Imperial College London
Job Description
Job Title:
Rock Collection Administrator
Department:
Earth Science and Engineering
Faculty:
Engineering
Job Family/Level:
Professional and Operational family, Level 2b
Contract:
Open ended
Location:
South Kensington Campus
Responsible to:
Academic Tutor
Responsible for:
Administration of the Department rock collection and
associated support of undergraduate teaching
Key Working Relationships:
Academic Tutor, Teaching Administrator,
Undergraduate teaching team, students, internal ESE
and College staff
The Purpose of the Post:
The post-holder will be responsible for the administration and curation of the
department’s Rock Collection (and associated materials) in order to support the teaching
programme in the Department of Earth Science and Engineering. The post-holder will be
the first point of contact for anyone wishing to access the Rock Collection. In addition the
post-holder will also be responsible for co-ordinating the First Aid training in the
department, and the coordination of planning and logistics for undergraduate fieldwork
courses. The post-holder will work closely with other members of the undergraduate
teaching team, which includes: the Academic Tutor; the Undergraduate Administrator;
the Academic Administrator; the Teaching Administrator; the Teaching Fellow and
Senior Teaching Fellows.
Key responsibilities:
Rock Collection Administration 60%
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Responsible for the administration and curation of the teaching collection, which
includes rock and mineral hand specimens, fossils, thin sections and maps, plus
a large geological display.
Responsible for the delivery of collections material to undergraduate teaching
spaces as required by academic staff, and return of materials to storage spaces
once teaching is completed.
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Responsible for ensuring that teaching spaces are equipped with appropriate and
relevant additional teaching materials, to include: microscopes and accessories;
printed handouts, maps etc.
Maintaining all student-accessible teaching materials and ensuring that teaching
spaces remain tidy. Respond to queries (verbal, phone calls and emails) from
staff and students relating to the teaching collection in a professional and timely
manner.
Advise the Academic Tutor of any additional requirements relating to the teaching
collection arising from academic staff and student requests.
Responsible for data-basing and cataloging the department collections as part of
the Imperial College Rock Library - the world's premier online resource in
petrology. This provides an exciting opportunity to be involved in the
development of samples based training at an international level.
Responsible for all collection catalogues and databases, and ensuring that these
are available to staff.
Undertake basic curatorial duties to ensure the continued documentation and
cataloguing of the collections.
Undertake basic collections care duties, such as tidying of storage rooms,
labelling of specimens and storage spaces, and basic pest and environmental
monitoring.
Work under the guidance of the Senior Teaching Fellow to undertake a review
and rationalization of the teaching collections, in order to ensure maximum
efficiency and use of storage space.
Work with members of the undergraduate teaching team to maintain and develop
departmental displays of historical material and geological specimens, including
maintaining a cleaning Rota.
Responsible for maintenance of microscopes and related equipment used for
undergraduate teaching (including around 60 petrological microscopes and
around 10 reflected light microscopes).
To set objectives and work priorities for and communicate on a daily basis with
volunteers working to catalogue the rock collections, including providing health
and safety training.
To assist the departmental outreach coordinator to organise, participate in, and provide
technical and practical support for departmental outreach days throughout the academic
year, but principally in the summer vacation.
Departmental First Aid co-ordinator (10%)
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Responsible for maintaining up-to-date information about departmental first
aiders, organising relevant first aid training courses for students and staff and
liaising with field leaders to ensure the best first aid procedure and practice
during taught field courses.
Responsible for the procurement and maintenance of first aid equipment within
the department (15 office first aid kits, 30 field first aid kits and additional first aid
related equipment including the departmental defibrillator).
Member of the departmental Health and Safety committee responsible for all first
aid coordination.
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Co-ordinate the provision of field-safety workshops, including both first aid and
risk assessment briefing, for undergraduate students promoting field safety in
particular.
