Departmental Administrator in Finance Department
Imperial College London, Department of Finance
United Kingdom

Job summary

The Departmental Administrator will be responsible for providing high quality secretarial and administrative support to the finance faculty including event management for workshops and conferences initiated by faculty.

 You will be a proactive self-starter who can work independently as well as part of a team. You will be able to establish excellent working relationships with internal and external stakeholders at all levels. Attention to detail and the ability to prioritise are essential.

Duties and responsibilities

 


    • Provide secretarial and administrative support to the finance faculty

    • Schedule meetings and appointments as needed, booking venues, catering, preparing supporting documentation, minute taking etc. 

    • Prepare and format documents, PowerPoint slides, conference material in line with the School’s visual identity

    • Organise trips, researching and planning travel and itineraries. Conduct travel checks including risk assessments, Foreign Office advice, insurance and health provisions such as vaccinations

    • Prioritise, anticipate and make judgement calls about the urgency of issues/meetings/requests, rescheduling and reorganising as necessary

    • Undergo finance training to process expense claims; raise and top up purchase orders; set up new suppliers; journal funds across accounts; generate balance reports, casual pay etc.

    • Represent the Department on the Health & Safety committee

    • Co-maintain departmental budget spreadsheets for seminar, recruitment and research budget expenditures

    • Organise or work alongside colleagues in the organisation of various professional activities (e.g. conferences, seminars, workshops), liaising closely with academic leads

    • Manage and co-ordinate visits from external academics

    • Assist with ad hoc projects which may involve undertaking research

    • Induct new starters including Health and Safety briefing

    • Monitor and order equipment, stationery supplies and other consumables

    • Maintain departmental web and intranet pages

    • Maintain the college wiki site used for coordinating visitors’ schedules

    • Assist with various HR duties and undergo training to use HR system

    • Review and improve core processes and systems helping to create a detailed handover folder, saving and sharing important documents with fellow administrators

 

Essential requirements

  

  • Educated to degree level with previous PA experience.  Shared calendar management is vital
  • Excellent verbal and written communication skills with a high standard of written and spoken English
  • Excellent secretarial and administrative skills with proficiency using Outlook 365 apps
  • Excellent time management skills with the ability to multitask yet maintain accuracy
  • Willingness to work outside normal office hours to support events
  • Able to be assertive and tactfully explain policy and the importance of compliance
  • Ability to prioritise demands of several academics sensitively using diplomacy     
  • A willingness to develop/expand skills and learn new systems and techniques especially around event management
  • Ability to focus on the task at hand and not be distracted in an open office location where noise levels fluctuate

Further information

This is an open-ended contract. The College cannot apply for a Certificate of Sponsorship for this post under Tier 2 of the UK Border Agency’s Points Based System. Any candidate, who is considering applying for this position and requires sponsorship, must ensure that they are able to obtain permission to work in the UK through an alternative immigration route.

Should you require any further details on the role please contact: Moira Rankin –  moira.rankin@imperial.ac.uk

For technical issues when applying online please email recruitment@imperial.ac.uk


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