Administrative assistant and school administrator job at KINGS COLLEGE LONDON

job description

This position will play a key role in directly supporting the Executive Director of the School of Professional and Continuing Education (PACE) and ensuring the smooth running of the school office. The Executive Director is the overall head of the school responsible for the strategic direction of the school and the success of its world-class educational activities. She has a wide range of responsibilities and her EA plays a key role in allowing her to maximize her effectiveness in the role.

PACE is a new school within King’s and the incumbent will also support the Director of Operations and Strategy in building an agile and efficient school office. The incumbent will provide high-level, efficient, comprehensive and confidential EA support and be responsible for the smooth day-to-day running of the school office. We are therefore looking for a confident, highly skilled and experienced individual for this role to join our new school and be part of King’s educational development.

The incumbent is part of the School’s professional services team.

The incumbent will need to prioritize their workload and juggle a diverse range of responsibilities. They will be the main point of contact for the Director General and will work closely with him and the School team to enable the School to achieve its strategic objectives. They will have a detailed understanding of methods, systems and procedures appropriate to EA and general office management, gained through significant experience supplemented by formal qualifications and/or training. They must be highly organized and systematic in their approach to work, using their initiative and judgment to approach and solve problems.

This position will be offered on a full-time, indefinite-term contract.

Main responsibilities

  • Undertake effective diary management, prioritizing and managing the Executive Director’s calendar/schedule, ensuring she has access and time to review all documents for meetings.

  • Regularly review emails on behalf of the Executive Director, forward and respond to emails as appropriate.

  • Act as the Executive Director’s first point of contact for colleagues and external stakeholders.

  • Handle communications and correspondence effectively, using clear and precise language.

  • Prepare, edit and proofread correspondence, communications, presentations and other documents.

  • Writing reports, discussion papers or briefing papers.

  • Collect, interpret and analyze data sets to inform decision making.

  • Lead the planning and management of events including team meetings, committees, conferences and days away.

  • Support the establishment of the school office and oversee the development and implementation of business and office processes/policies that facilitate effective and efficient work.

  • Provide day-to-day support for operational activities within the school.

  • Maintain effective filing and data management systems for the School.

  • Work closely with the Director of Operations and Strategy to develop approaches to improve operational efficiency, create new guidelines or procedures relevant to the team, and explain any relevant systems or processes to colleagues.

  • Integrate compliance with all regulatory requirements and reporting expectations across the school, liaising with university officials as appropriate.

  • Act as secretary for school committees and meetings as required, set meeting dates, prepare and distribute materials, and take minutes.

  • Arrange travel, purchase resources, process reimbursement requests and work to find the most environmentally friendly and financially prudent use of funds and time.

  • Be the point of contact and coordination for health and safety within the school office.

  • Support HR and recruitment activities from job approval to interview and appointment.

  • Monitor school office finances and prepare financial reports, including monthly reconciliation of purchases.

  • Liaise with other professional staff to ensure procedural consistency and service efficiency, provide support and guidance to colleagues who need to navigate complex procedures.

  • The incumbent will initially report to the Director of Operations and Strategy.

    The above list of responsibilities may not be exhaustive and the post holder will be required to undertake the duties and responsibilities reasonably expected within the scope and classification of the position.

Skills, knowledge and experience

Essential criteria

1. Experience providing high quality executive support to leadership positions in a busy environment.

2. Exceptional organizational skills including administrative/operational experience with in-depth knowledge of a range of practices, methods and procedures to provide effective and efficient support.

3. Excellent communication skills, both verbal and written, including engaging with contacts across a range of seniority and roles.

4. Experience with service committees, including formal communications such as writing reports/minutes.

5. Strong interpersonal and influencing/behavioral skills.

6. Excellent computer skills with effective use of full Microsoft package – MS Outlook 365, MS Teams, PowerPoint, Word and Excel.

7. Proactive and responsive to contacts in the immediate region, across the organization and externally, building relationships and networking.

8. Solution-oriented self-starter with excellent planning and organizational skills, good eye for detail and able to manage competing priorities and work with minimal supervision.

9. Experience in being responsible for providing administrative support in a complex environment with a large number of employees.

10. Evidence of active commitment to career development.

11. Engagement and understanding of equality issues in a diverse and multicultural environment

Desirable criteria

1. Experience supervising colleagues.

2. Have a full working knowledge of GDPR regulations and experience in complying with complex regulations/procedures.

3. Work experience in the higher education sector.

4. Experience managing projects involving a range of stakeholders.

More information

About King’s School of Professional & Continuing Education

King’s School of Professional & Continuing Education is a new cross-functional feature designed to expand King’s educational reach. It brings together five existing areas: King’s Foundations, Summer Programmes, Modern Language Centre, King’s Online and King’s Professional & Executive Development. Each of these areas is well established, respected and recognized within and beyond the King’s community. Using this success as a springboard, the School of Professional and Continuing Education was created to provide a clear platform for closer and more transparent collaboration with faculty colleagues, enabling, developing and offering a broader view of the education across the College, delivered on campus, online and in a blended format. The school will support King’s in this area, particularly around pedagogical innovation and transformational learning experiences for different groups of students at different learning times, while addressing the current structural barriers to growth that each area is confronted.

Our vision is to work collaboratively with faculties to develop and achieve King’s ambitions by expanding learning opportunities across the educational spectrum. By expanding what education means at King’s, the new school will offer a joint approach to facilitating a wider educational experience at King’s for individual learners, public and private sector groups and partners, both in the UK and abroad. the stranger.

Applications will be shortlisted and those selected for an interview will be invited to attend an interview and test, in person at the Strand Campus.

Martha K. Merrill