Operations and Events Officer

The School of Security Studies seeks to recruit an Operations & Events Officer to support the Centre for Science and Security Studies (within the Department of War Studies), to be based at Strand, London. Specifically, the successful applicant will be involved in supporting the Centre with the day-to-day operations and project-related activities. They will be supporting the research team with the organization of a series of international workshops to international partners and range of funders. 

The post would suit someone who is passionate, hardworking, and dedicated. The suitable candidate must demonstrate an ability to work flexibly, to take their own initiative, must be able to work autonomously, have a hands-on attitude as well as excellent teamwork, communication and social skills in order to liaise effectively with colleagues, partners and external organizations. The post will be required to occasionally work on weekends and evenings and attend workshops in the UK and abroad. 

The School of Security Studies is located within the Faculty of Social Science & Public Policy. Together, we support an inclusive culture and diversity for our staff and students. We are committed to encouraging further growth from diverse groups, and we welcome applications from people of all abilities and currently under-represented groups, which we are able to support with our range of flexible and inclusive benefits. 

This post will be offered on a full-time, fixed term contract for 12 months.

• To play a key role in the administration and operational support of the Centre for Science & Security Studies, as required.
• Assisting in the coordination of all logistical aspects for the running of professional development courses, national and international workshops, meetings and conferences across various funded projects and other Centre-related events
• To support the Operations Manager, Centre Director and Project Leads as necessary on the broad range of business support functions, including setting up and maintaining processes and procedures, financial reporting, budget monitoring and general administration 

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.

Essential criteria 

1.       Excellent working knowledge and familiarisation with the HE policies and procedures including financial regulations  

2.       Proven ability to manage and coordinate logistically complex activities and liaise effectively with a range of national and international partners 

3.       Highly proficient IT skills (databases, Excel, Word, PowerPoint) 

4.       Demonstrable project management skills 

5.       Good oral and written communication skills with an ability to engage effectively with a range of stakeholders, both internally and externally 

6.       Demonstrable experience of managing a complex, multi-national research project or programme  

7.       Experience in event organisation and management  

8.       Ability to work independently, proactively, and flexibly, using own judgement, initiative, and discretion with minimum supervision 

9.       Demonstrable organisational and time management skills with a high degree of attention to detail   

10.   Ability to work as part of a team to support and cover for colleagues demonstrating best practice  

Desirable criteria 

1.       Proven ability in managing budgets and the provision of budget monitoring information.  

2.       Experience of developing and maintaining excellent effective working relationships with a wide range of international partners and affiliates  

General Support  

•         To assist the Centre’s business support administration to ensure standard operating processes and procedures are effectively communicated to all Centre staff  

•         To provide support in running the day-to-day operations of the Centre  

•         To work with the School Communications team, Centre Operations Manager, and the Centre Director on the CSSS website, updating and general maintenance 

•         To work with School Professional Services staff on business support administration, to ensure standard operating processes and procedures are in place and are complied with.  

•         To manage and contribute to ad-hoc projects as required.  

Event Management  

•         To organise and contribute to the smooth running of externally funded events both nationally and internationally, including bookings, travel arrangements, event, and resource planning etc. Leading wash-up meetings with internal and external stakeholders. (This work may involve some evening and weekend work and may require travel)  

•         To manage the organization of any internally funded events to promote various subject matters within the Centre, including room bookings, advertising, managing RSVPs, and providing on the ground support  

•         Managing and co-ordination complex travel arrangements for staff and external stakeholders 

•         Working with the Operations Manager to establish best practice and find innovative and creative ways to deliver eLearning for various projects across the Centre.  In addition to passing on knowledge to colleagues to foster collaboration and further development in this area  

•         Working alongside other professional services colleagues to advertise events (where possible) on the Centre’s website 

Finance   

•         To support the Operations Manager in financial processing including purchasing, invoicing, expenses claims and asset management, with oversight of non-pay budgets in relation to events.  

•         To develop and apply a detailed understanding of the university’s financial and HR methods, systems, and procedures. For example,   

o   Finance: setting and controlling budgets, raising purchase orders and invoices, administration of expenses and purchasing cards, and setting up and reconciling regular payment schedules to individuals including student stipends and casual staff payments  

o   HR: costing and preparing of contracts, and administration of  

casual employment and HR processes including recruitment, induction, and contract variations/renewals.   

•         Expertise will be gained through a combination of formal training and ongoing practical experience.  

•         To ensure financial processing complies with College financial policies and regulations.   

•         To work alongside the Operations Manager, for pre-award administration and liaise with the Co-Directors and/or PI’s to develop the post award financial forecasting and management system for the Centre.  

•         To create financial reports for external and internal stakeholders, including the programme funders in conjunction with Post Awards and the Centre Operations Manager 

Human Resources

•         To support HR processes, such as recruitment, induction, probation, performance development review 

•         To ensure, with the assistance of the Centre Director, that all CSSS staff adhere to King’s procedures and processes when in the office and when traveling for business (risk assessments and travel insurance etc)  

Other Support  

•         To act as a fire marshal if applicable  

•         To manage risk assessment and business continuity processes in line with the programme’s defined risk register – with an emphasis on travel risk assessments  

•         Any other duties as may reasonably be required by the Centre Director and Operations Manager.  

The selection process will include a panel interview

Interviews are scheduled to be held the week commencing: 14th November 2022