Administrative Officer

Job Description About Us The King’s community is dedicated to the service of society. King’s Strategic Vision 2029 sets out our vision for the future, shaped around five priority areas: educate to inspire and improve; research to inform and innovate; serve to shape and transform; a civic university at the heart of London; and an international community that services the world. Our ambitious Education Strategy sets out the actions that we must take to transform how we teach, how and where our students learn and how we support them during their time with us. The Directorate Office is responsible for managing business operations and day to day activities on behalf of the Executive Team, and across areas ranging from human resources and financial support, to space planning and risk management. They support a wide variety of administrative and executive duties, special projects, and initiatives involving the Executive Director’s Office and its priorities, as well as the priorities of the wider team. We are part of the wider Students & Education Directorate, a collection of wide-ranging professional services in place to support King’s students and their education. As a directorate we manage the student lifecycle from application to graduation and beyond, to ensure a coherent and seamless student experience and effective administrative processes, working closely with King’s faculties to do so. About the Role The Administrative Officer will provide professional and confidential administrative support to the Directorate Office team, to include: confidential diary management for senior executives, meeting secretariat, maintaining annual leave and sickness records, managing our SharePoint site, multiple MS Teams sites and mailing lists, and managing the purchases and ordering for the Directorate office. This is an exciting opportunity for candidates looking to expand their knowledge of the Higher Education sector, and who wish to utilise their skills and expertise in administrative and executive support. This is an opportunity to work alongside a central team and develop relationships with colleagues across the wider university. We encourage applications from candidates who have experience from both within and outside of the Higher Education sector where they can demonstrate the skills needed to succeed in this role. This post will be offered on a fixed term contract for three years. This is a full-time post, but we welcome applications from candidates seeking a flexible work pattern within our necessary service operating hours (from 10am – 4pm).

Key responsibilities

• Confidential diary management for senior executives, ensuring their time is used effectively and priorities met
• Administrative, secretariat and meeting support for the senior team
• Responding to routine correspondence sent to the Directorate Office
• Taking an active role in the administration of the day-to-day departmental finances, including purchases for the Directorate Office team
• Maintaining the Directorate’s annual leave and sickness record, making changes as necessary and becoming the system superuser (we use TeamSeer)
• Maintaining the Directorate’s SharePoint site, ensuring it contains current information and is accessible and useful for colleagues

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 Please clearly address how you meet the essential criteria in your application, and where possible how you meet the desirable criteria as well. Essential criteria

• Relevant work experience and/or education: We think a wide range of different work and educational experiences could support you to be successful in this role. Relevant work experience might include work in administrative support, or experience of working in the Higher Education sector. Relevant educational experiences might include higher education in a related discipline, professional qualifications or other training

• Clear and precise communication of straightforward and more specialised information through email, in person, and via our systems

• Working knowledge of Microsoft Office suite including Outlook, Teams and SharePoint and/or the enthusiasm to learn new systems

• Good numeracy skills to support management of team’s purchases

• Ability to establish and maintain professional working relationships with external and internal stakeholders

• Good interpersonal skills, with the ability to communicate and distribute information clearly. Understanding of need for confidentiality and when and how to escalate sensitive issues

• Ability to take responsibility for your own learning and development, ensuring any specific training needed for your role is undertaken

Desirable criteria

• Ability to evaluate data accurately according to set objectives

• Experience of diary management

• Ability to work with others to support project aims and overcome challenges

Further Information Please submit a personal statement when applying for this vacancy, clearly setting out how you meet the essential criteria, as this is how we shortlist applications. If you are a student or alumni of King’s there are resources from King’s Careers & Employability to support you in your application and interview. Interviews will be held using Microsoft Teams and will consist of competency-based questions linked closely to the essential and desirable criteria mentioned here. Although we have made improvements over the last number of years, our team is still under-represented in terms of staff from global majority ethnicities, LGBTQ+ identities, and from people with disabilities. We encourage applications from all backgrounds, communities and industries, and are committed to employing a team that has diverse skills, experiences and abilities. Interviews are scheduled to take place on Wednesday, 15 March 2023. Please note due to the minimum salary threshold we are unable to offer sponsorship for this role.