Operations and Projects Coordinator - hybrid

Job summary

 The Operations and Projects Coordinator will support the development and delivery of the College’s public affairs activities to inform decision makers and influence policy. You will play a key role in supporting the Public Affairs team to engage with policy makers, civil servants, politicians and other key stakeholders to manage the College’s reputation, promote Imperial’s strategic developments and ensure that the strengths, expertise and impact of both research and science-focused educational provision are understood by decision makers.

You will support the smooth day-to-day running of the Public Affairs division and the delivery of specific projects and activities in public affairs and the Imperial Policy Forum – the College’s programme of work to raise the profile and understanding of our world-class academic research with policy-makers. Thes projects involve supporting the team to manage social media platforms and coordinating a monthly newsletter.

This will include working with colleagues in the Public Affairs division and various departments across the College. You will provide business support to the team and support a range of varied projects across the function.

Duties and responsibilities

Coordination of the Public Affairs division:

• You will coordinate team meetings to facilitate effective communication, including coordinating agendas, notes and action plans.
• You will process day to day finance tasks for the team, including raising purchase orders and invoices, processing expense claims, completing journals and setting up new suppliers.
• You will act as a point of reference for administrative and office processes and to arrange the purchase of equipment, stationery and courier services.
• You will support colleagues to maintain the public affairs stakeholder and contacts lists, providing accurate records of correspondence with public affairs and stakeholder contacts.

Communications

• You will act as the point of enquiry for Public Affairs questions and handle correspondence with internal and external stakeholders.
• You will support the Public Affairs division’s communications activities, such as maintain the webpages, including drafting and uploading relevant information and content and developing social media content.

Projects and Events Coordination

• You will support the delivery of a range of short-term and long-term projects and initiatives led by the Public Affairs division.

Essential requirements

Education

• Educated to a minimum of A level standard or equivalent and/or professional experience related to the work of this post
• Demonstrable experience of working at a similar level

Experience

• Proven ability to develop efficient office management processes and to undertake
• administrative tasks
• Experience of providing varied and responsive administrative and project management
• support within a complex and busy organisation
• Experience of organising functions and events, including both managing logistics and supporting content design and development
• Experience of preparing copy for communications materials
• Experience of maintaining databases including Salesforce
• Experience of working in a higher education, government, political, professional services (legal, consultancy) or similar environment

Knowledge

• High level of IT literacy, including ability to use Microsoft Office programmes to a high

Further information

This is a Full time (35h p/w) open ended role based at South Kensington Campus.

For informal enquiries, please contact Lauren Asplin, strategic communications manager, [email protected]

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