Imperial College London
Job Description
Job title:
Administrator for the CDT (Centre for Doctoral Training) in
Fluid Dynamics Across Scales
Grade:
Professional Services, Level 3a
Reporting to:
Centre Director (Professor Christos Vassilicos) and academic
representatives from the six other participating Departments.
Department:
Seven Departments: Aeronautics, Bioengineering, Chemical
Engineering, Civil Engineering, Earth Sciences and
Engineering, Mathematics and Mechanical Engineering
Location:
South Kensington Campus
Key working relationships: Director of the CDT, Director of CDT Operations, CDT
committees, Faculty of Engineering staff, Registry staff and other external bodies with
which members of the Centre are involved.
Summary of Post
The post holder will provide administrative and secretarial support to the CDT Director in
the day-to-day running of the CDT. This will include dealing with all issues or problems
that may arise as well as undertaking any additional management tasks requested by
the Director such as attendance at meetings, coordinating examinations, updating
module schedules and supporting the teaching staff.
The key responsibilities of this new post will include budgetary management, resource
planning and coordinating external partner engagements including industrial liaison. The
post holder will be responsible for overseeing postgraduate admissions including setting
up interviews with staff members of the participating Departments, organising the open
day, away days, internships and exchange programmes.
Additional responsibilities will include acting as a focal point for the CDT and
communicating on behalf of the CDT with outside agencies such as advertisers. The
post may also involve representing, where required, the CDT in external meetings and
projects.
Management Structure
The post holder will provide a focal point for co-ordination of the CDT’s management
committee which consists of seven academics from seven different Departments.
Key Duties
1. Work with and support the Director of CDT Operations to set up and implement
CDT and EPSRC driven policy
2. Develop, maintain and manage effective administrative support for the CDT
3. Give proactive advice on the allocation of relevant resources in the CDT, as
appropriate
4. Act as primary contact both internally and externally for the CDT
5. Coordinate/manage recruitment of students
6. Initiate and maintain up to date records of students
7. Be familiar with appropriate regulations including the Data Protection Act and
Health and Safety at Work
Finance Administration
1. Ensure that all funding pledged to the CDT by both internal and external faculties
and organizations is received
2. Assist with the management of budget tracking and finance reporting. This
includes providing accurate and timely finance reports, analyzing the data,
prioritizing and trouble-shooting queries as appropriate
3. Responsibility for placement/monitoring of orders and rigorous checking of
invoices against purchase orders
4. With the CDT Director, organise the financial management of the CDT, including
budgeting, reporting and monitoring, and the preparation of interim financial
reports
CDT’s Outreach
Work closely with the Outreach Officer to enable successful organisation of events,
including research collaboration meetings, appropriate reporting and information
exchange
Student and Staff administration
1. Manage the arrangement of meetings of CDT Boards, set agenda and take and
action minutes
2. Responsible for graduate student admissions process, liaising with the CDT’s
Director and Management Committee to ensure that all applications are reviewed
in a timely manner - this will include: administrative presence in student
interviews, preparing interview schedules, venue booking, recording panel
decisions and informing candidates of results
3. You will also have responsibility for liaising with Graduate Admissions, Imperial
College Registry and the Faculty of Engineering regarding the production of
student dossiers and student management
4. You will be responsible for recording all decisions on Imperial College student
systems such as DSS and e-student service
5. Help with the maintenance of the CDT websites
6. Deal with and resolve student and staff queries in the CDT and external enquiries
to the CDT
7. Establish efficient communication procedures for relaying information within the
seven Departments involved in the CDT
8. Work with registry to set-up and maintain the student information database for
the CDT
9. Archive student output and collect performance indicators for the CDT
10. Manage academic visitors ensuring appropriate accommodation and lecture
schedules are organized
11. Manage the organization of seminars, workshops, conferences, summer schools,
transferable skills courses etc. of the CDT
Module Planning and Preparation
1. You will provide administration support to the CDT’s Teaching Committee who
are compiling the course’s syllabus and teaching material (examples include but
are not restricted to organizing meetings and minute-taking)
2. You may have to undertake such tasks as timetabling teaching activities,
updating module schedules, procuring course text books, distribution of prereading and course materials and liaising with academic contacts regarding
module arrangements
3. You will also be responsible for ensuring that Blackboard Learn Virtual Learning
Environment is kept updated at all times by liaising directly with module lecturers
to ensure timely provision of their materials
Assessment and Examination Responsibilities
1. Complete administrative tasks involved with module assessments and
examinations for the CDT - this will include: liaison with the CDT Director and
Teaching Committee for assignment approval and co-ordinating with Teaching
Fellows regarding production of exams.
2. Ensuring that submissions are logged and approved on the College’s Blackboard
Learn system, ensuring assignments are sent to examiners for marking and
informing students of their results
3. In addition, you will be responsible for the coordination and production of student
term supervision reports, for chasing overdue student reports/submissions and
assignment of supervisors to students, and for providing assistance to the Cohort
Mentors
Other Duties
1. As the CDT develops, you will be expected to be proactive in mastering new
technologies and disseminating knowledge to the CDT Director and Management
Committee
2. Assist CDT Director with ad hoc administration duties as required
3. Undertaking specific safety responsibilities relevant to individual roles, as set out
on the College Website Health and Safety Structure and Responsibilities Page:
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
Imperial Expectations
These are the 7 principles that all imperial staff 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
Applicants are required to demonstrate that they possess the following attributes.
Education
 Educated to Degree level or equivalent
Knowledge/experience
 Broad administrative experience, demonstrating development through involvement in
a series of progressively more demanding relevant work/roles
 Experience based in a higher education/academic setting is essential
 Previous experience at analyzing and reporting on finance accounts to inform
financial and related decision making is essential
 Previous experience in organizing seminars and workshops desirable (ideally in an
academic setting)
 Knowledge of legislation, policies and current issues relevant to and affecting the
higher education sector is desirable
Skills and Abilities
 Experience of taking accurate minutes and proactively complete actions
 The ability to make decisions which require knowledge of general principles
 Strong organisational skills are essential, including the ability to plan ahead, set
priorities (both own and for other staff) and work to deadlines.
 Ability to utilize a network of contacts to ensure the effectiveness and efficiency of a
quality support service
 The ability to communicate accurately and grammatically in writing
 The ability to listen to students and staff and to respond positively at all times
 Effective problem-solving skills with the ability to think creatively
 Proven numerical skills, in order to monitor and report on CDT accounts
 High levels of proficiency in Microsoft Word, Excel, PowerPoint and Outlook
 Proven ability to work independently and proactively with minimum supervision
 Proven ability to work under pressure and with conflicting tasks and deadlines
 Ability to set up and maintain complex procedures
 A positive, helpful disposition and regard for confidentiality at all times
 Practical experience of setting up large meetings/workshops
 The ability to deal in a professional manner with external bodies, e.g. EPSRC,
companies, government agencies
 Experience of producing promotional material
 The ability to create and update attractive, informative web pages, soliciting and
building on ideas and materials from staff and students