Operations Officer (HR & Finance)

Immunology & Microbial Sci School Office

London, Cross site


  • Posted on: 19th Feb 2021
  • Salary: £32,676 - £ 35,366 per annum, including London Weighting Allowance
  • REF: 016684
  • Closes: 19th March 2021
  • Contract Type: Permanent
  • Hours: Full Time

Job description

The post holder will provide high quality general administrative support to the School, with specific School wide support to the School HR & Finance Manager.

To provide efficient operational support to Staff and students in the School working closely with the School’s Core Team to support recruitment campaigns, implementation of HR processes, oversight of School budgets, processing claims, invoices and POs.

To provide advice and guidance and, where appropriate, training on University policies, processes and where required, source information and support for colleagues to facilitate their work.

To have a broad and in-depth knowledge of HE polices, processes and systems, work with all School/Faculty Staff to solve problems and provide solutions, efficiently and effectively.

To prepare communications, draft presentations, briefing documents and background materials as required.

To prepare and support meetings, Boards, and Committees, including the coordination and distribution of papers and taking notes or Minutes, as required.

To support the planning and organisation of events and projects, including visiting delegations.

To forge relationships with colleagues in the School, Faculty and university, in order to contribute to process development and adoption of best practice.

To foster a stimulating, innovative and inclusive cultural environment across the School enabling students and Staff to thrive and develop, ensuring that processes and policies are visible, accessible and transparent.

To participate in cross-Faculty and university projects and initiatives.

To work closely with the School’s HR & Finance Manager to ensure operational support for Human Resources and Finance in the School:
i. is aligned with the wider university Human Resources and Finance functions
ii. is professional, well-executed and timely
iii. is compliant with university policies and
iv. adopts best practice.

This is a full-time post, an indefinite contract.

Key responsibilities

  • To provide general admin support for the Core Team and wider School
  • To specifically support and deputise for the School’s HR & Finance Manager
  • Build up a practical knowledge of good practice and changes in human resource management, escalating more complex issues to the School’s HR & Finance Manager
  • Undertake the School’s recruitment of Staff, working closely with the School’s HR & Finance Manager, who is the School’s main point of contact with the King’s central HR Teams
  • Support Staff and student induction to the School
  • Contribute to diversity and inclusion activities in the School and more broadly across the Faculty, supporting the delivery of diversity and inclusion action plans, and the work of the School’s self-assessment Teams
  • Monitor contract end dates for Staff on fixed term contracts and manage the contract extension or termination process – updating and seeking advice of the School HR & Finance Manager
  • Support the School’s HR & Finance Manager in raising awareness and in assisting Staff and the School’s Academic Leads with the annual processes, including PDR, pay recognition, Academic probation and promotion
  • Coordinate School records of Visiting, Honorary and Adjunct Academics, monitoring term periods, primary purpose of arrangements and key contact(s) in the King’s Staff along with RTW checks

Whilst working within the framework agreed with the School HR & Finance Manager, the post holder is expected to manage their own workload and is expected to be flexible in anticipating and responding to shifting and competing demands on their and the wider Team’s time. It is expected that the post will work with minimum regular supervision but will refer to their line-manager for advice on issues which fall outside existing regulatory or policy frameworks.

To work closely with the School Core Team to ensure operational support for the School:

  • Is professional, well executed and timely
  • Is compliant with University policies and
  • Adopts best practice

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

  • Proven Professional Services skills gained within the Higher Education sector and a detailed knowledge the regulatory, policy and procedural context along with the challenges and opportunities faced by the sector.
  • Strong administrative skills
  • Ability to work under pressure in a busy environment.
  • Ability to multitask.
  • Ability to prioritise own workload.
  • Accuracy/ability to pay attention to detail.
  • Ability to follow guidance and instruction.
  • Excellent task management skills both for self and others, meeting tight deadlines
  • Tenacity/ability to follow up in a timely manner
  • Excellent communication, negotiation and influencing skills at all levels

Desirable criteria

  • Experience of building an effective network across a complex organisation and with external stakeholders
  • Experience of using complex databases and management information systems
  • Experience of financial planning and implementation, including preparing budget, financial profiling, preparing business cases and plans, and monitoring key performance indicators, budgets and risks

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