Job Description
Department/Division/Faculty: / Imperial College Union (Finance and Resources)
Campus location: / South Kensington
Job Family/Level: / Professional Services - Level 2a
Responsible to: / Administration Support Manager
Line Management responsibility for: / N/A
Key Working Relationships (internal): / Students’ Union
Events and Conferences Manager, Systems Team, Student Activities Administrator, Receptionist, Student Activities Manager, Finance Administrators, Student Activities Coordinator, All managers within Imperial College Union, Events & Conferences Assistant, SMG, Student & Officer Trustees
Imperial College London
College Facilities, College Security, College Registry, Human Resources, College ICT, College Finance (Payroll)
Key Working Relationships (external): / Lay Trustees, Event Companies, Training Providers
Contract type: / One year 0.6FTE, three days a week
Purpose of the Post
The Finance and Resource directorate exists to provide essential support services to all areas of the Union. Staff members in this directorate provide finance support services by processing and reporting the activities of the Union, administrative support services, front of house reception services, facilities management and ICT services and solutions
The Administration Support Officer will support the Administration team in their day to day activities. They will also be looking for ways to develop and improve our service offer. The post holder will also perform a key role by assisting in the smooth running of internal administration processes to support the Board of Trustees, Managing Director and Administration Support Manager. The role requires the post holder to be flexible in their work and to be able to complete a variety of tasks simultaneously. This is a busy and varied role which will require flexibility, initiative and strong organisational skills.
Key Responsibilities
Key Responsibilities
· Administration 80%
1. To provide administration support within the Union, to the Managing Director, Strategic Management Group and Administration Support Manager to deliver timely projects and embed processes.
2. In accordance with Imperial College Union’s Governance framework, manage the ICU board email account, arrange meetings, send out agendas, distribute papers, prepare presentation packs, minute take and organise refreshments for all key meetings identified on the Union’s year card. Overarching responsibility for uploading Governance papers and minutes to the website in a timely fashion. There will be a requirement to work some evening hours during term time.
3. To assist the Managing Director and Administration Support Manager in coordinating the various internal Union events that happen yearly including the Christmas Party, President’s Dinner, Staff Development Day and any ad-hoc training and presentation sessions that may arise throughout the course of the year.
4. To assist in the planning, coordination and execution of the Board Away Days and Residential.
5. To maintain a central filing system for the Administration Support Department.
6. To support the Administration Support Coordinator with the regular review and preparation of Induction packs for new starters.
7. To undertake other administration tasks and responsibilities compatible with the level and nature of the post as required by the Managing Director and Administration Support Manager.
8. Have a flexible approach to duties and work and, in particular, adopt a team style with departments and activities across the Union.
· Reception 10%
1. To offer additional resource to the Administration Support Team to manage the Reception area, ensuring that it provides effective customer service to students and other visitors.
2. To support the Union’s Reception team during busy times, including front facing assistance.
3. Endeavour at all times to empower students and support them in carrying out their duties as appropriate.
4. To endeavour to provide Receptionists with as much information about events and policy changes at the Union to ensure customers are told the correct information.
5. To ensure that all Reception staff and contractors treat members and customers in a friendly and polite manner and do everything in their power to exceed expectations.
· General 10%
1. To be flexible in their approach to work to fit with the needs of the Union.
2. To ensure that the Union’s Health and Safety Policy and appropriate Health and Safety legislation is adhered to at all times.
3. To abide by the Union’s Constitution, Policies and procedures and all relevant College policies and regulations at all times
4. To carry out the above duties at other sites of the College as necessary.
Person Specification
Requirements
Candidates/post holders will be expected to demonstrate the following / Essential (E)/
Desirable (D)
· Education
· A Levels or equivalent / (E)
· Degree or relevant experience / (D)
Experience
· Experience of working in a busy customer focused organisation / (E)
· Experience of working with, supporting and empowering students, student volunteers preferably in Higher Education / (D)
· Experience of event planning and organisation / (E)
· Experience of building relationships with stakeholders / (E)
Knowledge
· Understanding of the Students’ Union movement / (D)
· Understanding of the structures, systems and politics affecting Higher Education / (D)
Skills & Abilities
· Excellent communication skills, both written and oral, with the ability to relate to people at all levels / (E)
· Excellent administration and organisation abilities / (E)
· Competent IT skills – Microsoft Office, E-mail and Internet software / (E)
· Ability to work effectively on your own as well as in a team
· / (E)
Please note that job descriptions cannot be exhaustive and the post-holder may be required to undertake other duties, which are broadly in line with the above key responsibilities.
Imperial College is committed to equality of opportunity and to eliminating discrimination. All employees are expected to follow the 7 Imperial Expectations detailed below:
1) Champion a positive approach to change and opportunity
2) Encourage inclusive participation and eliminate discrimination
3) Communicate regularly and effectively within and across teams
4) Consider the thoughts and expectations of others
5) Deliver positive outcomes
6) Develop and grow skills and expertise
7) Work in a planned and managed way
Employees are also required to comply with all College policies and regulations paying special attention to:
· Confidentiality
· Conflict of Interest
· Data Protection
· Equal Opportunities / · Financial Regulations
· Health and Safety
· Information Technology
· Smoking / · Private Engagements and Register of Interests
They must also undertake specific training and assume responsibility for safety relevant to specific roles, as set out on the College Website Health and Safety Structure and Responsibilities page.
As this post is exempt from the Rehabilitation of Offenders Act 1974, a satisfactory (standard/enhanced/enhanced for regulated activity) Disclosure and Barring Service check will be required for the successful candidate.
Further information about the DBS disclosure process can be found at http://www.homeoffice.gov.uk/agencies-public-bodies/dbs/ or by telephoning 0870 90 90 811. You may also wish to view the College’s policy statements on the Recruitment and Employment of Ex-Offenders and the Secure Storage, Use, Retention & Disposal of Disclosures and Disclosure Information