Senior Operations Administrator

Job description

Job summary

The Centre for Languages, Culture and Communication (CLCC) at Imperial College London is seeking to appoint a Senior Operations Administrator who will assist the two Centre Managers with the operational and academic administration of the Centre.

Imperial College London provides an excellent education on the Natural and Physical Sciences, Medicine, Engineering, and Business. However, in an ever-changing world, where we are often educating students for jobs that do not yet exist, knowledge outside their main degrees is indisputably critical for students to become better critical thinkers, problem solvers and thrive. The CLCC plays a key role in providing breadth to the Imperial offer via the very successful I-Explore and Imperial Horizons programmes, Adult Education Programme and taught Masters programmes in the field of Science Communication.

Working across all operational areas at the heart of the Centre, you will need to be highly motivated, efficient, agile and an excellent communicator, who actively and creatively contributes to continuous improvement and operational excellence.

You will be a proactive self-starter and able to work efficiently, both independently and with others, providing information, resolving problems, and delivering creative solutions as required.

Duties and responsibilities

In this role you will cover a broad range across human resources, finance operations, and academic administration. You will:

• Work with Centre Managers on routine day to day operational management, including, but not limited to:
  • Finance processes, including assisting the preparation of the annual budget and planning round documentation and day to day monitoring, purchasing, journal processing etc.
  • Human Resources processes such as recruitment and contractual paperwork.
  • Estates management processes relating to building or maintenance projects within the Centre.
• Develop and foster networks and individual relationships with internal and external stakeholders, including senior staff across the College, that facilitate the strategic aims of the CLCC.
• Provide high calibre secretarial support to College level meetings and working groups.
• Deputise for Centre Managers at meetings at all levels as required. 
• Provide guidance and practical advice to staff and students on policies and procedures to help resolve complicated issues or problems.
• Work with the Centre Managers to ensure CLCC processes fall within College academic policy and regulations. 
• Work with the I Explore Senior Administrator and the Centre Managers to deliver the annual module validation and modification exercises.
• Oversee student casework processes, including additional examination arrangements and mitigating circumstances.

Essential requirements

• Educated to degree level.


• Experience of providing high level, varied and responsive administrative and project management support within a complex and busy organisation.


• Experience of improving and devising new administrative processes.


• Experience of amassing and analysing data to create clear visual analyses.


• Advanced working knowledge of Microsoft 365, including Excel.


• Ability to work well in a team setting and independently, exercising sound judgment and discretion, and working in a flexible, creative, respectful, empathetic, and collaborative manner.


• Excellent interpersonal, influencing and relationship management skills.


• Excellent standard of accuracy, consistency, and attention to detail, with a high standard of oral and written communication skills at all levels.


• Excellent organisation and time-management skills.


• Ability to work at pace and organise a workload with competing demands and frequently changing priorities.


• Comfortable using initiative and being resourceful.

Further information

For further information about the role please contact: Melanie Mullin (melanie.mullin@imperial.ac.uk) or Claire Stapley (c.stapley@imperial.ac.uk).

This is a full-time open-ended position. 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 Categories (from 30 September 2023) | Administration and support services | Imperial College London

Candidates must complete an online application.

Documents

• CLCC Senior Operations Administrator JD.pdf