Business Support Administrator

Job id: 086066. Salary: £37,332 – £42,099 per annum, including London Weighting Allowance.

Posted: 11 March 2024. Closing date: 17 March 2024.

Business unit: Faculty of Arts & Humanities. Department: Arts & Humanities Cluster Offices.

Contact details:Business Support Manager, Anne-Marie Stephen. [email protected]

Location: Strand Campus. Category: Professional & Support Services.

Job Description

The Faculty of Arts and Humanities has a vacancy for a Business Support Administrator in the Arts Cluster. The Arts Cluster comprises four Departments: Culture, Media & Creative Industries (CMCI), Digital Humanities (DDH), Film Studies, and Music.  The role holder will play a key role in the day-to-day operation of finance, human resources and space within Departments, providing frontline support on issues including: 

• departmental budget management. purchasing and procurement for Departments, providing advice on financial regulations and policy
• assisting with the recruitment and induction processes for new staff, including Graduate Teaching Assistants (GTAs) and Hourly-Paid Lecturers (HPLs)
• support with the management of departmental space, such as offices and student areas, including arrangements for refurbishments, repairs and satisfactory provision of equipment and facilities 
• coordinating the organisation of events/ functions at Departments and for students of various academic programmes 
• offering help to office administration for Departments and the Cluster Office, and supporting ad hoc review/ projects for enhancement of office operations 

You will work as part of the Business Support Team, working exclusively in the Business Support function, reporting to the Business Support Manager and having supervisory responsibility for the Business Support Officer.  

The Faculty actively supports the development of a respectful, positive and supportive culture, which sustains excellence and fosters growth, both for individuals and for the Faculty’s professional services as a whole.  We are committed to supporting our staff in a range of ways from considering flexible working and job share arrangements, to facilitating and encouraging continuing professional development activities. 

We expect to hold interviews by the end of March 2024. 

This is currently a hybrid working role.  The role will be based in the Arts Cluster of Arts and Humanities. 

This post will be offered on an indefinite contract. 

This is a full-time post – 100% full time equivalent.

Key responsibilities

• First point of contact for advising on King’s financial procedures, financial regulations and enforcing the College’s deadlines on financial processes.
• Undertake purchasing and procurement for Departments, within defined limits, in compliance with the College’s policies; and providing advice to senior colleagues on purchase requests.
• Undertake projects in support of the general management of the Faculty, e.g. providing management information and statistical data, taking part in business processes review groups and spreading good practice throughout the Cluster.
• Assist in organising external and Departmental events.
• Oversee the Graduate Teaching Assistants (GTAs) and Hourly Paid Lecturers (HPLs) recruitment, including working with Programmes Team, Departmental management and King’s Teachers/ HR.
• Provide support with new starter registration and onboarding process with HR documentation, IT access and ID card and KEATS access.
• Assist in the recruitment and application processes for permanent, hourly-paid and fixed-term academic posts as required, ensuring their eligibility to work in the UK and processing their payments.
• Support the Business Support Manager with managing the departmental space (such as offices and student areas), including arrangements for refurbishments, office moves, repairs and satisfactory provision of equipment and facilities.
• Resolve issues with departmental resources by working closely with colleagues throughout the College such as IT or AV services, Facilities and Estates, HR, Finance and other Departments.
• To liaise with campus facilities for regular requests, and to be responsible for managing and maintaining any departmental or faculty space in their area.
• Where applicable, to supervise the Business Support Officer, overseeing the workload and task allocation / completion through regular check-ins 
• Participate in departmental, faculty, campus and college-wide fora and network as appropriate
• Participate in regular reviews of individual and team progress, working closely with all other team members to provide cover during peak periods/ projects
• Uphold and monitor the quality of service to students and staff, assisting the Business Support Manager and Head of Cluster Administration.
• To be trained as a DSE assessor and actively promote compliance with good practice and College policies in their areas
• Act as a fire evacuation marshal and maintain an awareness and observation of Fire and Health & Safety regulation
• To assist with any other duties as may be required from time to time, including providing cover at the student counters within the departmental offices 
• Undertake any other reasonable duties that may be requested by the Business Support Manager or the Head of Cluster 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.

Skills, knowledge, and experience 

Successful applicants will have excellent IT and numeracy skills, experience in managing the implementation of changes in procedures and processes, the ability to multi task and work under pressure without losing attention to detail and be able to communicate effectively with a wide range of people at all levels in a professional and assured manner.

Essential criteria  

Desirable criteria