London Interdisciplinary Social Science Doctoral Training Partnership (LISS DTP) https://liss-dtp.ac.uk/ is seeking to recruit an enthusiastic and experienced individual to the Administrator role to join the established and successful Economic & Social Sciences Research Council (ESRC) funded multi-institutional collaboration, led by King's College London in partnership with Queen Mary University of London and Imperial College London.
We are looking for an organised, and detail-orientated administrator to join our team to provide high-quality administrative and day-to-day support to ensure the smooth running of all administrative activity in the LISS DTP. The role holder will report to the LISS DTP Manager and support the team as required in accordance with the key responsibilities of the role. The role holder will work closely with the LISS DTP wider team and across other teams at King s. The role s key functions are detailed below:
- Supporting a variety of student data entry updates and student record maintenance.
- Supporting the administration tasks relating to the DTP s studentship competitions, including processing applications, preparing documents for shortlisting, and tracking the status of applications.
- Supporting the LISS DTP Manager with coordinating meetings and briefings and minutes.
- Supporting the LISS DTP Officer with administrative tasks to deliver the LISS DTP training programme.
- Supporting the LISS DTP Team to triage and respond to routine emails relating to applications and current student queries.
- Processing financial payments to students and suppliers, working with financial teams across the university.
- Supporting DTP events planning and organising.
You will be the first point of contact for all LISS-funded students and all parties involved in the partnership. You will have a collaborative, team-focused outlook, with experience of providing strong administrative support to projects. You should have excellent interpersonal skills, taking a collaborative, collegiate and helpful approach and developing professional working relationships with both internal and external stakeholders, particularly our student community.
Centre for Doctoral Studies operates under a hybrid working policy and when on campus the post-holder will be based at Lavington Street (currently 1 day a week).
This post will be offered on a fixed-term contract for 12 months with possibility to extend subject funding.
This is a full-time post - 100% full time equivalent.
- Supporting the DTP Manager, be responsible for creating and maintaining student funding records, to support student data entry updates and student record maintenance, using external and internal systems and databases (including a Student Database and Je-S). To use the systems to create basic reports in excel for discussion at team meetings, and to feed into reports.
- To support the administration of the DTP studentship competitions, including download and processing applications, supporting applicant shortlisting and tracking the status of applications (use of excel, SharePoint)
- To support the administration of the annual Postdoctoral Fellow Competition including processing applications, preparing documents for shortlisting, and supporting applicant shortlisting and tracking the status of applications (use of excel, SharePoint)
- To support the scheduling and servicing of meetings and forums, setting up online meetings and briefings, circulating committee papers and minutes, taking notes, and arranging catering.
- To support the LISS DTP Officer with administrative tasks to deliver the LISS DTP training programme (including collecting student feedback, disseminating course materials and any other administrative support as required).
- To monitor and administer shared email inboxes, distributing and answering stakeholder enquiries as appropriate, responding to routine emails professionally and precisely, and ensuring emails are responded to in a timely manner.
- To support the administration and delivery of LISS DTP events for students and staff, as directed and required by the LISS DTP Manager and LISS DTP team; for example, booking venues and rooms, ordering catering, liaising with suppliers.
- To support the LISS DTP Team with finance data related tasks, including raising purchase orders, ensuring invoices are paid, retrieving reports from the King s financial system and administering payments to students (Student Grants) and suppliers (Business World).
- To provide high quality and flexible administration to all activity within the LISS DTP, liaising with academics and central professional services staff across the College, and to provide non-academic support to students regarding studentship administration queries.
- To assist the LISS DTP with information management processes, ensuring file maintenance across platforms such as SharePoint and other document libraries.
- To collaborate and communicate effectively with faculty and professional services staff in other departments and across the Higher Education Institution Partners in the LISS DTP.
- To undertake any other duties that might be reasonably be requested by the LISS team.
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.
Skills, knowledge, and experience
- Degree level or equivalent qualification or experience
- Prior experience of working in an office environment
- Proactive and strong communication skills, with excellent written and spoken English
- Excellent numerical and data management skills, able to manipulate and interpret data, e.g. via Excel, and present this to team members
- Strong planning and organisational skills, able to execute multiple tasks to manage competing priorities.
- Strong time management and priorisation skills.
- Excellent working knowledge of Microsoft 365 including Teams, SharePoint, Word and Excel and the ability to work on new systems
- Methodical, detail oriented and flexible approach to work, maintaining a high level of accuracy
- Excellent interpersonal skills and ability to work with a broad range of stakeholders in a professional and assured manner
- Proactive with the ability to work independently as well as delivering within a team
- Flexible and adaptable approach to suit different administrative tasks, able to respond to shifting priorities and willing to learn new techniques and skills to support service delivery.
- Experience of working in higher education sector and familiarity with HE administration
- Experience using data management systems and databases
- Experience of core financial tasks e.g., budgeting, raising purchases orders and invoices.