AddressJob id: 085889. Salary: £32,979 - £42,099 per annum depending on experiences, including London Weighting Allowance.
Posted: 06 March 2024. Closing date: 20 March 2024.
Business unit: Faculty of Life Sciences & Medicine. Department: Biomed Eng & Imaging Sci School Office.
Contact details: Anne Vanhoestenberghe. a.vanhoest@kcl.ac.uk
Location: St. Thomas’ Campus. Category: Professional & Support Services.
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Job description
We are seeking a Facility Administrator to join our team to provide administrative leadership and operational support as we establish a new facility for the prototyping and production of complex medical devices.
The post holder will report to the Director and will support the Executive Board in maintaining oversight and awareness of strategic priorities. They will support the team (10 people) in their everyday operations and be responsible for liaising with and facilitating communication between core staff, external partners and providers. They will assist the Director and the team in diary management, travel booking, meeting organisation. They will handle administrative tasks related to project delivery, including meeting organization, minuting, liaising with the funder, managing documents, handling expenses and raising purchase orders.
They will also assist the development of the communication strategy and online visibility of MAISI, supporting the creation of content and engagement of clients.
The post holder will be employed within the School of Biomedical Engineering & Imaging Sciences in the Faculty of Life Sciences & Medicine at King’s College London. The successful applicant will be mostly based on the St. Thomas’ Hospital campus and will work closely with the University’s partner Trusts, including colleagues from Guy’s & St Thomas’ NHS Trust (GSTT).
This post will be offered on a fixed-term contract for 18 months in the first instance, with the possibility of extension providing funding availability.
There is flexibility with this role that can be taken either as a full-time post – 35 hours per week; or part-time with restricted duties.
Key responsibilities
Support the Executive Board in maintaining oversight and awareness of strategic priorities, preparing and updating regular reports and presentations with content for academic and c-level audience.
Assist the MAISI team in performing their tasks and project delivery.
Liaise with and facilitate communication between core staff, internal groups, external partners and providers.
Coordinate office activities and operations efficiently and in compliance with KCL policies, including managing the correspondence, phone calls, assist in planning and arranging business trips and events.
Maintain a filing system for data on customers and external partners.
Organising meetings and events by scheduling appropriate meeting times, booking rooms, and providing assistance during meetings and events, such as recording the minutes, ensuring availability of documents, ensuring access to the event for external visitors.
Manage office supplies.
Handle administrative tasks related to project delivery, including handling of expenses, raising purchase orders and follow-up when required.
Act as first point of contact for all external enquiries (email and phone), oversee answers and timely follow-up.
Grade 5 only - Assist the team in the creation of content for the communication strategy and promotion campaign.
Grade 5 only - Manage timely updates of online content and support the public engagement.
Grade 5 only - Support to the quality team in document control audits and training activities.
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
- Excellent verbal & written communication skills
- Grade 5 only - Experience as an office administrator, office Assistant or relevant role, with evidence of budget management.
- Competence in use of IT tools including MS Office 365 package (Word, Excel, Teams, Outlook and SharePoint)
- Excellent organizational and management skills
- High level of proficiency in English
- Problem-solving attitude with a special eye for detail
Desirable criteria
- Experience in organizing events
- Grade 5 only - Experience in online content management
- Grade 5 only - Secretarial or administrative qualifications
Further information
About MAISI:
The facility for the Manufacture of Active Implants and Surgical Instruments (MAISI) is located in the School of Biomedical Engineering & Imaging Sciences. MAISI is a dedicated sub-contract manufacturing facility, fully staffed and equipped to build advanced active implantable medical devices and surgical instruments for first-in-patient clinical studies. The facility shall enable funded research to achieve its full impact by supplying prototypes for clinical evaluation, accelerating the translation pathway for the future benefit of patients. The core team currently comprises of 8 staff. The team is culturally mixed, with a gender ratio of 6 men and 2 women.