Undergraduate teaching support 30%:
Organisation of undergraduate fieldtrips
 The post holder is responsible for booking accommodation, flights and transport
for trips that may involve a complex itinerary, problem solving and dealing with
last minute changes to the itinerary whilst ensuring maximum cost-effectiveness
for students.
 Manage a cyclical workload in order to meet recurring annual deadlines for
fieldwork planning and bookings.
 Provide practical support and guidance for fieldtrip coordinators, and to report
progress on planning of the fieldtrip to the staff member in charge and the
Academic Tutor on a frequent basis during the annual planning cycle.
 Provide administrative support to students and staff requiring documentation for
visa applications, and handle confidential passport, medical and next-of-kin
information in a professional manner.
General administrative tasks
 Assistance with logistical, technical and administrative support for external
lecturers.
 General undergraduate administrative tasks. This list is not exhaustive but
includes: assisting with day-to-day enquiries from staff, students and visitors;
assisting in producing handouts for classes; technical support with microphones
and AV systems; facilitating loans of departmental laptops; assisting with
departmental and open days; and preparing and setting out of all examination
materials and scripts.
 To provide occasional administrative support to all members of the
undergraduate teaching team, as required.
To observe and comply with all College policies and regulations, including the key
policies and procedures on Confidentiality, Conflict of Interest, Data Protection, Equal
Opportunities, Financial Regulations, Health and Safety, Imperial Expectations (for new
leaders, managers and supervisors), Information Technology, Private Engagements and
Register of Interests, and Smoking.
To undertake specific safety responsibilities relevant to individual roles, as set out on the
College Website Health and Safety Structure and Responsibilities page
(http://www3.imperial.ac.uk/safety/policies/organisationandarrangements).
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 adhere to the principles set out in
its Equal Opportunities in Employment Policy, Promoting Race Equality Policy
and all other relevant guidance/practice frameworks.
Person Specification
This is a busy and varied post requiring an enthusiastic and highly competent person
who is able to multi-task and work to deadlines. The post-holder must be proactive in
their approach to their duties and be able to work with minimal supervision. The post
involves a high level of interaction with staff of all levels as well as students, and the
post-holder must combine a professional approach with a friendly and welcoming
manner.
Applicants are required to demonstrate that they possess the following attributes:
Imperial Expectations
These are the 7 principles that Imperial leaders, managers and supervisors are expected
to follow:
1. Champion a positive approach to change and opportunity
2. Communicate regularly and effectively within, and across, teams
3. Consider the thoughts and expectations of others
4. Deliver positive outcomes
5. Encourage inclusive participation and eliminate discrimination
6. Support and develop staff to optimise talent
7. Work in a planned and managed way
Education and Qualifications:
Essential: A significant understanding and interest in geology
Knowledge and Experience:
Essential
 Proven experience of administration.
 Proven experience of maintaining databases.
 Knowledge or willingness to learn, of basic curatorial practices suitable for a
geology teaching collection.
Desirable:
 A demonstrable knowledge of the description of geological materials and their
categorisation, as well as the knowledge and use of petrological microscopes
and geological maps, at a level typical of taught undergraduate courses.
 A clear understanding of the practice of undergraduate teaching in a professional
and organised manner at a leading undergraduate department.
 Knowledge of legislation, policies and current issues relevant to the Higher
Education sector, and First Aid training.
 Experience of delivering outreach workshops.
Skills and Abilities:
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Ability to organise a varied and heavy workload with multiple skills required
IT literate with a working knowledge of Microsoft Office, Excel Knowledge of
Access or similar databases (or willingness to learn)
Ability to work under pressure and to tight deadlines
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Ability to pay close attention to detail
Ability to work independently and in a team environment
Ability to communicate effectively with other team members, internal and external
contacts
Good problem solving skills
Excellent communication skills (verbal and written)
Other Attributes:
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High level of self-motivation and ability to manage and prioritise own workload
Provide practical support on existing procedures to assist in the overall student
experience
Personable and a willingness to help others with their activities within the
undergraduate team