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 production of first-in-patient medical devices.
The post holder will report to the Deputy Director and will support the Executive Board in maintaining oversight and awareness of strategic priorities. They will assist the team (5 people) in their everyday operations and be responsible for liaising with and facilitating communication between core staff, external partners and providers. They will handle administrative tasks related to project delivery, including meeting organization, minuting, 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 and 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 GSTT.
This post will be offered on a fixed-term contract for 24 months.
This is a full-time post – 35 hours per week.
- 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 to secure efficiency and compliance to KCL policies, including managing the correspondence, phone calls, assist in planning and arranging business trips and events.
- 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.
- Handle administrative tasks related to project delivery, including handling of expenses, raising purchase orders and follow-up when required.
- Support to the quality team in document control audits and training activities.
- Manage office supplies.
- Maintain a filing system for data on customers and external partners
- Assist the team in the creation of content for the communication strategy and promotion campaign
- Manage timely updates of online content and support the public engagement.
- Act as first point of contact for all external enquiries (email and phone), oversee answers and timely follow-up.
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
- Excellent verbal & written communication skills
- Experience as an office administrator, office assistant or relevant role
- 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
- Experience in organizing events
- Experience in online content management
- Secretarial or administrative qualifications
The facility for the Manufacture of Active Implants and Surgical Instruments (MAISI) will be located in the School of Biomedical Engineering and Imaging Sciences. MAISI will be 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 team currently comprises of 3 dedicated staff, and 3 senior staff. The team is culturally mixed, with a gender ratio of 4 men and 2 women.