Executive Assistant to Head of Department

King's College London

Job id: 071674. Salary: £32,179 to £35,596 per annum, including London Weighting Allowance.

Posted: 19 July 2023. Closing date: 02 August 2023.

Business unit: IoPPN. Department: Health Services & Population Research.

Contact details:Dr Liam Morton. [email protected]

Location: Denmark Hill. Category: Professional & Support Services.

Job description

The Department of Health Service and Population Research (HSPR) is looking for a highly motivated and experienced Executive Assistant (EA) to provide professional support to the Head of Department and the department executive team. The post holder will be liaising with a range of people at all levels across KCL, i.e., academics, researchers, students, and staff in central administration across the college. 

The post holder is expected to provide comprehensive administrative support to the senior team in HSPR and specifically to Head and Deputy Heads of Department, including to prioritise and manage the diary, deal efficiently and timely with communications and correspondence, arrange department meetings and take minutes, make travel arrangements, process and manage financial paperwork. The post holder will assist the School Manager (HR & Finance) with finance and HR related administration. 

The post holder will have substantial relevant experience in this role. They will have experience in providing high level administrative and personal support to a senior staff member, using a range of IT software packages. Excellent communication and influencing skills, including excellent spoken and written English, experience in organising meetings and events, servicing research groups and meetings and proven ability to maintain confidentiality are essential.   

The role would suit someone who is proactive, innovative, able to work autonomously and as part of the wider department/ School team.

This post will be offered on an indefinite contract    

This is a full-time post.

Key responsibilities

  • Provide high quality and timely executive assistance to the Head and Deputy Head of Department in respect of diary and correspondence management, providing briefing documents and background materials. 
  • Organise and support meetings, round tables, workshops, and visits by external/international delegations, including contacting speakers and attendees, arranging logistics (catering, venue booking), preparing the agenda, writing the minutes and coordinating follow-up action as required. 
  • Arrange travel and accommodation in compliance with King’s Travel Policy. Support with obtaining visa, risk assessments and insurance where required. 
  • Provide local support of honorary contracts, visiting appointments and KHE passports for affiliates of the department in collaboration with the School Manager (HR & Finance). 
  • Liaise with the finance team regarding invoicing, purchase orders, expenses and payments as required. 
  • Support the School Manager (HR & Finance) with administrative tasks as directed. 
  • Work flexibly as part of a team, supporting colleagues and other functions in times of high-volume activity. 
  • Provide reception cover as and when required. 
  • ​Undertake at least one safety role (e.g., fire marshal, DSE assessor, safety representative, first aider) as required, following all the relevant training

*​**This job description reflects the core activities of the post. There may be changes in the emphasis of duties and it is expected that the post holder recognises this, adopting a flexible approach to work and willingness to participate in training.  Day-to-day activities and responsibilities will be determined by the School/department priorities and needs and will inform specific objectives and tasks to be undertaken by post holders.*

Skills, knowledge, and experience 

Essential criteria

1.       Demonstrable knowledge and skills of business operations acquired through previous roles/qualification. 

2.       Experience of providing high level administrative and/or personal support to a senior executive, using a range of IT software packages and databases. 

3.       Experience of complex diary management. 

4.       Experience of organising and supporting formal committees, meetings, events and taking minutes. 

5.       Excellent communication skills, including excellent spoken and written English, in formal documents, letters, emails and other communications.  

6.       Ability to manage financial paperwork and a good level of numeracy. 

7.       Proactive approach with the ability to work independently and flexibly, managing and prioritising own workload, working under pressure in a busy environment and meeting deadlines. 

8.       Proven ability to maintain confidentiality, handle situations sensitively, exhibiting a high level of awareness and confidentiality, tact, and diplomacy. 

9.       Excellent people skills with the ability to work with staff at all levels, inside and outside the organization, with assurance and ease. 

10.    Confident making independent decisions and knowing when to escalate. 

Desirable criteria

1.       Experience of working in higher education sector and familiarity with HE administration. 

2.       Proven commitment to ongoing skills development.

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