental Health First Aid and Fire Warden training. Proven organisational skills and ability to prioritise, plan and work to deadlines. A high level of accuracy and attention to detail. Ability to maintain confidentiality of private and/or sensitive information. Further Information This is a full time, open-ended position based at South Kensington Campus. For an informal discussion about the role please contact: David Whittaker at david.whittaker@imperial.ac.uk Hybrid working may be considered for this role. Staff working in roles that are suitable for hybrid working will normally be expected to work 60% of their time onsite. The opportunity for hybrid working will be discussed at interview. More information is available on the following web page: Work Location Framework | Administration and support services | Imperial College London Closing Date: 10/03/2024